Payouts

When a Payment Gateway makes a payment to your bank account, infoodle is notified of the transaction by the gateway.

Once the notification has been received, infoodle displays the Payout financial tab.

Payment notification is provided by the following gateways:

See Adding Payment Gateways.

Before you start

Role Permissions

• Access to Finance area
• Manage, Read and report on transactions: needed to use the Payouts screen, and to assign, split, allocate and reconcile payments. With only Read and Report on Transactions, the Banking tab is not shown, and infoodle refuses these actions.
• Manage pledges: needed only to see the Allocate to Adjusted Pledges button in the Allocate popup (Step 3), and to reconcile a payout that uses it.

The Payouts tab does not appear for users with Is a member of a cluster, or on a site that has not received any payouts yet.

To view the Payout screen, navigate to: Finance > Transaction processing > Banking > Payouts.

A list of payouts is available with the most recent displayed first. Initially they display as Not reconciled.

Behind the Action button on the right of the payment, is Payment Items. Select this option to see the details of that payout.

When a payment gateway pays your donors' card and direct debit payments into your bank account, it pays them as one lump sum called a payout. infoodle receives the details of each payout from the gateway and lists them on the Payouts screen. From there you open a payout, check each payment in it, allocate any payment that does not match its pledge on its own, and reconcile the payout so that infoodle records the transactions.

infoodle receives payout details from these gateways:
Ezidebit settlements are also listed on the Payouts screen, but they open a different screen. See Reconciling Ezidebit Transactions.
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Step 1: Open the payout

1. Click or hover on Finance on the main menu bar on the left, then click Transaction processing.
2. Open the Banking tab.
3. Click Payouts.
4. Find the payout. The most recent payouts are listed first, and new payouts show as Not reconciled.
5. Click Action on that row.
6. Click Payout Items.

The Action menu also has Change Banked Date, which you can use to change the date the money arrived in your bank account. The Date Banked decides which pledge dates are listed and ticked when you allocate, and the date of the batch the transactions go into.

Step 2: Check the payments in the payout

The top of the screen shows the payout's Payout Id, Date Banked, Amount Banked, Total Fees Deducted and Status. Below it is one line per item in the payout:

The Bank Transfer line is the money paid into your bank. It is shown for reference, and has no Assign or Allocate. Balance Withdrawal and Balance Adjustment (offset) lines are the same.

The Pledge allocation column shows where each payment is up to:

• Allocate button only: nothing has been allocated. infoodle will try to match the payment on its own when you reconcile.
• Partially allocated: some of the payment has been placed, for example "Partially allocated ($30.00)". The payout cannot be reconciled until the rest is placed.
• Allocated: the whole payment has been placed. The payment is reconciled as you allocated it, as long as at least one pledge date is ticked in its popup (Put part of the payment on a transaction line).

Allocate and Assign do different jobs

• Allocate: chooses which pledge dates (instalments) a payment pays, and how much goes to each. It is on every payment line, whether or not the payment is linked to a donor. See Step 3.
• Assign: links a payment to a donor and one pledge date, or tells infoodle to ignore it. It opens the Select Payment Data window. See Step 4.

Most payments are already linked to the donor and match their pledge date on their own. You only need Allocate when a payment is for a different amount from the pledge date, pays part of a date, covers more than one date, or has no link.

Step 3: Allocate a payment to pledge dates

Allocate

Allocate opens a popup with the same Recurring Pledges panel as on the Reconcile screen. See How to pay a pledge or membership for details on how this works

Assign a payment

Use Assign for a payment that is not linked to a donor, or is linked to the wrong pledge date.

1. Click Assign on the payment's line. The Select Payment Data window opens.
2. In Search for Payee, type the donor's name.
3. Click the donor in the list. Their open pledge dates from the 60 days before the Date Banked are listed under Pledge date.
4. Click Select on the pledge date this payment is for.

Select links the payment to that date straight away. It is not a saved draft like Allocate. If the date was linked to another payment, the window says "This is currently assigned to another payout item." and selecting it moves the link to this payment. The screen then reloads, and the line shows the donor's name under Linked to form.

A payment you assign pays its pledge date only when the amounts are the same. To part pay a date or pay several dates:

1. Click Allocate on the line. The popup opens for the donor you assigned, including a pledge that was added straight onto their profile.
2. Check the ticked date. The popup ticks a date by its own rule (Step 3), which may not be the date you chose in Assign.
3. Carry on from step 3 of Step 3: Allocate a payment to pledge dates.

If you open Allocate after Assign, the dates ticked when you close the popup are what gets paid, not the date you chose in Assign.

Ignore a payment

To leave a payment out of the reconcile, for example because it has already been entered another way, or because it is not a pledge payment and you will enter it with Adding Individual Transactions:

1. Click Assign on the payment's line.
2. Tick Ignore this payment.
3. Click Save.

The line shows Ignore. No transaction is created for it when you reconcile. Once you reload the page, it has no Allocate button.

To stop ignoring a payment, click Assign and Select a pledge date for it. The Ignore this payment box always opens unticked, so unticking it does not undo an ignore.

Reconcile

Select Reconcile to reconcile the payout items.

Allocations must match the payment before Reconcile works

• On the screen: while any payment shows Partially allocated, the Reconcile button is greyed out, and clicking it shows "1 transaction(s) are only partially allocated - finish those allocations first".
• When infoodle saves: infoodle checks each allocated payment again, and refuses the reconcile with a message such as "Saved allocations (40.00)".

The whole payout reconciles, or none of it does

infoodle works through every payment in one go. If any payment has a problem, infoodle shows "Unable to reconcile this transaction due to errors." and gives the reason beside each payment, which is highlighted. Nothing is saved: no transactions are created and no pledge dates change. Fix the payment and click Reconcile again.

The messages you are most likely to see:

• "This line is not linked to a form entry or a person ...": the payment has no link. Use Assign or Allocate, or ignore it (Step 4). If it is not a pledge payment, ignore it and enter it with Adding Individual Transactions.
• "Amount from payment doesnt match the pledge amount ...", "Amount from payment doesnt match the form ... amount ..." or "The amount doesnt match the requested amount ...": the payment is a different amount from its pledge date. Use Allocate (Step 3).
• "This pledge date is part paid (... remaining) - use the allocation panel": the date already has a part payment on it. Use Allocate (Step 3).
• "Saved allocations are no longer valid: ...": a date you allocated has been paid since you saved, for example by another payment in the same payout. Click Allocate and choose a different date.
• "Allocation failed: ...": infoodle could not record an allocation, for the reason shown. Click Allocate and check it. For "Unable to work out who the new transaction line is for", tick at least one pledge date in the popup, or follow the steps for a payment that is not a pledge payment (Put part of the payment on a transaction line).

What reconciling records

• One transaction per pledge date: each pledge date an allocated payment pays becomes its own transaction, for the amount you allocated to it.
• Donor and coding from the pledge: each transaction belongs to the donor whose pledge it pays, and takes the pledge's account code, campaign and tracking.
• New transaction lines: a new transaction line becomes its own transaction on the account code you chose, for the donor whose pledge dates are ticked in that popup. It is not linked to any pledge.
• Payment method: the allocated transactions are recorded as Direct Credit.
• Date and batch: the transactions are dated the payout's Date Banked, and go into a batch for that date, described as "Payout received for" and the payment method's name.
• Receipts: each transaction for an allocated pledge date is receipted to the pledge's donor, not to the person who paid, using that donor's own receipt settings. A new transaction line follows its own Receipt choice (Put part of the payment on a transaction line).
• Pledge date status: a date paid in full becomes Paid (matched), with the Date Banked as its paid date. A date paid in part becomes Part Paid.

infoodle does extensive checking to ensure everything is in order so that transactions can be created. Any problems encountered are reported back to you.
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Step 4: Push to Xero

If you are connected to Xero - and have reconciled the payout, select Push to Xero.

Based on the bank account settings selected in the Payment Method, two transactions types will be created in Xero:

• Spend Money: this contains a single line with the fees, according to the payout. The account code used is set up in the Payment Method.
  
  

• Receive Money: this contains one line per form using the account code specified in the form.
  
  

For information on Payment Methods, see: Adding Payment Gateways

Manual Payout

Manual Payouts are payout records from Stripe that have just a dollar amount and do not specify the individual line items. Consequently, when the funds arrive in Xero you'll need to manually split this transaction using details from Stripe.

Once the individual transaction have been created and reconciled in Xero, the transactions will come through to infoodle and will display on the Reconcile screen for processing.