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novice_1221
Level 1

Recording Credit Card Payouts

I just switched credit card processors.  The new company ends their payout period at 6pm, but we have transactions until 9pm - so my payouts look like this:

Transactions: Tuesday 6pm - Wednesday 6pm => Deposit Thursday

Transactions: Wednesday 6pm - Thursday 6pm => Deposit Friday

Transactions: Thursday 6pm - Sunday 6pm => Deposit Tuesday

How am I supposed to record this in Quickbooks? Especially on the weekends when they are lumped together.

I have previously recorded my deposits separated by day, which ideally I would get to keep doing.

I really don't want to have to calculate what sales were done between 6pm and when we close and then assign them some where different than the payout. I don't really even know how I would go about doing that.

I've already spoken to the credit card processor and they said there isn't an option to change the cutoff time, and switching payment processors isn't an option either.

I'm a novice at accounting and quickbooks online, so I'm hoping there's someone who has an easy solution.

6 Comments 6
BigRedConsulting
Community Champion

Recording Credit Card Payouts

RE: How am I supposed to record this in Quickbooks? 

 

1. Record each sale as an individual sale. Probably as a Sales Receipt.

2. Deposit the receipts in batches mirroring the processor's batches. 

 

novice_1221
Level 1

Recording Credit Card Payouts

I have 400+ sales receipts for each day.  I would need to hire someone just to enter those and then to match them up each day.  So not a very feasible option in my case. 

novice_1221
Level 1

Recording Credit Card Payouts

I have 400+ sales receipts a day.  I would have to hire someone just to enter those...let alone match each one up to a deposit...

BigRedConsulting
Community Champion

Recording Credit Card Payouts

If you don't enter your sales in QuickBooks, then I don't see the issue.

 

In that case, just record deposits that match up to whatever the merchant deposits into your bank account and call it income.

 

Is that problematic for some reason?

 

RE:  I really don't want to have to calculate what sales were done between 6pm and when we close and then assign them some where different than the payout.

 

Why would you need to do that?

novice_1221
Level 1

Recording Credit Card Payouts

I guess that's part of my question. Is that a problem? I've always just entered the income that was earned in a day, together as one journal entry for that day. So it feels sloppy to record deposits that include part of one day and part of another.  So I'm wondering if that's a problem or if it just feels wrong because it isn't what I typically do. 

Rainflurry
Level 15

Recording Credit Card Payouts

@novice_1221 

 

Sorry to jump in here but thought I might be able to add something.  I previously owned a business that had the exact same issue.  The way I handled it was to enter the daily sales just as you do, with a journal entry (imported from the POS), and then only change the sales/deposits on the last day of the month to reconcile the bank statement.  I also reconciled the merchant fees as one lump sum at month-end even though they were taken out prior to the individual payouts.  It makes your head swim for a month or two (more in my case) but after that, it will become second nature. 

 

The only caveat is December.  You will need to enter the difference between the sales and payouts as an entry to A/R since you want the sales to be recorded in one tax year and the payout deposit to be recorded in the next tax year.  

 

    

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