Shopify payouts matching bank transfers

pial · ‎July 14, 2022

I use Shopify as my sales outlet. Originally, I was using an app to automatically transfer the sales receipts into QBO. They would go into undeposited funds and then I would "deposit" them when the Shopify payouts come through. This way, I can account for the Shopify fees and everything seems to match up perfectly.

Recently (in the last 4 months), I had to stop using that app as the monthly fee kept increasing, and started using another app Shopify Connector by Intuit. Since I had to map the specs myself, I opted for the sales receipts to be deposited into the bank automatically. I realized that this means that they are marked as paid when they come through. So now, I cannot match the payouts with the bank ledger.

3 questions:

1- How do i account for the Shopify fees in the payouts from the last couple months

2- How do I ignore those Shopify transfers that came into the bank ledger, and how should I reconcile?

3- I am feeling that doing the undeposited funds is a better option? What do you think?

ZackE · ‎July 14, 2022

Thanks for getting in touch with the Community, pial.

To properly identify how you should account for fees in your books, I'd recommend working with an accounting professional. If you're in need of one, there's an awesome tool on our website called Find an ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

You can ignore transactions by excluding them in the Banking menu.

Here's how:

In your left navigation bar, go to Banking.
Access the Banking tab if necessary.
Tick the checkboxes to indicate which transactions you want to exclude.
Select Exclude.

When it comes to reconciling accounts, the first thing you'll want to do is review their opening balances:

Use your Settings (⚙️) icon and choose Reconcile.
If you're reconciling for the first time, click Get started. Otherwise, from your Account ▼ drop-down list, pick an account you're working with.
Review its beginning balance and compare it with what you see in the account's official statement. If they don't match, you can review our Fix issues when you reconcile an account article for detailed steps on how to get everything matching.
Enter its Ending balance and Ending date. This information can be found on your account's statement. Sometimes it's referred to as the "new balance".
When you're prepared to reconcile, select Start reconciling and follow the steps in our Reconcile an account article.

As for your Undeposited Funds account, QuickBooks uses it to hold invoice payments you've received before they're deposited into a bank account. If you're not currently using it and are curious if you should, I'd recommend working with an accountant directly. They'll be able to help you identify the best process for your business.

I've also included a detailed resource about working with the Undeposited Funds account which may come in handy moving forward: Using Undeposited Funds

Please don't hesitate to send a reply if there's any additional questions. Have a lovely day!

Fiat Lux - ASIA · ‎July 14, 2022

@pial wrote:
I was using an app to automatically transfer the sales receipts into QBO. Recently (in the last 4 months), I had to stop using that app as the monthly fee kept increasing,

@pial

Which 3rd party app did you use?

pial · ‎July 20, 2022

Thank you for your reply. When I will do the reconciliation of the bank accounts, the payouts will not match in QBP since I did not do those since the sales were marked as paid right away. So, any insight on how should I go about doing the reconciliation when the payout numbers won't match?