Understand Shopify payout variance transactions

A variance transaction could occur because of a mismatch between the order total in Shopify and NetSuite. It could also be that the orders were not found in NetSuite. 

Note: The flow creates a missing transaction if the transaction is deposited manually.

Find order & transaction details

In NetSuite, all the order and transaction details that cause variance are reported in the Deposit below the eTail > Shopify Payout Variance Transaction tab. The reason for a variance can be:

• If any of the payout-related records such as cash sale, customer deposit, cash refund, or customer refund is not available in NetSuite, it leads to a “Missing transaction.”
• If there is an order total mismatch in Shopify and NetSuite, then the difference is tracked as a variance transaction with type as “Amount Mismatch.”
• Any transaction type other than charge, refund, and dispute is tracked as “Others.” 

Minimize missing transactions

To minimize the number of missing transactions, use the “Lag to bring payout-related records” setting in your Integration App. This gives you some buffer to create posting transactions (cash sale, customer deposit, cash refund, or customer refund) for the order before you run the “Shopify Payout to NetSuite Payout Custom Record” flow. This setting helps you reduce the number of missing transactions.

Alternative ways to minimize the missing transactions

• Before you run the “Shopify Payout to NetSuite Payout Custom Record” flow, ensure to: 
  • Resolve all the Integration App Dashboard errors related to cash sales and cash refunds.
  • All your payout-related records are synced to NetSuite. 
  • Schedule the refund flow prior to the payout flow.
• If you capture your order payment in Shopify, ensure to run the auto-billing flow in your integration app to generate cash sales, when there is no cash sale record.

How to correct your variance transactions

With type “Missing Transaction”

For this variance transaction type as the Source transaction ID and Order ID is known, perform the following steps:

1. Import or create the respective transaction to NetSuite using the integration flows. 
2. In NetSuite, open the appropriate deposit record and click Edit.
3. In the Payments tab, select the check box next to the newly imported or created transaction.
4. In the “Other Deposits” or “Cash Back” tab, edit the variance amount.
5. Click Save.
6. In the Deposit record, go to eTail > “Shopify Payout Variance Transaction” tab.
7. Click Edit next to the missing transaction.
8. From the Actions list, click Delete.

With type “Amount Mismatch” 

Note: Make a note of the “Amount Mismatch” transaction from the eTail > “Shopify Payout Variance Transaction” tab.

Step1: Un-deposit the transaction

1. In NetSuite, open the appropriate deposit record and click Edit.
2. In the Payments tab, uncheck the box next to that appropriate “Amount Mismatch” transaction. 
3. Click Save.

Step 2: Match the transaction total

1. Modify the NetSuite transactions to match the transaction total in Shopify and NetSuite.

Step 3: Re-deposit the transaction

1. In the Payments tab, select the check box next to the edited transaction.
2. In the “Other Deposits” or “Cash Back” tab, edit the variance amount.
3. Click Save.

Step 4: Delete the transaction

1. In the Deposit record, go to eTail > “Shopify Payout Variance Transaction” tab.
2. Click Edit next to the missing transaction.
3. From the Actions list, click Delete.

You can ask questions about payouts in our community forum.