Etienne,
Unfortunately, the current Process Payment dialog does not facilitate
other splits in the transaction, such as a payment fee.
Enter the payment without it as if you had received the full amount.
Then from the receiving register (Bank, Undeposited Funds, etc.) edit
the payment to reduce the amount you've received and account for the fee.
Original Transaction:
Dr. Bank 40
Cr. A/R 40
After Edit:
Dr. Bank 39
Dr. Expenses:Shopify Fees 1
Cr. A/R 40
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As for how you handle the invoices at all, as invoices, or as regular
transactions, that is up to you and your business needs.
The Business Features were designed based on the use case of a small
service consultancy, but is certainly adpatable to other businesses.
Using the Business Features offers several advantages:
1. Individual invoice due date tracking by Customer/Vendor
2. Matching of payments to specific invoices
3. Statements of Account
4. Receivables tracking with aging
If you use manual transactions you'll lose those features. That may or
may not be duplicated via Shopify or other software, so you'll have to
decide how important those things are, and if you can obtain them
elsewhere if needed.
If you decide to go the manual route, then you'll need to decide the
level of granularity you need in your GnuCash book. You can continue to
import individual sales and recording individual payments or you can
aggregate them on a periodic basis such as daily, or monthly even.
Aggregating of course reduces the number of transactions you have to
enter. Many folks who operate a Point of Sale system (in person, or
online) enter aggregate sales transactions into their accounting
software as their POS system handles the rest.
If you choose to aggregate, you'll need to devise a method of allocating
the fees as you mentioned. Though I'd suggest that is a bit overkill.
(similar to trying to allocate tax) The fees are a business expense
regardless of the item, so they don't belong with the item's type at
all, any more than say your domain name or hosting fees need to be
allocated.
Regardless of that point, which method of using GnuCash you choose is up
to you.
Regards,
Adrien
On 1/16/23 6:13 AM, Etienne wrote:
Hello,
I am trying to use GNUCash to deal with Shopify orders and payments. How do you
process payments to an invoice when there is a Shopify payment fee? I have been
scratching my head over this.
A customer buys something of USD 40, with taxes included. So I create an
invoice in GNUCash with a Tax table to calculate the VAT I have to pay.
The customer pays the USD 40 to Shopify, Shopify charges a payment fee based on
what payment method the customer uses, e.g. a USD 1 credit card fee.
So my Shopify balance is then 40 - 1 = 39 dollars
Then after a week or so, Shopify pays me, in this case USD 39 dollars.
I can’t seem to process that deposit from Shopify as a payment to that invoice
as it is USD 1 off as my Invoice is USD 40 and so it my Shopify A/Receivables
in GNUCash.
In the invoice I can’t add the credit card fee, as GNUCash does not allow
Expenses to be added to an Invoice.
Sure I can add the payment to my back account when Shopify pays me:
bank: 39
Shopify A/Receivables: -40
expenses: shopify payments: 1
When you have multiple orders and 1 payment from Shopify you have multiple
payment fees, so I would need to add them up.
However, I would like to see the payment expenses for each order, to allocate
them to the correct expense account (different product categories, so multiple
shopify payments expense accounts).
Alternatively, I could skip using Invoices and just enter the Shopify orders as
normal transactions in my A/Receivables:
Shopify A/R: 39
income:Net Sales: 30
liabilities: taxes VAT: 10
expenses: shopify payment: -1
Any thoughts of how I can use Invoices or should i just use transactions?
Invoices create the benefit that I can import them from a CSV file and have the
same invoice numbers of Shopify in my GNUCash too.
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