Matching shopify payouts that contain sales and refunds in QB

Hello Lyla, Thanks for getting in touch with the Community about how to record the refund and changes to invoice payments from Shopify. It may be a case of excluding the ones you can't match as long as the refund is created and the credit note is added so that the bank balance is correct in QuickBooks. Would you be able to attach a screenshot of the transactions that have been uploaded from Shopify so we can take a look?

Sure. So in the first screen shot you will see that the highlighted order pertains to the original order the customer made. The 6 open invoices were matched easily againist the first Shopify payout, 

However, in the 2nd screenshot, you will see that the money received on 18th of August contained various new sales and a refund of £61.99 because the highlighted customer from screen shot 1 decided she didn't want the product. 

My question is, can i keep her original payment matched against the first payout, and what do I create to create a match of a refund against the 18th of August payout? 

Many thanks

Hi, Laura.

Thank you for providing the screenshots. This helps me to have a visual overview of your concerns.

Yes. You'll have to keep the original payment since it's the basis to match it with the refund. Here's how to match the transactions:

1. Click Banking.
2. In the For Review tab, select the refund transaction.
3. Click on Find Match.
4. On the Match transactions page, select the transaction which the refund was for.
5. Click on Save.

When you're register is ready to be reconciled, you can check this reference: Reconcile an account.

 Let me know if there's anything that I can help. Have a good one!

This reply does not work at all. You cannot match payouts that contain both refunds and payments. 3 refunds coupled together will match, 3 payments coupled together will also match, but I've yet to see a way of matching 2 payments along with 1 refund and it's an absolute nightmare. 

Hello Ryan there is no way to do this, you have to do a customer refund with the expense to creditors and then the credit and link together then only you can match all the transactions out of the bank as on the find match option it will only give you for either money in or out not both. 

Seems like a massive flaw. 

Hi @Ashleigh1 , 

I am in the same position as the original poster and Ryan.

I cannot work out what your response means as I am not from an accounting background. Would you mind explaining it in layman's terms? 

I have two payouts that I cannot 'find match' as the correct transactions are not shown.

The first payout shows no results when clicking 'find match', the second payout does not show the relevant results but, annoyingly, does show the result I need to match against the first payout. 

Also, I tried to follow the instructions from @Adrian_A  but cannot see any 'refund transition' listed in Quickbooks.

I hope you can help.  

My payout includes two transactions, one payment and one refund from Shopify. Quickbooks won't let me match any of the required transaction but does list irrelevant ones. 

I'll answer your concerns about QuickBooks not finding a match on the Banking page, SteveGreen.

There are cases where some of the transactions won't find their match from existing records. Here are the possible reasons why.

• The payees don’t match
• The amounts don't match
• The dates don't match or aren't close
• The transaction is older than 6 months
• The bank account on the payment is not the same as the bank where the match is located
• The payment has been reconciled
• The transaction is already matched to something else
• There’s a multi-currency issue with the exchange rates.

I'd suggest contacting our Live Support Team. One of our agents can pull up your account and screen share to demonstrate the steps about finding the match.  

Here's how to reach support: 

1. Log in to your QBO company.
2. Go to Help (?).
3. Enter the topic you require assistance with within QB Assistant. In addition, you can ask questions.
4. Click Contact Us to speak with a live customer service representative.
5. Select a method of communication with us: (Start a chat, Call us).

I've got some articles here to help you manage and categorise bank transactions.

• Categorise and match online bank transactions in QuickBooks Online 
• Reconcile an account in QuickBooks Online

You can always get back to us here on the Community page if you have any other questions. I'm more than happy to help. Have a good day!

Hello friend, we have the same problem, have you found any way to solve it?

It's my pleasure to welcome you to the Community thread, abdequipmeny. I'll share information about matching transactions in QuickBooks Online. 

QuickBooks automatically downloads the most recent transactions from your bank and credit accounts and matches them to the transactions you've already recorded.

In some circumstances, transactions won't match up with existing records because the payees, amounts, and dates don't match; the transactions are older than six months; the bank account on the payment is different from the bank where the match is located; the payment has already been reconciled; or there are multi-currency issues within the system.

Because QuickBooks can not match mixed payment transactions, you must exclude them. Then, make receive payment for them. After that, reconcile them in QuickBooks Online.

I've included the following articles that will help you manage transactions in QuickBooks Online moving forward:

• Categorise and match online bank transactions in QuickBooks Online
• Void or delete transactions in QuickBooks Online
• Undo or remove transactions from reconciliations in QuickBooks Online

The Community is always here if you have further questions about matching your transactions in QuickBooks Online. Have a successful year with QuickBooks!

I don't think any of the responses here reach a conclusion for OP.

I have this same issue too. Basically the quickbooks payout acts as an account in itself. I think this is the solution... create a new "bank account" called Shopify. 

Have all of the transactions added to this account and then match your sales and refunds to these individual events. You can then classify the payout as a transfer.

Its just a shame that Quickbooks interface is so; look cool, operate like s**t. Making a new "bank" account is unreasonably difficult.