Skip to main content
For Upflow payments merchants on Sage Intacct, payouts are reconciled manually because the integration writes back each payment individually but does not create the bank deposit automatically. This page walks through the Sage Intacct–side steps. For the general principle, the contents of the CSV export, and a sample, see Payout reconciliation.

​
Prerequisites

Before reconciling, make sure you have:
  • An expense account for transaction fees (e.g. “Transaction Fees”).
  • A revenue account for surcharges, if you collect them (e.g. “Surcharge Income”).
  • The Upflow → Sage Intacct payment write-back configured. Upflow writes each payment as an AR Payment, allocated line-by-line to the matching invoices and posted to the GL account set in your integration settings. Surcharges and processing fees are not written back and must be booked at reconciliation time.
This manual deposit flow applies when write-back posts payments to an undeposited-funds GL account. If you post payments directly to a bank account, the customer payments already hit the bank — there is no deposit to group, and you only need to book the processing fees (and surcharges, if any) for the payout.

​
How to reconcile a payout

​
1. Export the payout from Upflow

Download the CSV from the Payouts tab — see Payout reconciliation for the columns. Each payment row maps to an AR Payment already created in Sage Intacct by the write-back, posted to your undeposited-funds account. Two columns let you tie a row back to it:
  • transaction_sage_intacct_id — the dedicated Sage Intacct record ID for that AR Payment.
  • transaction_stripe_id — the Stripe payment ID (e.g. py_… or ch_…), which Upflow also writes to the Document or check no. field on the AR Payment, so you can match it visually in Sage.
Only reconcile payouts with payout_status = paid. Pending payouts have not arrived in your bank yet — wait until they are marked paid before reconciling.

​
2. Compute the three totals for the payout

For each payout, sum the following from the CSV rows that share the same payout_upflow_id:
  • Gross customer payments — sum of transaction_converted_total_amount. This equals the AR Payment amounts already in undeposited funds plus any surcharges collected.
  • Processing fees — sum of transaction_processing_fees. Not yet in Sage Intacct.
  • Surcharges in payout currency — sum of transaction_surcharge_amount converted to the payout currency. Not yet in Sage Intacct. Skip if you do not collect surcharges.
These balance to the deposit: 
payout_amount  =  Undeposited Funds payments  +  Surcharge income  −  Processing fees

​
3. Record the deposit in Sage Intacct

Unlike some accounting systems, a Sage Intacct deposit only groups the payments you select from undeposited funds — it does not let you add fee or surcharge lines on the deposit itself. So reconciling a payout takes two postings: the deposit, then a journal entry for the amounts Upflow did not write back. a. Create the deposit. In Sage Intacct, go to Cash Management → Deposits and create a new deposit on the bank account where the payout landed, dated to payout_arrival_date. Select every AR Payment listed in the CSV for that payout (the payments sitting in your undeposited-funds account) and save. This moves those payments out of undeposited funds and into the bank account. The deposit total equals the sum of the AR Payment amounts (gross customer payments minus any surcharge, since surcharges are not written back). b. Book the fees and surcharge. Post a journal entry, dated to payout_arrival_date, to record what the deposit could not:
  • Debit your Transaction Fees account for the processing-fee total.
  • Credit your Surcharge Income account for the surcharge total. Skip if no surcharges.
  • The net of the two posts against the bank account, bringing its balance down to the amount actually received.
After both postings, the bank balance reflects the real payout_amount — fees are booked as an expense, surcharges as revenue, and undeposited funds is cleared. You can then match the result against your bank feed when the corresponding bank transaction appears.

​
Worked example

For a payout of $11,718.12 arriving on 2026-05-13 and containing 8 payments, after summing the CSV rows that share the same payout_upflow_id:
ComponentAmount
Gross customer payments (sum of transaction_converted_total_amount)$11,853.78
– Processing fees (sum of transaction_processing_fees)$135.66
of which surcharge included in gross (sum of transaction_surcharge_amount)$99.31
Net payout$11,718.12
You would reconcile it in two postings:
  • Deposit — select the $11,754.47 of AR Payments from undeposited funds (gross minus surcharge) and deposit them to the bank account.
  • Journal entry — debit Transaction Fees $135.66, credit Surcharge Income $99.31, and post the net $36.35 against the bank account.
After both, the bank balance for this payout is $11,754.47 − $36.35 = $11,718.12, matching the amount received. The surcharge credit only applies when surcharges were collected for that payout; without surcharges, the journal entry simply debits the fee total and credits the bank.