Missing GoCardless payout breakdown.

Question asked by Alex Hall 10 years ago

I have asked this question to GoCardless as well but asking you guys as well to see if anyone has anything to add.

I have recently started to reconcile my accounts in Clearbooks and i have been looking at the GoCardless account used to receive the money taken by GoCardless automtically for our recurring invoices integrated with the system.

I have a situation where by some customers are moving from old payment methods to GoCardless and from this the odd duplicate payment is occuring. My issue is that Gocardless take s apayment for an invoice which is then also paid via the customer old payment method. Because this invoice becomes paid i believe GoCardless does nothing with the payment it has taken except send it over to my bank account as part of the lump payouts it gives each day. There is no individual amount sent to the GoCardless account and this is only flagged up when i try reconcile that account back to the payments i ahve received.

Is there a facility that draws this to my attention either from Clearbooks or GoCardless so that i can take appropriate action for my records before waiting for it to crop up and cause issues with reconcile accounts.

Any input would be helpful Thank you.

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3 Replies

Hello Alex,

Currently then, the best way to reconcile the accounts will be by manually ensuring you match payments as they are processed by GoCardless.

You will be able to see the amounts received in the GoCardless bank account and it will allow you to see what invoices have been received. The amount you receive in your real bank account will need to be explained as a transfer based on these figures.

Vanish.

Best answer
10 years ago

Hi, Thank for your reply but what you have described is the process we already have in place.

This is issue that we are having is an isolated one. 99% of our GC customers plus any new customers through GC, the integration is seamless and there is no issue.

My concern is that no notification seems to be given when a payment can not be automatically allocated by the GC and CB integration process. The money is still passed to the bank account but the individual detail of that payment which would normally be assigned to the invoice to show it as paid, is lost and therefore not accounted for.

I have assumed there is no such notification system in place but i believe it is definitely something you should look at between yourselves and goCardless.

10 years ago

Hello Alex,

In most cases, you would need to ensure that the older invoices are paid up and reconciled before starting to use GoCardless.

If the recurring template has used GoCardless as the payment account, then it will continue to take charges.

At the moment, I would think that the payment method in the recurring template is set up as a bank account but the GoCardless is taking money. So the transaction is showing up in the bank as a receipt and GoCardless as a receipt as well causing a double entry of the same receipt.

You will need to go to the recurring template to check the settings. https://www.clearbooks.co.uk/support/guides/gocardless/recurring-automatic-gocardless-invoices/

When going to reconcile, most other users have the system set up so they just transfer the amounts from their GoCardless to the main bank account. This happens in real life also so it will be just one entry on your main bank account CSV bank statement.

EG £400 in GoCardless is transferred to the main bank account. This shows up as a debit on the main bank statement. You will need to either explain your CSV import as a transfer or do a manual transfer on the system if you are not using bank imports.

This will reconcile the invoices and the banking. To get a breakdown, you will need to go to Money > Bank Accounts > All and then open the GoCardless account to see which invoices are in there.

Vanish

10 years ago

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