How to reconcile an online payment from Razorpay in Inkwelly

1. Open the Payments page

From the Inkwelly left sidebar, open Student Fee, then click Payments under the Collection section. The page opens with four KPI cards at the top: Today's Collection, This Month, Pending and Reconciled. The Reconciled KPI doubles as a warning chip when there are unreconciled successful payments and shows the exact count below the icon. Below the KPIs is a filter bar followed by the full payments table.

2. Filter by Online Gateway mode

Click the All Modes dropdown in the filter bar and pick Online Gateway. The table immediately narrows to payments collected through Razorpay (UPI, cards, NEFT, IMPS, and wallets) and hides cash, cheque, and counter payments which follow a different reconciliation flow. A filter chip labelled Online Gateway appears under the filter bar so you can see at a glance which view you are on.

3. Narrow to unreconciled payments

Click the More button on the right of the filter bar. In the popover, under Reconciled, click No. The table reloads showing only Online Gateway payments that have not yet been ticked. Close the popover. Two filter chips are now active: Online Gateway and Not reconciled. The row count reflects exactly what you need to close out this period. For a typical 1,200-student school with online collection turned on, the unreconciled queue at the start of a settlement window is anywhere from 30 to 200 rows.

4. Pull Razorpay's settlement report for the same window

In a new browser tab, open dashboard.razorpay.com, go to Reports, then Settlements. Pick the date range that matches your unreconciled rows in Inkwelly, usually the previous week, fortnight or month. Click Download to pull the settlement report as CSV or XLSX. Each row in Razorpay's report is one captured payment with its payment_id, amount, fee, tax and the settlement_id it was grouped under. Keep this report open alongside Inkwelly; these are the two sides of the match.

5. Cross-check each payment against the settlement report

Click a payment row in Inkwelly to open its detail page. Note the Payment Number, the Amount, the Payment Date and the Transaction Reference (this is Razorpay's payment_id, for example pay_LHK1A2B3C4D5E6). In your Razorpay settlement report, search for the same payment_id. Confirm the amount in Inkwelly matches the amount captured by Razorpay (gross of fees), the date matches the captured date, and the row sits inside a settled batch credited to your school's bank account. If anything mismatches, do not reconcile yet, investigate the row separately.

6. Click Reconcile on the row menu

Return to the Payments list. On the row of the matched payment, click the three-dot menu on the right and pick Reconcile. The Reconcile Payment dialog opens showing a quick summary (payment number, amount, date and mode) and an optional Remarks field. Add a short note like Razorpay settlement S20260518, bank credit on 19 May for the audit trail, then click Reconcile. Inkwelly marks the payment reconciled, stamps the current user and timestamp on the audit log, and removes the row from the Not reconciled view. Repeat for every payment in the queue.

7. Verify the dashboard Reconciliation Readiness score

From the sidebar, open Student Fee then Dashboard. The Reconciliation Readiness radial KPI sits in the hero row alongside Total Collected and Outstanding. After clearing the queue, the radial reads 100, the unreconciled count under it returns to zero, and the chip flips from warning amber to success green. The Payments page itself shows a green check under the Reconciled column for every Online Gateway row from the period you closed. The trustees can now sign off the week.