Digital payments leave a paper trail — but reconciling it manually takes hours. Here's how to close your books without headaches.
GCash and Maya generate detailed transaction records. The problem isn't data — it's matching that data to your OR book, your bank statement, and your cash drawer in a way that closes without gaps. Here's how to do it manually, and why automating it changes the game.
In the GCash for Business (GCash Partner) dashboard, navigate to Transaction History and export the day's transactions as CSV. This gives you: timestamp, amount, reference number, and status (completed/pending/failed). Filter to "Completed" transactions only — pending means the customer's wallet showed the deduction but the payment hasn't fully cleared yet.
Maya Business has a similar export function under "Payment History." Same approach: export completed transactions for the day. Note that Maya's settlement schedule may differ from GCash — check your account terms for the specific payout timing.
Every GCash/Maya transaction in your dashboard should correspond to an OR entry. Go line by line. Flag any GCash/Maya payment that doesn't have a matching OR — that's an unrecorded transaction. Flag any OR with payment type "GCash" or "Maya" that doesn't appear in your dashboard — that's potentially a manual error or a fraudulent entry.
Your GCash Partner and Maya dashboards will show "received" amounts that don't match your bank statement for the same day. This is normal — it's the settlement lag (1-3 business days). When reconciling, compare bank statements to dashboard settlement records, not to transaction records. The timing difference is expected; a difference in amounts is a discrepancy worth investigating.
Investigate any difference greater than ₱50 between your OR book totals and your GCash/Maya dashboard totals. Common causes: a cancelled transaction that wasn't noted in the OR book, a refund processed through the app but not recorded, or a manual OR entry error. Nexus7's NexusPay module auto-matches GCash and Maya payouts to POS transactions, flags mismatches in real time, and eliminates the manual export-and-compare process entirely.
Digital payment is everywhere — but if you're not tracking the payout lag between GCash transactions and your actual bank balance, you're flying blind on cash flow.
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BIR-compliant receipts, offline-first POS, GCash/Maya reconciliation, inventory tracking, and owner dashboards — all connected. Same-day onboarding. Training under 2 hours.