Recharge is a recurring billing platform that is built exclusively for Shopify. It is tailor-made for stores that offer automated subscriptions for product delivery on a set frequency.
When third party applications are integrated with Shopify, the order data may be represented differently in Shopify as compared to a native Shopify order. Please read on to learn about the way that Recharge data is represented in A2X.
How Recharge orders are shown in A2X:
Recharge allows you to setup payment gateways to process your customer payments - including Stripe and Paypal. Ideally, the Recharge payments collected by Stripe would be shown in A2X as part of the Stripe payout, and the Recharge payments collected by Paypal would be shown in A2X as part of the Paypal payout. The data available from Shopify in relation to the Recharge orders is limited, which means these payments may appear in A2X as a 'No_Gateway' payout instead of the specific payment gateway payout. These 'No_Gateway' payouts are generally followed by a number sequence - for example Sale Gateway No_Gatway 294517.
So if your store processes ten orders on a Monday that are paid by Stripe, and six of these orders are native Shopify orders paid by Stripe totaling $560, and four of these orders are Recharge orders paid by Stripe totaling $320, you will see two settlements appear in the A2X Shopify payout page - one for a Stripe payout, and the other a 'No_Gateway' payout.
This can make the reconciliation process more challenging as you will have to consider all of these payout options when reconciling the deposit generated from Recharge payment gateways.
Suggested processes and solutions for Recharge:
The Recharge settlement lines must be mapped to the correct payment gateway clearing account on your accounts and taxes mapping page for the accounting system to post these entries to the correct place. If you accept more than one payment gateway through Recharge this can make the reconciliation process challenging, and you will need to work with your accountant to develop a process that works best for your business.
One way to speed up the process in the mapping process is to assign Order Tags to your recharge settlement lines to assist you in identifying these lines in the mapping screen. Once tagged, the application name will be displayed in the mapping transaction screen to assist you with mapping to the correct general ledger code and tax type.
To set up Order Tags, navigate to Settings > Connections > Customize these payouts > Included Order Tags as shown in the picture below and enter the tag: Recharge.
Once you have saved this, this change will take effect prospectively on all new incoming orders. In order to update retrospective orders in A2X, you will need to refresh them. After this is done, you will see the split in the Accounts and Taxes page, so you can map them to different general ledger accounts if needed.
We recommend you work closely with your accountant to map your A2X data with your accounting software.
If you encounter further issues with the way the Recharge orders data is represented in Shopify, we recommend contacting Recharge support and Shopify support and explaining the issues. This way they will both be aware of the challenges you are experiencing when accounting for these transaction lines.