Record orders paid outside your processor

When an ecommerce order is paid outside a connected processor (cash, e-transfer, cheque) TALISK_HQ still recognizes the sale automatically as it syncs (revenue and tax, into an undeposited-funds holding account). What's left is linking each sale to the bank deposit that actually arrived.

1. Go to Ecommerce › Externally Paid (the tab right after Payouts).
2. In the Awaiting deposit list, click Match on an order (or Run Matching to auto-pair what it can). To find one order among many, use the search box at the top of the tab: it takes a customer name, an order number, a date or an amount, and it filters the Awaiting deposit list and the Matched list below it at the same time. Each order shows its customer's name and company, so you can search by either. Run Matching only pairs an order with a deposit of exactly the same amount. When several orders or deposits share that amount, it pairs only the one deposit whose description names the customer or their company, and lists the rest for you. A company whose name is a single word (such as "Tremblay Inc.") only counts when the order carries no person's name. A name counts with or without its accents ("COTE" names Côté), and bank wording such as "MOBILE DEPOSIT" never counts as anyone's name.
3. In Match to bank deposits, tick the deposit(s) that covered it and Confirm settlement. One deposit can cover several orders. When a deposit is a few cents or dollars off, Match, book the difference (or Close this order, short) settles the order, marks it Matched, and puts the difference in Cash Over/Short, an account for small payment differences. It is offered only for a small gap: up to $10, or 1% of the amount when that is more. A larger gap means the wrong deposit or orders are picked. A deposit from before your books' start date can't settle an order: its money is already in your opening balances, so TALISK_HQ refuses it and never pairs the two on its own.

A deposit you categorized on Ledger › Banking before settling it is counted once. The settlement records the money arriving, so the entry behind the deposit's category is removed when it settles, and Unmatch puts it back. The line keeps the category you picked.

More than one store

If your business has more than one storefront connected, the store selector at the right of the Ecommerce tab bar narrows this screen to one store: the totals at the top, the orders waiting to be matched, the matched orders and the refunds waiting for you are all that store's. A deposit can pay orders from more than one store, so a link from Ledger › Banking to the orders one deposit settled always shows every one of them, whichever store is picked.

What's behind a matched order

Orders that have been paid move to the Matched list. Click the Matched pill on a row to open the bank deposit on Ledger › Banking. If an order was paid by more than one deposit, each deposit in the Deposit column opens its own bank line.

Click anywhere else on the row to expand it. Under In your books you'll see:

• Sale: how the order was booked (product, shipping, gift card and each tax) and View sale entry. TALISK_HQ books all of a day's externally-paid orders in one entry, so when there were several that day the entry's totals are larger than this order, and the row says so.
• Settled by: each deposit's date, bank account, description and amount, how many days after the order it arrived, whether it was matched automatically or by hand, Open bank line and View settlement entry. If a deposit was a little more or less than the orders it paid, the difference booked to Cash Over/Short is shown.
• Refunds: any refund recorded against the order, and whether it has been posted. One that is still waiting for you has the same Approve and Not owed controls as the list at the top of the tab (see below).

The order's customer, payment method, items and tax follow underneath, with a link to the order in your store.

Going the other way, a bank line that paid one of these orders shows a Matched pill on Ledger › Banking. Click it (or Open the order in the line's details) to jump straight to that order here, whatever period this page was on. Show all orders takes you back to the full list.

Orders that need a processor connected, or that TALISK_HQ can't place, are listed under Needs a payout integration and Needs review. Once you connect that processor in Ledger, Setup (PayPal or Stripe), its orders stop showing there and count as already booked through its payouts instead. Recognition is CAD-only; foreign orders are handled separately.

When you refund one of these orders

If you refund an order TALISK_HQ already recorded as a sale, the sale and the tax you collected on it need to come back out of your books. When TALISK_HQ can work out how much of the refund was sales tax, it reverses the sale on its own. WooCommerce refunds are included, even though WooCommerce doesn't tell us how the refund was split between the goods and the tax: TALISK_HQ works the split out from what the original sale collected.

Occasionally it can't work the tax out at all, or it can't post the reversal. Those refunds wait for you at the top of Ecommerce › Externally Paid, under Refunds waiting for you, whatever period the page is showing. Each one shows the order, the customer, how much was refunded, and what the original sale collected and charged in sales tax, so you have the figures in front of you.

1. In Sales tax that went back, type the GST/HST, PST and QST that went back to the customer with the refund, together. Type 0 if none did. The box starts empty because TALISK_HQ doesn't know the figure; it can't be more than the amount refunded.
2. Press Approve. TALISK_HQ shows you the order, the amount and the tax, and posts the reversal when you confirm.
3. If no reversal is due, press Not owed instead. Nothing is posted, the sale stays in your books as it is, and TALISK_HQ won't offer that refund again.

Approving reverses the revenue and the tax, and leaves the money owed back sitting in the same undeposited-funds account the sale went through, so the refund payment matches against it like any other bank line. If your books are locked through today, TALISK_HQ won't post the reversal and tells you so; the refund keeps waiting.

Do it before you file the sales-tax period those orders fall in. If you don't, you'll pay the tax office tax you already handed back to the customer. Your books' health check lists refunded orders that haven't been reversed yet. One it sends you to the journal for is a refund TALISK_HQ hasn't picked up: post a correcting entry there that reverses the revenue and the sales tax it gave back.