Adding a Payout is a crucial process as this helps the client to know how much payment is received from the contact. Each payout statement contains multiple payout statement line item. Reconcile rules are defined by Eshopbox to reconcile payout statement line items. If a payout statement line item satisfies any defined reconcile rule, it is matched to a receivable, payable, claim, tax, promotion, etc and saved in the Eshopbox app.

On the other hand, payout statement line items that do not satisfy any reconcile rule are saved in Eshopbox App. These payout statement line items are not reconciled and known as suspense transaction.

In this article, you know how to view and reconcile suspense items.

Before you start

• You should have added a payout statement.

How it works

View suspense transaction

When you add a payout, it starts the reconciliation process. You can view the status of each payout statement line item in the Eshopbox app. A payout statement line item can any one of the following status:

• Reconciled: Mapping for this payout statement line item is available in the Eshopbox app. Anyone of the following action will be taken:

  • Receive payment against a receivable

  • Create a payable

  • Adjust an existing payable

  • Issue a refund against a receivable

• Suspense: These are those payout statement line items for which the Eshopbox app could not identify the action because of some missing fields. Also, there is no mapping is available in the system for this payout statement line item. You can according to your business take action to reconcile these suspense transactions. Following table provide the cases that are possible because of this a payout statement line item is a suspense transaction and way to resolve that:

Troubleshooting

Follow the below-mentioned step to view any payout statement line item:

• Go to Payments > Payout > Transactions

• You will be directed to suspense listing page where you can view and reconcile suspense transactions.

Statement page reference Shopify:

Open

Match suspense transaction

Following are the ways in which you can match suspense transaction:

• Go to Payments > Payout > Transaction

• You will be able to view the list of all the suspense transactions. Following is the information that will be available for the different cases

  • Order ID, Order Item Id, and ESIN are available: Order Id, order Item Id, and ESIN are available then the following information will be shown:

    • Portal: Portal to which this payout statement line item belongs

    • Order Id: Order id against which payment is received or charged

    • Order item id: Order item id against which payment is received or charged

    • ESIN: ESIN of product

    • Suspense Amount: Amount received

    • More details: Key field value from payout statement

    • Take action to Reconcile: You will be able to multi-select suspense transactions and take action.

      • Action: You can take multiple actions on a single suspense transaction. You can record a payment:

        • For a payable: Allocate amount to payable. Provide a negative amount for recording a reversal of payment.

          • The checkbox will be auto-selected by default to reconcile the payment against the payable. This will be a dropdown containing fee name against which you can reconcile this payable.

          • If you unselect the checkbox, you need to provide the name of payable with which you want to reconcile this payable.

        • For a receivable: Allocate amount to receivable. Provide a negative amount for recording a refund.

      • +Add new Action: You can add multiple actions for a single suspense transaction.

      • Remaining suspense amount: You will be able to see the suspense amount remaining to be reconciled. As you allocate the amount to payable or receivable this amount will keep on changing. Ideally, this amount should be zero. If there is any value left more than zero, then a new suspense transaction will be created for the remaining amount.

      • Net amount will also be provided. You can see what was the original amount of the transaction.

      • Ignore reconciliation: Option to ignore suspense transactions for reconciliation will also be available. If a suspense transaction is ignored it will be tagged. When required, you can reconcile this suspense transaction again.

  • Order Id and ESIN are missing: This covers cases when order id, order item id, and ESIN are missing and either payment is received or payment is deducted. The following information will be available for each suspense transaction:

    • Portal: Portal to which this payout statement line item belongs

    • Suspense Amount: Amount charged/received/refunded/claimed

    • More details: Key field value from payout statement

    • Take action to Reconcile: You will be able to multi-select suspense transactions and take action. You need to provide the following information to reconcile suspense transaction:

      • Order Id: Order id against which payment is received or charged

      • Order item id: Order item id against which payment is received or charged

      • ESIN: ESIN of product

      • Action: You can take multiple actions on a single suspense transaction. You can record a payment:

        • For a payable: Allocate amount to payable. Provide a negative amount for recording a reversal of payment.

          • The checkbox will be auto-selected by default to reconcile the payment against the payable. This will be a dropdown containing fee name against which you can reconcile this payable.

          • If you unselect the checkbox, you need to provide the name of payable with which you want to reconcile this payable.

        • For a receivable: Allocate amount to receivable. Provide a negative amount for recording a refund.

      • +Add new Action: You can add multiple actions for a single suspense transaction.

      • Remaining suspense amount: You will be able to see the suspense amount remaining to be reconciled. As you allocate the amount to payable or receivable this amount will keep on changing. Ideally, this amount should be zero. If there is any value left more than zero, then a new suspense transaction will be created for the remaining amount.

      • Net amount will also be provided. You can see what was the original amount of the transaction.

      • Ignore reconciliation: Option to ignore a suspense transaction for reconciliation will also be available. If a suspense transaction is ignored it will be tagged. When required, you can reconcile this suspense transaction again.

Once the action is selected and information is provided. This suspense transaction will be reconciled according to the values provided.

Reference for reconciling suspense transactions:

Open

Open

Listing screen (multi select option should be available)

The transaction will be a different section under payments.

Open

Undo Reconciliation for suspense transaction:

Option to undo reconciliation will be available for you. This will be available for all transactions which are reconciled by you or are under suspense.

When you will click on undo transaction available under action button, you will be directed to reconcile the suspense transaction screen.

• There you will be able to see actions performed by you on this transaction.

• You can add new actions and delete actions that are not required.

• Edit action like change allocated amount, change fee, or payable.