Non Cash Settlement

Non-Cash Payment Settlement

What is Settlement?

When patients pay by Card, Cheque, Bank Slip, eWallet, or any other non-cash method, the cashier holds a physical document (card slip, cheque, deposit slip, eWallet receipt) — not the money itself. The actual money only enters the hospital bank account later, when:

• The card processor settles the batch and remits the net amount
• The cheque clears the bank
• The bank confirms a deposit slip
• The eWallet provider remits the batch

The Settlement workflow records this confirmation. Once a non-cash payment has been settled, it leaves the cashier's responsibility — it no longer appears in any future handover.

Settlement is for non-cash payments only. Cash deposits use the existing Bank Deposit workflow.

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Why Non-Cash Items Keep Appearing in Handovers

A cashier who collects a non-cash payment hands the physical document over at shift end. The receiving cashier hands it over again at their shift end. This chain continues — typically ending at a main cashier or accounts officer — until the bank or processor confirms receipt.

Until that external confirmation happens, the document must keep appearing in handovers because the holder is still physically responsible for it. The system does this automatically: any non-cash payment whose currentHolder is not null is included in that user's next handover.

After Settlement, currentHolder is set to null and the payment is excluded from all future handovers.

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How Settlement Works

Step 1 — Pick a Department

Open Settle Non-Cash from the Financial Transaction Manager menu. The page first asks you to choose a department. The dropdown lists only departments where you currently hold pending non-cash payments.

A single settlement bill always covers one department. If you hold payments from several departments, you settle each department separately. This keeps each department's cash book and audit trail clean.

Step 2 — Identify Pending Items

After picking a department, the page lists every non-cash payment in that department that:

• Is currently held by you (currentHolder = you)
• Has not yet been settled (paymentSettled = false)
• Has been through at least one accepted handover (so the cash book already has the entry)

Items are grouped by payment method (Card, Cheque, Slip, eWallet, Online Settlement).

Step 3 — Select and Enter References

Tick the payments you are settling in this batch. Enter the external reference number for each (or for the whole batch if your bank/processor lodges them as one):

Method	Reference to capture
Card	POS batch ID and/or processor settlement reference
Cheque	Bank clearance confirmation; individual cheque numbers are already on the payment
Slip	Bank deposit slip number
eWallet	Provider's remittance reference number

Step 4 — Submit

The system creates a Payment Settlement Bill linking all selected payments. For each payment:

• paymentSettled is set to true
• paymentSettlementBill points to the new settlement bill
• currentHolder is set to null

These payments no longer appear in any cashier's handover or "Pending Settlement" view.

The Cash Book is NOT updated by Settlement. The payment was already recorded in the cash book at first handover. Settlement is a status transition, not a financial movement.

Step 5 — Print the Settlement Bill

Immediately after submitting, the page switches to a print preview showing the newly created Payment Settlement Bill:

• Institution, department, bill number, date, settled-by user, reference number, and any comments
• A table of every payment included in the settlement (method, originating bill, reference, bank, amount)
• The total settled amount
• Two signature lines: Settled By and Verified By

Two buttons are available at the top of the preview:

• Print — opens the browser's print dialog with only the bill preview region
• Prepare New Settlement — returns to the form to start another settlement

When you leave the page and come back later, the print preview is not shown again — the page always opens in form mode, ready for a new settlement.

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What Settlement is Not

Settlement is…	Settlement is NOT…
A status change marking that the bank/processor has confirmed the payment	A cash deposit (use Bank Deposit for cash)
Available only after the payment has been through first handover	Available for cash payments — they are settled via denomination handover + Bank Deposit
Reversible by cancelling the Payment Settlement Bill	A way to record bounced cheques or chargebacks — those go through a separate reconciliation process

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Cancelling a Settlement

If a settlement was created in error (wrong items selected, wrong batch), it can be cancelled. Cancellation reverses the three field updates:

• paymentSettled returns to false
• paymentSettlementBill is cleared
• currentHolder is restored to the user who held the payment at the time of settlement

The payment re-enters the holder's pending list and will appear in their next handover.

Bounced cheques and chargebacks are different. If a cheque clears and is settled, then later bounces, that is a real financial discrepancy and is handled through the planned reconciliation process — not by cancelling the settlement.

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Required Privilege

To use Settle Non-Cash, a user must have the Settle Non-Cash Payments privilege assigned under the Cash Transaction category.

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Glossary

Term	Meaning
Bank Deposit	Cash physically deposited at the bank (existing workflow)
Settlement	Non-cash payment confirmed by bank or processor (this workflow)
Pending Settlement	A non-cash payment currently held by a user that has not yet been settled
Holder / currentHolder	The user currently responsible for the physical document

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