Handling payouts

Under Finance → Income & Payments → Payouts, every payout from Stripe, GoCardless and Square is listed with the amount that reached the bank. Open one to see what it paid for: each event by name, Shop orders, Subs and Other invoices, with the money, the fees and the net for each. Paid into the bank is the total.

Scout Suite looks for the bank line each payout arrived as, by amount, date and the reference the provider puts on your statement. Accept match links them, or Match to a bank deposit lets you pick the line yourself. The bank line is then split the same way as the payout, so it reads as the events, orders and subs it paid for, with the fees as their own lines. Some banks show a payout with no payer name, just Faster Payment: those are suggested on amount and date alone, at a lower confidence. Match to a bank deposit lists the credits that could be a payout first, then every other credit from the last six months.

If your group connected Square before payouts arrived in Scout Suite, Settings → Financial connections asks you to Reconnect Square once, so Scout Suite can read its payouts.

Finance → Card sales lists everything your card provider took, on a card reader or online, so you don't need to log in to Square: what was sold, when, on which device (the tuck shop reader, say) and at which location, how the card was used, the fee, and whether it's been paid out yet. New sales arrive within moments, and Check for new sales fetches anything new straight away.

Waiting with Square is money taken but not paid out to the bank yet, after fees: what Square calls active sales. It counts as money the group holds in Does the money add up?. Cash a card reader records is listed but never paid out, so it isn't counted as waiting.

Payments that didn't go through, such as a declined card, are hidden: no money was taken. A line at the bottom says how many, and Show them lists them.

A sale taken on your own card reader (the tuck shop, say) doesn't belong to anything in Scout Suite until you say where. Until then it shows as Not allocated yet, and while it's on its way to the bank it's kept out of the general group pot as card takings not allocated yet. Sales taken through Scout Suite's own checkout already belong to what they paid for, so they can't be tagged.

Choose Tag on a sale and pick where it belongs: the general group pot, an event, a section's pot or a group pot. To do lots at once, filter to them (one device and the dates of a camp, say), tick Select all shown, and choose Tag selected. Tagged money counts there straight away: an event gets the sale as income and Square's fee as a payment fee, and a pot gets what's left after the fee. Choose Change to move it, or Not allocated yet to undo it.

Under Allocated, choose Not allocated yet to see only the sales still to tag. Any still untagged once their payout is in the bank count as the general group pot's.

When a sale on your card reader was someone paying for an event place, tag it to An event, then under Who it paid for search for the young people it was for. Anyone not signed up yet is signed up, an invoice is made for their place if there isn't one, and the sale pays it: the event shows them as paid, as if they'd paid online. One sale can pay for brothers and sisters together.

A place on a pay-to-book event that was waiting for payment is confirmed. If the event is full, nothing changes: Scout Suite offers Refund to the card there and then, or leave the sale not allocated and link it if a place frees up. Linked by mistake? Undo under the sale puts the money back as owed (they stay signed up) and the sale back to not allocated yet.

When one tap paid for more than one thing, choose Split under the sale. Add a part for each thing and its amount: An event place (pick the event and the young person: they're signed up if they aren't, and their place shows as paid), An invoice (pick the young person, then one of their invoices with something left to pay, such as subs), An event's own money, A section's pot, A group pot, or The general group pot. A £95 tap might be £55 for Bonfire Camp for one child, £20 for the panto for another, and £20 for the general group pot.

The parts have to add up to the sale before you can save. Square's fee is shared across them by amount, so a pot or event gets its part less its share of the fee. The sale then lists each part, and Undo split puts it all back: places and invoices owe their money again (sign-ups stay) and the sale is back to not allocated yet. A split sale can't be tagged or refunded until the split is undone.

Refund under a sale sends money back to the card it was paid with, through Square, so you never need the Square dashboard. Refund all of it or part of it. It usually reaches the payer in a few days, and the sale shows what's been refunded.

A sale that paid for something in Scout Suite (a place, an invoice, a shop order) is refunded from Finance → Payments (choose Refund on the payment) instead, so what it paid for is put right too. See Refunds and disputes.

Each refund shows under its sale as its own line: how much, when, who did it, or that it was made in the Square dashboard. In an event's or a pot's transactions it's a Card sale refund on the day it happened, so the sale itself still shows what was taken.

When you choose Connect your Square account under Settings → Financial connections, set Import payouts from first. Payouts Square paid into your bank before that date aren't imported, so old takings don't turn up in your figures. It suggests the first of this month; leave it empty to import everything.

To change it later, choose Change date next to Payouts imported from. Before anything changes, Scout Suite says how many payouts will be removed, how many stay because they're matched to a line in your bank transactions, and which events' figures change. Moving the date earlier brings removed payouts back, and any that were never imported arrive at the next sync.

Disconnect on the same card shows what will change before you confirm: Square's payouts are archived, apart from ones matched to your bank, and the events whose fees change are listed. Payments already recorded stay. Your import date is kept, so reconnecting starts from it and brings the payouts back.