Checking your first order and payout

A sheet for the bookkeeper: after the first live run, compare one booked order and, on a paid plan, the first payout with QuickBooks. Print this page (it prints without the site’s menus) and fill it in.

First look up one setting, Settings, Payments, Card fees on the invoice:

On (“Take the card fee off each invoice”, the default): each invoice has a minus line for the card fee, so the invoice and its payment equal what the customer paid less the fee.
Off: the invoice equals what the customer paid, and each sale’s card fee is a minus line on the payout’s deposit instead.

One booked order

Pick an order from Today, “Booked today”. Open its invoice in QuickBooks.

Check	Store	QuickBooks	Agrees?
Order number, and where it shows (invoice number, or P.O. No.)
Customer
Each product line and amount
Shipping line and amount
Sales tax item and amount
Card fee minus line (setting on)
Invoice total: paid, or paid less the card fee (setting on)
Payments applied to the invoice add up to its total (one payment, unless the invoice was already partly paid by hand)
Payment account (Undeposited Funds, or the gateway’s own account)
Payment method, and reference (the order number)

If anything differs, open the order on the Queue screen: its log says what was looked up and written. When an order doesn’t match explains the stops.

The first payout (paid plans)

Pick the payout on Today, “Payouts against the bank”. The three dates can differ by a day or more; the amounts must agree.

Check	Value	Agrees?
Gateway payout: ID, date and net amount
QuickBooks deposit: date, account and total (its memo holds the payout ID)
Bank statement: posting date and amount
Payments on the deposit: one per sale in the payout
Card fee minus lines on the deposit (setting off)
Refunds in the payout: minus lines on the deposit
Nothing from this payout still waiting in Undeposited Funds

The gateway’s net amount, the deposit total and the bank line should be the same to the cent. Payments, payouts and deposits describes how each line gets there.

Checked by: ____________________ Date: ____________