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1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteTo reconcile UPI receipts, compare three records for the same period: your business bank statement, the settlement report from your acquiring bank or payment provider, and your sales or receipt log. A payer’s successful-payment screen confirms a customer-side payment; it does not tell you exactly how or when your merchant account will show a credit. Your settlement path depends on your agreement with the bank or provider.
Why a UPI payment may not appear as a separate bank-statement line
UPI is an instant payment system, but the merchant’s settlement and statement reporting depend on the arrangement with its acquiring bank or provider. NPCI says the merchant receives funds into a merchant pool bank account or merchant bank account according to the agreement, after the customer confirms payment. That does not establish a universal statement descriptor, settlement timing, or one-credit-per-customer-transaction format. See NPCI’s UPI merchant FAQ for the agreement-dependent account path.
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Merchant acceptance may use QR, intent, application-based, or collect modes. The mode alone does not define how to reconcile a settlement. Check your own agreement and provider documents to learn which account receives credits, what report is available, and whether its entries represent individual payments or batches.
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Gather the three records you need
- Business bank statement: Use the statement for the account named in your merchant arrangement.
- Settlement report: Obtain the relevant period’s report from your acquiring bank or payment provider. Report names, formats, and detail levels can vary.
- Sales or receipt log: Use your invoices, point-of-sale records, or other log showing the underlying customer payments and business activity.
NPCI describes daily settlement reports and reconciliation at the bank/member level, where banks use NPCI and their own reports to reconcile and make adjustments for exceptional transactions. That description does not mean a merchant can access NPCI’s bank back-office reports. For the merchant-facing report, contact your acquiring bank or provider. See NPCI’s Settlement Process.
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Reconcile UPI receipts step by step
- Set the period. Choose the dates you are reconciling, then obtain the bank statement and settlement report for the corresponding period. Keep your sales or receipt log for those dates as well.
- Match statement credits to settlement entries. Compare dates and amounts. Where the records provide them, use transaction references to trace an entry. First establish whether your setup settles payments individually or in batches; do not expect every customer payment to appear as its own statement credit.
- Trace settlements to business activity. Match the settlement entries or batches against the payments and sales in your log. Leave any item that cannot be supported as an exception instead of forcing it to match.
- Investigate exceptions with the provider. For a missing, late, incomplete, or mismatched entry, check the available report and status, then contact your acquiring bank or provider. Give them the date, amount, transaction reference if available, and relevant supporting record.
- Record a supported resolution. Document the explanation and evidence for a resolved difference. Post an accounting adjustment only when the mismatch is explained and supported; a customer payment confirmation by itself does not establish what adjustment is appropriate.
- Keep the records together. Retain the statement, settlement report, sales record, exception evidence, and resolution using your business’s normal recordkeeping process.
What to do when the amount or status does not match
- Payment shown as successful, but no statement credit: Check the settlement report and the account specified by your merchant arrangement. If the credit is still unaccounted for, contact your provider with the transaction details and supporting log.
- Statement credit differs from one sale: Check whether the settlement report groups multiple payments or otherwise reports a batch. Use the report to trace the credit back to its component receipts where the available detail allows.
- Settlement report and statement disagree: List the unmatched date, amount, and reference, if available. Ask the acquiring bank or provider to investigate rather than assuming a universal timing rule or changing the books to make the totals agree.
- Daily reconciliation is incomplete or inconsistent: Preserve the relevant logs and report details and raise the issue through your bank or provider’s support route. NPCI Support’s FAQ addresses member-bank issues involving missing or late settlements and incomplete or mismatched reconciliation data, and calls for complete transaction details/logs; merchants should normally start with their own provider, not assume access to NPCI’s member support systems. See NPCI Support’s UPI FAQ.
Clarify responsibilities and reporting with your provider
If a bank, payment gateway, or aggregator is involved, confirm which party supplies the settlement report and handles reconciliation questions, failed-payment issues, refunds, and disputes. RBI’s 17 September 2019 discussion paper states that agreements among gateways, aggregators, merchants, acquiring banks, and other stakeholders should clearly allocate responsibilities for these matters. It is a discussion paper, not a standalone merchant procedure. Read the RBI discussion paper on payment gateways and payment aggregators alongside your own agreement.
Ask your provider for the current report name and export method, the account where settlements arrive, the meaning of each report field, and the support route for unmatched items. Procedures may change; NPCI publishes current circulars in its UPI circular index.
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RBI’s PPI directions include reconciliation and merchant-dues record requirements for applicable prepaid payment instrument issuers. Those issuer requirements should not be treated as a reconciliation rule imposed on every small merchant. See RBI’s PPI directions.
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