Tags:
PendingPayments
WhatIsPendingPayment
IncorrectPendingPayment
How Are Pending Payments Calculated and Recorded?
Overview:
This article explains how pending payments are calculated and recorded when order summaries are synced to QuickBooks through our app. To ensure accurate tracking, it is important to map the appropriate Pending Payment account under the summary sync settings.
How Pending Payments Work:
Scenario 1: An order is created in Shopify for $100. A few days later, $80 is paid using the Manual payment method. On the day the Manual payment summary is created, the remaining $20 is recorded as a pending payment (reduced from the Pending Payment account).
When the remaining $20 is later paid, a new summary is created for that payment. This increases the pending payment by $20 in QuickBooks, offsetting the earlier reduction and keeping the Pending Payment account balanced.
Scenario 2: An order total is $100, with $80 paid via Manual and $20 via Cash. If Manual is the primary gateway:
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The Manual summary reduces pending payments by $20
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The Cash summary increases pending payments by $20
This ensures pending payments offset correctly across payment methods.
Scenario 3: If an order is edited in Shopify after its summary journal is synced, pending payment balances can become inaccurate.
For example, an order initially synced at $100 is later edited to $120, and the additional $20 is paid. When the new summary is created, the system assumes the $20 was previously pending and increases the Pending Payment balance—resulting in an incorrect adjustment.
Best Practice: Avoid editing orders directly in Shopify. Instead, use Shopify’s refund workflow to maintain accurate financial records and proper syncing with QuickBooks.