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Shopify Payout Reconciliation in Webgility Desktop
Shopify Payout Reconciliation in Webgility Desktop

Learn how to set up and use Shopify Payout Reconciliation.

Mudasir Z Mir avatar
Written by Mudasir Z Mir
Updated over a week ago

Shopify Payout Reconciliation in Webgility Desktop

Shopify Payouts:

The Shopify Payouts Reconciliation feature allows Webgility Desktop users to simplify the Shopify Payout reconciliation process.

You can post your Shopify orders as Unpaid Invoices.

When the payout is downloaded, a deposit for the total is placed. The orders that appear as paid in the payout will also be marked as paid in QuickBooks. This allows you to find outstanding orders which have not yet received a payment from Shopify.

To use this feature, you must meet the following requirements:

  • Be a user of QuickBooks Pro, Premier, or Enterprise

  • Have payment processor fees and payout adjustments configured

  • Ensure that orders posted into QuickBooks are marked as paid invoices

  • Confirm the option Do not download refund is not selected.

  • Ensure the option to post refund settings is set up correctly.

  • Ensure record shipping and discount options are set.

Set-Up Instructions

1). Make sure both the payment processor fees and payout adjustments are fully configured. This allows you to download and post your Shopify Payouts.

2). Make sure to record Shopify payment processor fees as a Check. You should use the same account you deposit payments into so it can make the invoice paid.

In the example below, under the Check details, the account is Shopify Clearing and the Check Date is the Payout Date.

Inside the Download Payout setup, download the Shopify payout and record it as a Check/deposit. Use the same account that is used in depositing payments, to make the invoice paid.

In the below example under the Check/deposit details, the Account is Shopify Clearing and the Check date is the Payout Date. Use an Expense for the type of account in QuickBooks to record the fees.

3). Shopify Payouts data includes all of the fees, revenue and transactions related to orders. But there are a few fees and expenses, such as subscription fees, that are at the account level. Webgility also handles these fees.

4). If fees have a positive amount, Webgility will create the expense transaction as these fees are an expense to the business. If fees have a negative amount, Webgility will treat it as income and will create a bill credit/deposit.

5). Navigate to the Orders configuration section. Make sure the transaction type is set to Invoice, then click Setup. Select Create Payment when posting payouts with payment data as payout date and select Credit Memo. Then click Save & Continue.

6). Choose the correct option for each of the required fields. Then click Save to close the screen. Make sure to select Mark Invoice as Paid and that it selects from the same account that you pay expenses and fees.

7). Under Credit Memo settings, be sure to select Create refund payment when Payout is posted with the payment date as Payout Date.

8). Once you set up the Shopify payout setup, you will be able to navigate to Orders> Shopify> Payouts and see the Payouts.

9). There is one more option that needs to be enabled under Store Settings. In the instance that an item is damaged or unsellable you only pay a refund to the customer.

Navigate to Integration> Store> Settings and enable the option Get refund and record in.

10). Now that you have set up Shopify payout, you will be able to access it by navigating to Orders> Shopify> Payouts.

11). When you click on the Shopify Payout page, it will show you all downloaded payouts. If you don't see any, you can still download them.

12). If you want to download payouts, you can either download by Date Range or by Payout ID. To find the Payout ID, open that payout in Shopify and copy the ID from the URL.

13). To see details of the payout, you will need to click on the details view icon in that particular row.

14). In the details view, you can see how many charges, refunds, and fees are available under that payout in Shopify, Webgility, and your accounting system. If there are any mismatches, it will show in red. You can resolve them by clicking Resolve Mismatch. Once clicked, Webgility will allow you to download missing and partially downloaded orders and refunds.

15). Once you resolve any conflicts and download missing data, Webgility will show all amounts in black. This means that payouts are ready to post. You can post by selecting the payout and clicking Post to QuickBooks. Once that pop-up is opened, it will check all missing and conflicting data, download missing data, resolve any conflicts, and post transactions in payouts.

16). Payouts will then move to Posted and you can mark them as settled.

17). Now that this feature is set up, you can post your orders as you normally would. When you download payouts and post them to QuickBooks, all orders that are paid on the payout deposit will show as paid on the invoice, and the deposit will show in the account register. The total should match what the Shopify payout deposited into the bank account.

Archive all Settled Payout

1). To archive settled payouts you will need to click on the archive icon for that particular payout row. Once you click on it, the payout will move to the archive. If you want to see archived payouts you need to click on the View Repository.

2). Once you open the repository it will open all of your archived payouts. If you don't have any archived payouts, then this will not be visible to you. You can also unarchive your archived payouts from this page by clicking Move to Payouts.

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