Record payment books the money that Shopify or PayPal paid out to the bank account. It is meant for a band that does not import bank statements. A payout settles the orders that were imported with Import orders from Shopify.
Open Record payment
- Open Merchandise from the side menu.
- Select Record payment under Sales by product.
The button is shown when Shopify is connected. It is for a Financial admin or Admin in a band, and needs Finance & accounting and Integrations (incl. Bandsintown, TomTom, Resend) (Band Gold). The dialog says: Manually record Shopify or PayPal deposits directly on the primary bank account. Use this when you do not import bank statements. A payment is booked on the Primary checking account. Reading payouts needs an internet connection.
Controls
| Control | What it does |
|---|---|
| Payouts from, Payouts through | The date range of the payouts. It starts at 90 days ago until today. |
| Refresh | Asks Shopify for the payouts in the range. |
| Custom payment | Opens a form for a payment that the list does not cover. See Custom payment. |
| Eye button | Labelled Show dismissed payouts or Hide dismissed payouts. |
Payouts
Each unsettled Shopify payout is a card.
| Element | What it shows or does |
|---|---|
| Heading | Shopify payout with its number, the date, the type and the net amount. The orders in the payout are listed with their net amounts. |
| Adjustments | Amounts in the payout that belong to no order. Categorize each non-order adjustment before recording this payout. Choose an account for each one. |
| Bank payment date | The date of the booking. |
| Record or Record bank withdrawal | Books the payout on the bank account. The first is for a deposit, the second for a withdrawal. Every adjustment needs an account first. |
| Dismiss, Restore | Hides a payout you do not want to book, marked Dismissed, or brings it back. |
Custom payment
Use it when a payout is no longer available from Shopify, or for a PayPal deposit. First choose the Payment provider: Shopify Payments or PayPal.
Shopify Payments
Creates a payout for imported orders. It selects the order contributions that the bank payment included.
| Field | What to enter | Required |
|---|---|---|
| Reference | A reference for the payout. | Yes |
| Payout date | The date of the payout. | Yes |
| Actual payout amount | The amount that reached the bank. | Yes, above zero |
| Order contributions | A checkbox per order, with its net amount. | At least one |
When the amount differs from the selected orders, the form shows Difference to categorize after creation with the amount. Create payout creates it as a payout card, which you then record. Cancel closes the form.
PayPal
Titled Custom PayPal payment. It selects the outstanding PayPal orders in a bank deposit. Any difference is booked as a fee or an adjustment.
| Field | What to enter | Required |
|---|---|---|
| Reference | A reference for the payment. | Yes |
| Bank payment date | The date of the booking. | Yes |
| Actual bank deposit | The amount that reached the bank. | Yes, above zero |
| Outstanding PayPal orders | A checkbox per order, with its gross amount. Orders in another currency than the first selected order are disabled. | At least one |
| PayPal fee or adjustment account | The account for the difference. | Yes, when there is a difference |
A line shows the sum of the selected orders, the deposit and the difference. Select Record payment to book it, or Cancel to close the form.