Finding the Accounting Export
If you need to match up bank deposits made into your account with transactions made on your site via credit/debit card, we built the "Accounting Export" report for this purpose. The accounting export can be accessed by clicking on
Admin -> Transfers, then clicking the "Accounting Export" button.
Note: the deprecated old export, which was the default up until February 2019, is still available for those organizations that have automated tasks set up to use it. If this is you, please switch to the new export as soon as possible, as we plan on removing the old one.
Once on this page, you can sort the list of transfers for a specific date range, and then click on the "Accounting Export" to get a report across many days.
Alternatively, if you want to see just one day, find the transfer in question, click on the transfer ID for it, and then from that page, click "Accounting Export"
Once you export the report, you will see a listing of every payment, split into four separate line items (noted in the item_type column):
- payment - this is the total amount paid for an item, before any fees have been deducted. These items will be positive numbers. For example, an item costing $10 will show $10 in this column
- topscore_fee - this is the total amount charged by TopScore for this item. These will be negative numbers. For example, for an item costing $10, this might show -$0.30
- cc_fee - this is the total amount charged by Stripe for this item. This will be a negative number. For example, for an item costing $10, this might show -$0.52
- network_fee - this is not commonly used, and will nearly always be $0. This would only be used if you were selling products that had a network commission.
On occasion, you will also notice one other type of entry - the "Fee Adjustment" or "Refund Fee Adjustment". Since we split our fees over multiple items in a cart sometimes, and our fees don't always add up to whole cents, we will sometimes apply an adjustment to your balance (this will typically be only $0.01) to make sure everything equals whole numbers that we can actually pay out. Sometimes, these adjustments will be positive, sometimes they will be negative, but they will always be very small amounts.
Because of the nature of how these adjustments happen, you'll want to discuss with your accountant/bookkeeper how your should allocate them in your books (by nature, they're created due to a non-whole cent amount from fees spread across multiple items). The best practice that we've heard for dealing with this is to allocate it pro-rata across programs in the transfer being reconciled, or booking it as miscellaneous. As always, please consult with your accountants/bookkeepers to discuss the best way to handle this. Regardless, these amounts will always be very small.
There are 7 columns in the report. Below is a listing of each column and its meaning:
- transfer_timestamp - This is the date/time that the transfer was sent to your bank account. Please be aware that this might not be the same as the date that it was deposited, as ACH transfers can take multiple business days before they'll arrive in your account.
- transfer_id - This is a unique identifier that is used by TopScore for the specific payout
- item_type - four types - payment, topscore_fee, cc_fee, or network_fee. See descriptions above
- type - three types - Payment, Refund, or Adjustment
- product_name - The name of the product sold (i.e. 2018 Winter League Registration)
- applied_currency - Payment or refund currency (i.e. USD)
- amount - Positive or negative amount (payments will be positive, fees will be negative; refunds will be negative, fee refunds will be positive)
- identifier - Unique identifier for the credit card charge that the payment comes from. Sometimes, you'll notice that multiple items will share the same credit card charge - this is because the user would have had multiple items in their cart when they checked out.
Ways to use this report
This report will provide you with a full accounting of transfers to your bank account. Here are some ways you might want to use it
1) Transform the data to your liking for import into Quickbooks
2) Run a pivot table report to figure out how much in payments, fees, refunds, etc would be attributed to each individual program
3) Reconcile deposits from TopScore with the actual amounts deposited in your account.