Reconcile a gateway payout
A payment processor pays a lump into your bank covering many payments at once. Reconciling it confirms the money you expected arrived, and explains the gap between gross sales and what landed.
Needs organisation-admin access.
Expect it not to match
A payout will not equal any day's sales, and that is not a fault. It is net of fees, it covers the processor's period rather than yours, refunds come off it, and payments near the cut-off fall on whichever side the processor decided.
The job is not making the totals equal. It is explaining the difference.
Steps
- Open the payout.
- Check the amount against what reached the bank.
- Work through the lines — payments, refunds, fees, adjustments.
- Match the payments against the orders that produced them.
- Account for the remainder: fees and timing.
- Resolve.
The lines are the point
A single net figure cannot be reconciled against anything. The lines can: each payment matches an order, each refund matches a return, and what is left is fees.
If a line matches nothing on your side, that is the thing worth chasing — it is exactly what gets lost when a payout is accepted as a lump.
What a genuine problem looks like
A payment you have no order for. Possibly a duplicate charge, possibly an order that never reached Yessort.
An order you were paid for that shows unpaid. Usually a gateway mapping gap — see set up payment methods.
A chargeback or reversal you did not know about. This is the one that most justifies doing this at all: unreconciled, it looks exactly like an ordinary fee.
Do it regularly
Little and often. A month of unreconciled payouts is far harder than the same work done weekly, because the timing differences overlap and stop being separable.
Not a reconciliation exception
A payout reconciles money against payments — did what the processor said it sent arrive.
A reconciliation exception compares Yessort's records against the provider's — do the two systems agree about what was posted.
Different questions, different screens, different fixes.