Surfaces
Settlements
Settlement quotes, remitted amounts, references, proof, and finance handoff notes.
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Overview
Settlements records remittances of collected platform fees. It turns a finance obligation into an auditable entry with amount, payment method, receiving account, reference, proof, timestamp, notes, and the staff account that saved it.
Use this page after reviewing Finance Analytics. The settlement record should make it possible for a later reviewer to answer three questions: what was owed, what was actually paid, and where the proof is.
Dashboard route
/ems/manage/settlements?id=:eventId
Summary area
| Element | What it shows | Why it matters |
|---|---|---|
| Latest settlement | Most recent remittance time, or that no settlement exists yet. | Helps staff avoid duplicate same-day entries. |
| Settlement records | Number of saved settlement records. | Shows whether the event has no remittance, one remittance, or split payments. |
| Gross collected | Total tracked gross collections for the event. | Gives context for how much money moved through the event. |
| Duty-free amount | Base revenue portion before platform and processor fees. | Separates event revenue from fee obligations. |
| Platform fees collected | Platform fee amount collected through active transactions. | Starting balance for remittance. |
| Already remitted | Sum of every saved settlement record. | Shows what has already been credited against the platform fee balance. |
| Still to remit / Over remitted | Remaining platform fee balance, or excess remittance. | Determines whether the New settlement button should remain available. |
When the remaining balance is zero or below, the New settlement button is disabled and the page explains that no platform fee balance remains.
Settlement policy
The policy section shows the settlement schedule, due date, and schedule description returned by the finance API. Furries PH controls the settlement cadence, and every event is capped to a due date within seven days after the event ends.
Treat this section as the timing rule for the event. If the due date is waiting on the event end date, confirm the event dates in Details before making promises about remittance timing.
Record a settlement
The New settlement button opens the quote and recording modal. Staff can remit in one payment or split the remaining balance into increments. Each saved quote becomes a separate settlement record.
| Input or control | What it does | Validation or behavior |
|---|---|---|
| Settlement amount due to Furries PH | Amount credited against the platform fee balance. | Must be a positive amount. The quote uses this as the base settlement amount. |
| Actual amount paid in this transaction | Real-world amount remitted, including any processing fee. | Must be positive and cannot be less than the settlement amount credited to platform fees. Defaults to the quoted gross amount. |
| Remitted at | Date and time the payment was made. | Defaults to the current local datetime; use the actual transaction time if different. |
| Payment method cards | Choose Manual / other or a configured Furries PH settlement provider. | Manual / other has no surcharge and no configured receiving account. Provider cards show fee summary and availability. |
| Receiving account cards | Choose the receiving account for the selected provider. | Hidden for Manual / other. Inactive, full, or review-needed accounts can be disabled. Preferred local or international accounts are preselected when available. |
| Reference | Transfer reference, OR number, receipt number, or similar proof identifier. | Optional but strongly recommended for reconciliation. Maximum length is 200 characters. |
| Receipt or proof image | Uploads a screenshot or receipt image to the shared media bucket and stores its durable URL. | Optional. Wait for upload completion before saving. Avoid uploading unnecessary private information. |
| Notes | Internal explanation for partial remittance, manual method, variance, or handoff context. | Optional. Maximum length is 1000 characters. |
| Refresh quote | Rebuilds the quote from the current amount, provider, and account. | Use after changing the amount or payment method if the quote looks stale. |
| Record settlement | Saves the settlement record. | Disabled while saving. Refreshes remaining balance and history after success. |
Payment method options
| Option | Meaning | When to use it |
|---|---|---|
| Manual / other | A one-off manual remittance flow outside configured payment methods. | Use only when Furries PH instructs a manual flow or the configured settlement method is unavailable. |
| Configured provider | A payment method configured by Furries PH for partner settlements. | Use when remitting through an official receiving method. The card shows any percent or fixed fee and whether it is selectable. |
Receiving account options
Receiving accounts show account label, account name, account number, cap, offset, and badges.
| Badge | Meaning | Action |
|---|---|---|
| Preferred local | Default local receiving account for the provider. | Usually the first account to use for local remittance. |
| Preferred intl | Default international receiving account. | Use when the remittance is international or directed there by Furries PH. |
| Full | The account has reached its configured cap. | Choose another account unless instructed otherwise. |
| Needs review | The account requires finance attention. | Confirm with finance before using. |
| Inactive | The account is not active. | Do not use it for a new settlement. |
If the selected account becomes unavailable, the quote can roll over to another available account and explains that rollover in the quote notes.
Quote preview
The quote preview shows the calculated settlement before saving.
| Quote field | What it means |
|---|---|
| Settlement amount | Base amount credited to platform fees. |
| Processing fee | Fee added by the selected provider. |
| Quoted gross amount | Expected amount to pay through the provider. |
| Actual amount to record | Value from the actual amount paid input. |
| Recorded processing fee | Actual amount paid minus the settlement amount. |
| Remaining after this payment | Platform fee balance after the settlement is saved. |
| Payment method | Selected provider or Manual / other. |
| Receiving account | Selected or rolled-over account, or manual fallback. |
| Settlement notes | Account details, QR availability, or rollover explanation. |
Settlement history
The history list is the audit trail. Each entry shows the credited amount, remitted timestamp, saving staff email, gross amount paid, processing fee, method, reference, proof link, recorded timestamp, receiving account snapshot, and notes.
Use the history before saving a new settlement. A duplicate record can make the event appear over-remitted and create finance cleanup work.
Related actions
The Close Out an Event flowchart points to Settlements after Finance Analytics confirms that platform fee balance remains. Use Finance Analytics first, then record the remittance here. Use Payments Config only if a provider, receiving account, QR code, cap, or offset needs setup correction before a settlement can be trusted.
Common mistakes
Do not record a settlement before checking Finance Analytics. Do not enter the quoted platform fee amount as the actual amount paid if the provider added a processing fee. Do not use Notes as the only proof; add a reference or proof image when available.