Payments and bank reconciliation
How Order Invoicer manages invoice payment status and the reconciliation of payouts in Pennylane
Invoice payment status
The payment synchronization mode of the Invoices workflow determines what is reflected on the Pennylane invoice:
- Mark as paid: the invoice is marked as paid as soon as the order is paid in your store.
- Help bank reconciliation: the payment reference is sent (see below) and Pennylane matches the invoice with its transaction, then marks it paid itself. Order Invoicer doesn't mark it paid.
- Don’t sync: nothing is sent.
In every case, only finalized invoices (status "Final") are affected.
Transaction reference
In Help bank reconciliation mode, Order Invoicer fills the transaction reference field of the Pennylane invoice with the transaction identifier of the order's payment:
- Stripe payment (
pi_…,ch_…): Pennylane matches the invoice with the corresponding Stripe transaction. - Other identifier (PayPal, payment provider…): Pennylane matches the invoice with the bank transaction whose label contains this identifier.
Once the invoice is matched, Pennylane marks it paid.
Label matching only works if the identifier appears in the label of the received transaction. A bank transfer entered as a manual payment in your store has no transaction identifier: reconcile it in Pennylane. A Shopify Payments payout groups several orders: use the payout reconciliation below.
Shopify Payments payouts
Order Invoicer syncs Shopify Payments payouts along with their line-by-line detail:
- Sales (gross amount, fees, net)
- Refunds
- Fees and adjustments
- Reserved funds
Syncing payouts requires that you have authorized Shopify Payments access when installing the application.
Automatic reconciliation with Pennylane
Order Invoicer reconciles Shopify Payments payouts with your Pennylane invoices, whatever the payment synchronization mode:
Choose the Pennylane bank account
Select the Pennylane bank account on which the payout is received. It is preselected when Order Invoicer can infer it from the payout.
Matching the bank transaction
Once all the invoices and credit notes in the payout are finalized, Order Invoicer looks on this account for the Pennylane transaction matching the payout's net amount, within 7 days. No transaction is created: until the transfer reaches Pennylane, the search is retried every night.
Reconciling invoices
From the payout page, start the reconciliation: each invoice and credit note in the payout is matched to this transaction in Pennylane. The match is visible directly in Pennylane on both the invoice and the transaction.
Shopify fees (payment commissions) are synced and visible in Order Invoicer on the detail of each payout, but they are not automatically recorded in Pennylane. Their accounting entry remains the responsibility of your accountant.