Card payouts

A card payout records money the card company, or a Pay by link provider such as Tabby or Tamara, has already paid into your bank. Recording it posts one journal entry. The card money waiting at the company comes down by the full amount, the bank goes up by what reached it, and the fee goes to Bank and Merchant Fees. Recording a payout does not send or collect any money.

Where: Banking & cash › Cards and cheques › Card payouts, then Record payout
Number: CST-000001 for a payout, CSV-000001 for its cancellation, given only when you post
Posts to: The bank account you choose, the machine’s or provider’s own account, Bank and Merchant Fees, and Input Tax Recoverable when the VAT on the fee is claimed
Who: Managers and admins record. Admins cancel and change

What it’s for

A card sale does not reach your bank at once. Each card machine (the screen calls it a terminal) keeps the money in its own account, “Card clearing - ‹machine›”, until the card company pays it out.
A Pay by link sale works the same way. Each provider has its own account, “Pay by link - ‹provider›”.
Older card sales, made before you set up machines, wait in the shared account 1030 Card and Payment Clearing. They are paid out with Older card sales (no terminal).
When the company pays you, record the payout here. The money leaves the machine’s or provider’s account and goes to the bank, less the fee.
The screen has two lists for the machine or provider you pick. Card activity shows every sale, refund and payout on its account. Payouts lists the payouts you recorded.

Fields

Record payout (card machine)

Field	What it means	What it changes
Card terminal (or Paid out by when you also use Pay by link)	The machine that took the card sales. It decides the card company. Archived machines can still be paid out, for late payouts only	Which account the money comes out of
Provider for older card sales	Only for Older card sales (no terminal). The card company named on the statement	Evidence only. It does not change an account
Payout date	The day the money reached the bank. It cannot be in the future	The date of the journal entry
Deposited into bank account	The bank account that received the money. Only active bank accounts are listed. The form shows the account’s balance on that date	The account that goes up
Card amount to pay out	The full amount of card sales the company paid out, before its fee. It starts at the card money not yet paid out	The amount that comes out of the machine’s account
I know the amount the bank received	Tick it to type the deposit as your bank statement shows it	The fee and its VAT are worked out for you as the difference. You can still change them
Processor fee before VAT (under Fee details)	The fee the company kept, without VAT	Bank and Merchant Fees
VAT deducted by processor (under Fee details)	The VAT the company charged on its fee. The company’s setting decides whether you can claim it	Input Tax Recoverable, or part of the fee
Processor payout reference	The reference on the statement (up to 120 characters)	Kept with the payout. No accounting effect
Internal notes	Your own note (up to 2,000 characters)	No accounting effect

The bank deposit is the card amount, less the fee, less the VAT. The form shows it live under Bank deposit.

Record payout (Pay by link provider)

Choose the provider in Paid out by. The form is a little different, because you know what reached the bank.

Field	What it means	What it changes
Payout date, Deposited into bank account, Provider payout reference, Internal notes	As above	As above
Amount the bank received	The deposit, as your bank statement shows it	Bank account
Provider fee before VAT	The fee the provider kept. It starts from the expected fee set for the provider	Bank and Merchant Fees
VAT on the fee	Shown only when the provider’s fee includes VAT	Input Tax Recoverable when claimed

The sales this payout covers are worked out for you: the deposit, plus the fee, plus the VAT. If the provider’s statement also gives money back (a refund, a chargeback or a fee refund), take it off the fee before you enter it. A payout that is all fee, or that nets to zero, cannot be recorded.

Buttons

Button	When you see it	What happens	Accounts
Record payout (top right of the list)	Managers and admins	Opens the form	No change
Review payout	On the form	Shows the check line and the payout summary. Nothing is saved yet	No change
Record payout (bottom of the form)	After Review payout	Records the payout	Posts
Everything waiting (‹amount›)	Pay by link form, when sales are waiting for payout	Fills in the deposit, the expected fee and its VAT so that the payout covers all the sales waiting	No change
Add a bank account	When no bank account exists and you may add one	Takes you to add one first	No change
Export CSV, Print / PDF	Card activity list	Outputs the movements for the dates you chose	No change
Manage terminals and providers (or View terminals and providers)	Always	Opens the setup of machines and card companies	No change
The payout number	Every row	Opens the payout, with its figures and View accounting entry	No change
Change (row menu) or Change payout (on the payout)	Admins, on a payout not yet cancelled	Opens the form filled with the payout’s figures. Review change, then Save change. See below	Cancels and records again
Cancel payout (row menu or on the payout)	Admins, on a payout not yet cancelled	Asks for a date and a reason, then cancels the payout	Posts a correcting entry
Keep payout	On the cancel form	Leaves the payout as it is	No change

Statuses you will see: Recorded and Cancelled. A payout that was changed also shows “Changed (was CST-000012)” on the new payout, and “Changed to CST-000013” on the old one, which stays in the list as Cancelled.

Change payout

Change lets you correct any detail of a recorded payout: the machine or provider, the date, the bank, every amount, the reference and the note. Saving does two things in one step. It cancels the old payout and it records the corrected one. If the corrected payout is refused, the old payout stays exactly as it was.

The corrected payout is dated the day you choose. You cannot choose a future date.
The old payout is cancelled on the later of its own date and the date you choose. If you keep the date or move it earlier, it is cancelled on its own date. If you move it later, both entries are dated the later day, and the old payout stays in its own period.
The card money waiting is judged as if the old payout were already cancelled. The corrected payout may be for more than the old one when more card money has come in since.
Each payout can be changed once. The corrected payout can itself be changed again.

What gets posted

Posting writes one journal entry, dated on the payout date. A line with a zero amount is left out. The payout is refused if the fee is as large as the card amount, because the bank deposit must be more than zero.

Example 1A card payout with a feeNo VAT on the fee

Card amount paid out100.00
Processor fee2.00
Bank deposit98.00

Account	Debit (AED)	Credit (AED)	Why
The bank account you choose	98.00		What reached your bank
6600Bank and Merchant Fees	2.00		The fee the company kept
Card clearing - ‹machine›		100.00	The card money is no longer waiting
Total	100.00	100.00	Balanced

Older card sales, paid out with no terminal, come out of 1030 Card and Payment Clearing in the same way. The card amount can never be more than the card money waiting in the account on the payout date.

Example 2A payout with VAT on the fee, claimed backThe card company's setting “Processor fee includes VAT” is on

Card amount paid out200000.00
Fee before VAT4000.00
VAT deducted by the company200.00
Bank deposit195800.00

Account	Debit (AED)	Credit (AED)	Why
The bank account you choose	195,800.00		What reached your bank
6600Bank and Merchant Fees	4,000.00		The fee, without VAT
1400Input Tax Recoverable	200.00		VAT you claim back from the FTA
Card clearing - ‹machine›		200,000.00	The card money is no longer waiting
Total	200,000.00	200,000.00	Balanced

The VAT also counts as input VAT in your VAT return for the payout date, so the return claims AED 200.00 more.

The VAT is claimed only when all three are true:

the card company’s setting Processor fee includes VAT is on;
your company can recover VAT on the payout date;
the VAT deducted is more than zero.

Otherwise the whole deduction, fee and VAT together, goes to Bank and Merchant Fees in one line, and nothing is claimed. Example: a payout of 200,000.00 with 4,200.00 deducted posts a fee line of 4,200.00 and no Input Tax line.

Example 3A Pay by link payoutTabby paid out 105.00 of sales and kept 5.00

Amount the bank received100.00
Provider fee before VAT5.00
Sales covered by the payout105.00

Account	Debit (AED)	Credit (AED)	Why
The bank account you choose	100.00		What reached your bank
6600Bank and Merchant Fees	5.00		The provider’s fee
Pay by link - Tabby		105.00	The provider no longer owes you this
Total	105.00	105.00	Balanced

A payout can never be more than the provider still owes you: the sales it collected for you and has not paid out, with refunds put back. If the provider charges VAT on its fee and the setting is on, the VAT is claimed the same way as in example 2.

Example 4Cancel payoutCancelling example 1. Number CSV-000001

Account	Debit (AED)	Credit (AED)	Why
Card clearing - ‹machine›	100.00		The card money is waiting again
The bank account the payout went to		98.00	The deposit is taken back
6600Bank and Merchant Fees		2.00	The fee is taken back
Total	100.00	100.00	Balanced

The original payout is not deleted. It stays in the list as Cancelled, linked to its cancellation. If the payout had a claimed VAT line, the cancellation reverses it and the VAT record too. Cancelling does not undo the money the card company paid: if you were paid, you still hold it.

What a change does to your accounts

A change is a cancellation (like example 4) followed by a new payout (like examples 1 to 3), together. Example: a payout of 105.00 with no fee, into one bank, is changed to 100.00 with a fee of 2.00, into another bank.

Account	Before the change	After the change
The machine’s account (card money waiting)	0.00	5.00 still waiting
The first bank account	105.00 from this payout	0.00 from this payout
The second bank account	none	98.00
Bank and Merchant Fees	0.00	2.00

Where it shows up

Place	What changes
Card activity list of the machine or provider	A payout is a money-out row. A cancelled payout is a money-in row
Cashbook of the bank account	The deposit, shown as a card payout
Day book	One entry for the payout, and one for its cancellation
Bank reconciliation	The deposit is available to match against the bank statement. A payout in a reconciled period is protected
Profit and loss	Bank and Merchant Fees
VAT return	Input VAT, when the VAT on the fee is claimed. The VAT counts on the payout date
Balance sheet	The bank account, the card clearing or Pay by link account, and Input Tax Recoverable

What the app blocks

These checks happen before anything is saved. A refused payout, change or cancellation leaves no half-written records.

Situation	What you see
No bank account chosen, or it is not active	Select an active bank account.
Bank account switched off	Choose an active Bank account to receive this payout.
No bank account exists	A bank account is needed first and A payout is deposited into a bank account, and none is set up yet.
No amount	Enter an amount with exactly 4 decimal places.
Fee as large as the card amount	The fee must be less than the card amount so the bank deposit is positive.
Payout date in the future	Choose today or an earlier date in the company time zone.
Terminal not in the list	Select a terminal from the current list.
Several card companies and none chosen (older card sales)	Choose the provider shown on the processor statement.
More than the card money waiting on that date	Gross payout exceeds the Card Clearing balance on that date. Reduce the amount or check the date.
A date that would leave the account negative after a later sale or refund	This date would make Card Clearing negative after a later transaction. Choose a later date or review those transactions.
Pay by link payout above what the provider owes you	This payout is more than the provider still owes you (‹amount›). Reduce the amount you enter as received from the provider.
VAT above the standard rate of the fee	The VAT deducted is more than the ‹rate›% standard rate allows on the fee before VAT (at most ‹amount›). Check the VAT amount on your processor statement.
Claiming VAT, but the card company has no tax number	This provider has no tax registration number, which claiming the VAT on its fee needs. Add it under Card providers, or turn off “Processor fee includes VAT” for it.
Date inside a locked period	The accounting period is locked through ‹date›. Choose a later date, or ask an administrator to reopen the period.
Bank account reconciled through that date	The Bank account is reconciled through this date. Choose a later date or review the reconciliation.
Anything else goes wrong while posting	The payout could not be posted safely. No payout or accounting records were created.

Change can be refused for these reasons, each shown beside Payout date:

Situation	What you see
The old payout is in a closed period	This payout is in an accounting period that is closed through ‹date›, so it cannot be changed on that date. Choose a payout date after the closed period, such as today, or ask an administrator to reopen the period.
The bank is reconciled through the old payout’s date	The bank account is already reconciled through ‹date›, so this payout cannot be changed on that date. Choose a payout date after the reconciliation, such as today, or undo the reconciliation first.
The payout was already changed or cancelled	This payout has already been cancelled or changed. Open its history to review it.
The corrected payout is refused	The refusals above, for example the card money waiting. The old payout stays as it was

Cancel payout can be refused for these reasons:

Situation	What you see
The cancellation date is before the payout	Choose the payout date or a later date.
The cancellation date is in the future	Choose today or an earlier date in the company time zone.
No reason, or fewer than 5 characters	Explain why this settlement is being reversed.
The box “I checked the original payout, its amounts and the reason.” is not ticked	Confirm the payout you are cancelling before you continue.
The payout is already cancelled	This card payout has already been reversed. Open its history to review it.
The bank account was switched off	Reactivate the original Bank account before reversing this payout.
The deposit has already been spent, so the bank would go below zero	This would take ‹account› below zero on ‹date› (balance then AED −‹amount›). Record at least AED ‹amount› coming in on or before ‹day› first, then save again.
Date in a locked period, or the bank reconciled	The locked-period and reconciliation messages above

Warnings that do not stop you

A payout like one you already recorded. If the card amount, the card company and the day match a recorded payout, you see This looks like a payout you already recorded with the earlier payout listed. Check, then record it only if it is a different payout.
Figures that do not add up. If an old payout’s amounts ever do not add up, its page says so and asks you not to cancel or repeat it. Contact support.

Who can do it

Action	Admin	Manager	Cashier
See Card payouts and the card activity	Yes	Yes	No
Record payout	Yes	Yes	No
Cancel payout	Yes	No	No
Change payout (needs the right to cancel and the right to record)	Yes	No	No
Add or change machines and card companies	Yes	View only	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. A custom role needs both the cancel right and the record right to use Change.

Fixing a mistake

You have not pressed the final Record payout. Press Back to card payouts. Nothing was saved.
A recorded payout has a wrong amount, fee, date, bank or machine. An admin uses Change on the payout. The old payout is cancelled and the corrected one recorded in one step. See Change payout.
The payout should never have been recorded. An admin uses Cancel payout. The card money becomes waiting again, and the bank and fee go back as they were. Record the right payout afterwards if there is one.
The payout is in a locked period, or its bank is reconciled. You cannot change or cancel it on its own date. Use Change and choose a payout date after the lock or the reconciliation, such as today. Or ask an administrator to reopen the period, or undo the reconciliation first.
The company’s statement shows VAT, but the payout claimed none. Change the payout and enter the fee before VAT and the VAT apart. Check that Processor fee includes VAT is on for the card company, and that it has a tax registration number.
A machine’s balance looks wrong. Open Card activity for the machine and compare its sales, refunds and payouts with the card company’s statement. See Cash and bank accounts and Bank reconciliation to check the bank side.
A customer paid by card at the back office. The sale is recorded on the invoice or the payment, see Payments received. The card money waits here until it is paid out.