Overview

When managing ecommerce transactions, ensuring accurate payout reports is crucial for financial reconciliation. Users may encounter discrepancies between Shopify payouts and PayHelm reports, such as orders appearing in PayHelm that are not included in Shopify's payout. This can impact financial reporting and operational accuracy.

This article addresses how to resolve such discrepancies using PayHelm's filtering and reporting capabilities. By understanding the root causes and applying the correct filters, users can ensure that their payout reports accurately reflect Shopify's data.

Common Payout Discrepancy Issues

Orders Included in PayHelm but Not in Shopify

• Symptom: Orders appear in PayHelm's payout report but are missing from Shopify's payout.
• Possible Causes:
- Incorrect filter settings in PayHelm - Orders processed through different payment methods - Data synchronization issues between Shopify and PayHelm

Example Scenario

A user sets filters for a payout expected on 8/5, covering dates from 8/31 to 8/3, with specific time and payment method filters. Despite these settings, two orders (546062 and 546030) appear in PayHelm but not in Shopify's payout.

Solution: Using PayHelm's Filtering Features

What is PayHelm's Filtering Feature?

PayHelm allows users to apply specific filters to their transaction data, ensuring that reports match expected payout criteria. This feature helps identify discrepancies by narrowing down the data to match Shopify's payout conditions.

Accessing PayHelm's Filtering Feature

1. Navigate to the PayHelm Dashboard.
2. Select the 'Reports' section to access transaction data.
3. Apply Filters:
- Set the date range to match the expected payout period. - Choose the correct processing and payment methods (e.g., Shopify Payments, Visa, MasterCard). - Verify time filters to ensure they cover the intended transaction period.

Understanding the Filtered Results

• Verify Orders: Check that the filtered report only includes orders processed through Shopify Payments.
• Cross-Reference: Compare the filtered PayHelm report with Shopify's payout to ensure consistency.
• Identify Discrepancies: Note any orders that appear in PayHelm but not in Shopify, and investigate further.

Use Cases for Accurate Payout Reporting

Financial Reconciliation

Ensures that financial records match between PayHelm and Shopify, aiding in accurate bookkeeping.

Accounting and Bookkeeping

Provides accountants with precise data for financial statements and tax reporting.

Business Intelligence

Helps business analysts identify trends and discrepancies in payment processing for strategic decision-making.

Troubleshooting Payout Discrepancy Issues

If You Still See Discrepancies

1. Double-Check Filters: Ensure all filters are correctly set to match Shopify's payout criteria.
2. Review Payment Methods: Confirm that only the intended payment methods are included.
3. Sync Data: Ensure data synchronization between Shopify and PayHelm is up-to-date.

When to Contact Support

• Persistent Discrepancies: If issues persist after verifying filters and settings.
• Provide Details: Include order numbers and filter settings when contacting support.
• Resolution Timeframe: Expect a response within 24-48 hours for complex issues.

Alternative Solutions

• Manual Cross-Verification: Manually compare Shopify and PayHelm reports for discrepancies.
• Custom Reports: Use custom report features to tailor data views to specific needs.

Best Practices

Regular Monitoring

Regularly review payout reports to catch discrepancies early.

Documentation

Keep detailed records of filter settings and payout criteria for future reference.

Data Synchronization

Ensure regular synchronization between Shopify and PayHelm to maintain data accuracy.