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Reconcile your books

Compare one ledger account at a time with the related report and your accounting system. Use Reports > Accounting > Ledger, filter by Account Code, or download the CSV and filter its Account label column. There is no label filter on the Ledger page.

You need Premium, Accounting codes on and permission to view financial reports to use the Ledger. Review accounting codes first if entries have blank or unexpected codes.

Choose dates for movement or a balance​

A date range gives you movement during that period. It doesn't include what was owed or held before From. In particular, the Ledger's Outstanding summary is A/R movement, not an ending balance.

To calculate a ledger balance, set From at or before your first entry and To to the date you want to reconcile. The Ledger opens at the start of your current season, so change From if you need earlier entries. Compare any opening amounts carried into your accounting system separately.

If a code changed, include the old and new codes in your review. You can use separate Account Code searches or filter the CSV by Account label. Include historical labels Accounts Receivable and Club Credit Expense where relevant.

Keep reversals in your calculations. Account Code and Exclude zeros can hide rows within a journal group, so a group may look unbalanced when filtered. The Ledger guide explains the columns and summaries.

Undeposited Funds​

The ledger's Undeposited Funds balance is its debits minus credits. Receipts increase it; payout deposits reduce it. Refunds and their withdrawals also pass through this account.

  1. Choose the reconciliation end date. Set From at or before your first entry to calculate the balance.
  2. Filter by your Undeposited funds account code, or use the CSV's Undeposited Funds label.
  3. Compare receipts with the Payments report, then compare deposit entries with the Payouts report and bank statement.
  4. Check payments awaiting payout, settlement dates around the period end and offline payments' Deposited on dates.
  5. Check refunds and withdrawals, including failed deliveries and manual settlements, in the Refunds report.

Payout deposit entries require active Premium and Accounting codes on. Online deposits use the payout's settlement date in your time zone. A refunded payment still deposits its original amount; the refund withdrawal is separate. Stripe deposits are net of fees, while SportsPay deposits are gross.

A payment received at month end and deposited next month can remain in Undeposited Funds at the month-end date. Use transaction examples to check both sides.

Accounts receivable​

A/R is the amount owed on submitted orders. Sales debit it; payments credit it. Deletions, price reductions and Refund payment only can also change it.

  1. Set From at or before your first entry and choose the reconciliation To date.
  2. Filter by your Accounts receivable code or the CSV labels A/R and, for older entries, Accounts Receivable.
  3. Calculate debits minus credits.
  4. Compare with amounts owing in the Orders list. Use Order ID in the Ledger to investigate one order.
  5. Check partly paid items, future payment-plan installments, cancelled unpaid remainders and amounts reopened by Refund payment only.

If you're comparing with the current Orders list, allow for payments or corrections made after your ledger end date. Don't treat a month's Outstanding movement as the total customers still owe.

Each tax payable account​

Reconcile GST, HST, PST, QST and any other tax separately. Each tax has its own name and code under Settings > Taxes > Tax account codes.

  1. Set From and To to your tax filing period.
  2. Filter by that tax's Account Code, or its name in the CSV's Account label column.
  3. Calculate credits minus debits. This is the tax charged less the tax reduced by refunds, cancellations and price reductions during the period.
  4. Compare that movement with the same period's tax entries in your accounting system.
  5. Record the remittance in your accounting system: debit the tax payable account and credit the bank account.

Curling IO doesn't record remittances to the government. Its cumulative tax entries therefore can't show what remains payable after remittances you recorded elsewhere. Include opening amounts, remittances and other entries in your accounting system when checking the final liability.

Tax is rounded to the cent per item. A tax calculated again on a combined subtotal may differ. Refund rounding is tracked across refunds so that a full refund reverses the original tax exactly.

Club Credit Payable​

Club Credit Payable increases when you grant credit or refund to credit. It decreases when credit pays an order or you reduce a balance.

  1. Set From at or before your first entry and choose To.
  2. Filter by your Club credit liability code or Club Credit Payable in the CSV.
  3. Calculate credits minus debits.
  4. Compare with the Club Credit logs. Check grants, reductions, purchases, refunds and restored credit from deleted offline payments.
  5. Account separately for balances labelled "Balance carried over from the previous system". They have no grant entry, so the ledger's grant history alone doesn't establish those opening balances.

The Club Credit type filter includes applied credit and grants with their reversals. To reconcile the liability, use its account code or CSV label so that you also include refunds to credit. See club credits.

Processing Fees for Stripe​

  1. Set From and To to the period you're checking.
  2. Choose Processing fees under Type, or filter by your Processing fee expense code.
  3. Calculate Processing Fees debits minus credits, including deposit reversals.
  4. Compare with fees withheld from Stripe deposits in the Payouts report.
  5. Check Cash plus Processing Fees against the full amount removed from Undeposited Funds for each deposit.

This total is fee movement for the selected dates. The fee is one combined figure; Curling IO's application fee isn't a separate expense line. SportsPay's separate fee invoices aren't recorded here. Enter them in your accounting system.

Monthly checklist​

  1. Confirm Accounting codes is on, review your mappings and fill any missing codes through the Ledger.
  2. Save the month's CSV and record the date range and journal groups you import.
  3. Match payouts to the bank and explain the Undeposited Funds balance.
  4. Compare A/R with orders and investigate differences by order.
  5. Check each tax's movement, then record remittances in your accounting system.
  6. Compare Club Credit Payable with credit logs and opening balances.
  7. Check Stripe processing fees and record SportsPay invoices and other expenses separately.
  8. Review refunds, failed deliveries, manual settlements and reversals near month end.
  9. Check for sale and payment entries rebuilt in an earlier period after a refund or scheduled-payment cancellation, plus deposits for payments with a deposit date, including Stripe fee lines. Import only entries your books don't already contain.

Downloading doesn't mark entries as exported. Keep an import record so that overlapping downloads don't duplicate journal entries in QuickBooks, Sage or another accounting system.