FSA/HSA Payout Reconciliation
Every FSA/HSA payout matched to its orders, refunds and fees, with the journal entry already written.
Problem
Customers can pay with FSA and HSA cards through a separate payment partner, and that partner pays out once a week. Each deposit is net of fees and refunds and covers a batch of orders, so it has to be matched back to Shopify and checked against Business Central before accounting can post it.
It is the same problem as a Shopify payout, coming from a different system on a different schedule.
Approach
Every week the tool pulls the payout and its line items from the payment partner, matches each one to its Shopify order, and checks that Business Central has the matching invoice or credit memo. It also checks the actual ledger entries in the clearing account, so it proves where the money landed, not just that the totals look right.
Then it writes the journal entry for the deposit and the fees in the same layout accounting already uses for Shopify, and emails the workbook every Tuesday with any open issues listed at the top.
Result
- One email per payout with the journal entry ready to post
- Failed refunds and missing credit memos get named by order number
- Each payout is sent once and only once, even if the job runs twice
- Runs unattended every week