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Reconcile Shopify payouts

5 min readBusiness

Use the Shopify Payouts workflow to match one payout to the correct bank transaction, review the posting preview, and then approve the export. The preview is built from the payout’s actual balance transactions and the order details behind them, so you can confirm the accounting source before anything posts.

Before you start

  • You must be signed in to a business workspace.
  • Your workspace must have access to Reconciliation, Shopify Payouts, and the required Shopify and ERPNext connections for that workflow.
  • To post, you must have an editor role in the workspace.
  • If Shopify or ERPNext is unavailable, you can still see the issue, but you cannot complete the posting until the connection is available again.
  • If your workspace is not entitled to the workflow, the page will not let you use it.

What this workflow uses as the source of record

A Shopify payout reconciliation starts with the payout itself, then ties that payout to one bank transaction in the selected currency. The preview is built from the payout’s balance transactions, and the order-level details behind those transactions determine how charges, refunds, fees, and discounts are represented in the posting.

  • Charge lines come from the payout’s charge balance transactions and use the related order details to build the posting.
  • Refund lines come from the order’s refund details and, when available, the related fulfillment or return data used for disposal handling.
  • Fee lines stay attached to the payout transaction they belong to.
  • Discounts are kept separate from product sales instead of being blended into gross sales.
  • The selected bank transaction must match the payout net amount and currency; otherwise the preview is blocked.
  • If a value is unavailable or does not verify, the workflow does not guess and does not fill in a zero as a substitute.

Open the Shopify payout workflow

  1. Open Reconciliation.
  2. Select Shopify Payouts.Shopify Payouts
  3. If the list is still loading or looks empty, select Refresh to reload the payout list.Refresh

Choose the payout and the bank transaction

  1. In Payout or invoice, choose the Shopify payout you want to reconcile.Payout or invoice
  2. In Find a bank transaction, search by description or counterparty.Find a bank transaction
  3. Select the Bank transaction that matches the payout amount and currency.Bank transaction

The selected bank line is the current match for this payout. If the amount or currency does not match, the app stops before previewing the post.

Review the posting preview

  1. Select Review preview.Review preview
  2. Review the preview totals and the line-level breakdown before posting.
  3. If the preview does not reconcile, stop and choose another bank transaction or fix the missing data before trying again.

The preview is the exact posting plan for the chosen payout and bank transaction. It shows the accounting entries that would be created if you approve the post, and it should reconcile to the bank line before you continue.

  • If the preview is stale, the app rebuilds it at export time instead of posting the old version.
  • If the preview is missing required routing, the app will not create a misleading posting.
  • If the preview does not reconcile, nothing is posted.

Approve and post the payout

  1. When the preview looks correct, select Approve and post.Approve and post
  2. If the original request is still queued, use Check original posting status or Resume original request instead of starting over.Check original posting statusResume original request
  3. If you need to switch to a different bank transaction, choose another bank transaction and build a fresh preview first.

Posting creates the accounting export request for that payout and bank transaction. The original request remains available for recovery if the workflow was interrupted before completion.

If something goes wrong

  • Preview blocked: the payout and bank transaction do not match, the workflow is missing required routing, or the connected source is unavailable.
  • Post failed: the app keeps the original request available so you can resume it instead of starting a new one.
  • Original request still queued: use Check original posting status or Resume original request.
  • Stale preview: create a fresh preview from the current bank line before posting.
  • Connection unavailable: wait for the connection to return, then rebuild the preview or resume the original request if it is still valid.

Do not switch to a different payout or bank line unless you are sure the original one was wrong. The recovery actions are designed to continue the same request when the outcome is still uncertain.

Missing Shopify payout COGS needs separate review

  1. If an exported payout is missing its related cost-of-goods-sold entries, contact support with the payout reference and existing posting result.
  2. Keep the original export reference available while the missing stock-entry work is reviewed. A new payout posting is not a substitute for that review.

The Reconciliation screen does not expose a Backfill COGS control. Missing stock-entry work is separate from the original payout export and must be reviewed without creating another payout posting.

Updated

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