How do I reconcile my Paygate payments with orders on Shopify?

How do I reconcile my Paygate payments with orders on Shopify?

Reconciliations between Shopify orders and Paygate payments are usually straightforward. Once a payment is successfully processed through Paygate, the corresponding order in Shopify will automatically update. This eliminates the need for manual matching in most cases.

Important Notes:

  • All payment references sent to Paygate are generated by Shopify, not Paygate.
  • Shopify Order IDs don’t appear in the Paygate Dashboard because Shopify doesn’t share this information. Instead, you’ll use the Reference field, which contains a unique provider reference number, for reconciliation.

If you need to reconcile payments, there are three methods you can use:

  1. Batch reconciliation using CSV files
  2. Manual reconciliation for individual orders
  3. Searching Shopify orders using the Reference field

 

Option 1: Batch Reconciliation Using CSV Files

This method is ideal for reconciling multiple orders at once:

  1. Export Orders from Shopify:
    • Log into your Shopify admin panel.
    • Use the export function to download orders as a CSV file.
    • Open the file in Excel and locate the ‘Payment ID’ column. This is the unique reference generated by Shopify.
  1. Download Transactions from Paygate:
    • Log into your Paygate Dashboard.
    • Navigate to Reporting -> Search and export your transactions as a CSV file.
    • Open the file in Excel and locate the ‘Reference’ column, which contains references sent by Shopify


3. Match the Data:
  1. Compare the ‘Payment ID’ from your Shopify file with the ‘Reference’ in the PayFast file.
  2. Use Excel functions like MATCH or VLOOKUP to quickly reconcile the two datasets.


Option 2: Manual Reconciliation for Individual Orders

Follow these steps to reconcile payments for specific orders:

  1. Find the Payment ID in Shopify:
    • Open the relevant order in Shopify.
    • In the Order Timeline, find the line that says: ‘A R_ ZAR payment was processed on Paygate’.
    • Click this line, then select ‘Information from the gateway’ in the dropdown.
  1. Copy the ‘Payment ID’ provided.
    • Locate the Transaction in Paygate:
    • Log into your Paygate Dashboard and navigate to Reporting -> Search and click the More button.
    • Under Optional Fields, enter the Payment ID from Shopify into the Reference field and click the Search button.
    • Find the transaction details by clicking View on the right-hand side.
    • ​Match this reference with the Payment ID from Shopify.




Option 3: Search Shopify Orders Using the Reference field

This method works well for finding orders using the Reference field:

  1. Locate the Reference in Paygate:
    • After processing a payment, locate the Reference field in the transaction details on your Paygate Dashboard.

2. Search in Shopify:
  1. Copy the Reference field.
  2. In Shopify, paste it into the search bar under Orders.
  3. Locate the matching order and confirm the details.




FAQs

1. Why don’t Shopify Order IDs appear on Paygate?

Shopify doesn’t share Order IDs with payment gateways. Instead, it provides unique references like Reference for tracking and reconciliation.

2. Can reconciliation be automated?
While full automation isn’t available yet, the methods outlined above make reconciliation efficient. Future updates will simplify the process further by improving how Shopify references are displayed in Paygate.

 

Need Help?

If you have any questions or need assistance, our support team is here to help. Contact us at support@payfast.io.