Usage

The payout cycle

1. Orders come in. Core vendor accounting adds each order to the vendor’s balance (net of commission). The add-on notes when an order first reaches a hold-start status (default Complete).
2. The hold period passes. After the hold period the order’s money becomes available for payout.
3. The payout day comes. The payout run creates a request for each vendor whose payout day has come, who has payout details and whose available amount reaches the minimum. The request is a core withdrawal (status Pending), so the amount leaves the vendor’s balance at once and cannot be requested twice. The vendor gets a “payout scheduled” e-mail; you get a summary.
4. You approve. In the queue, select the requests and click Approve selected (new batch). The add-on groups them into a payout batch and saves a copy of each vendor’s payout details.
5. You pay. Download the batch file (CSV, PayPal Payouts file or SEPA XML), upload it to your bank or PayPal, or pay by hand.
6. You mark the batch paid. Enter the payment reference and click Mark batch as paid. The withdrawals become Completed in core Accounting and vendors get a “payout sent” e-mail with the reference.

Payout requests (Vendors → Vendor payouts)

The queue has tabs: Pending approval, Approved, to pay, Paid, Rejected and All, each with its count, and a vendor filter in the sidebar. Every row shows the request number, the vendor and where the request came from (Scheduled with its period, Created by the marketplace, or Requested by the vendor), the date, the amount, the payout method (masked) and the status.

• Approve selected (new batch): only pending requests with payout details are approved; vendors without details are named in a warning.
• Mark selected as paid: for pending or approved requests you paid outside a batch. The payment reference is optional and goes into the vendor e-mail.
• Reject selected: the core withdrawal is declined, the amount returns to the vendor’s balance and the vendor gets your reason by e-mail.
• Details changed recently: the vendor changed the payout details shortly before the request (see the setting). Check the details before paying.

Withdrawals that vendors request themselves on the core Accounting page appear here automatically. If you approve or decline a withdrawal in core Accounting instead, the queue follows: approved = paid, declined = rejected. A request whose core withdrawal was deleted is shown as Removed in Accounting.

Every action is safe to repeat: a paid request cannot be paid or rejected again, and a request that core already completed is never declined back into the balance.

Batches

Batches lists every batch with its date, number of requests, total, status and payment reference. Open a batch to see its requests and to download the files:

File	Contains	Use
CSV (all methods)	Request, vendor, method, account holder, IBAN, account number, BIC, bank name, PayPal e-mail, instructions, amount, currency, reference, status	Spreadsheet, manual bank transfers, accounting
PayPal Payouts file	One line per PayPal request: recipient, amount, currency, reference, note, wallet	Upload in PayPal Business → Pay & get paid → Payouts
SEPA XML (EUR only)	A pain.001.001.03 credit transfer with one payment per bank request with an IBAN	Upload in your bank’s online banking

The files use the payout details saved when the batch was approved, so a vendor who changes the details afterwards cannot redirect a payout in progress. Text cells that start with =, +, - or @ are neutralised in the CSV so spreadsheets do not run them as formulas.

Vendor balances

Vendor balances shows each vendor with the effective schedule (frequency, minimum, hold), the balance, the amount on hold (with the number of orders), pending requests, the amount available for payout, the payout method and the next payout date with what the next run will do (for example Waiting for the payout day, Below the minimum payout, No payout details).

Select vendors and click Create requests now to create requests at once, ignoring the payout day. All other rules still apply. From each row you can open the vendor’s payout overview, edit the payout details or open core Accounting.

Schedules

See Configuration.

Statements

Open a vendor’s overview (or the vendor’s own Payouts page), choose a month and click Open statement. The statement shows the opening balance, totals for sales, commission, refunds and other entries, payouts and the closing balance, followed by every transaction of the month from core accounting with order amount, commission and effect on the balance. Use Print / save as PDF to print it or save it with the browser’s PDF printer.

The vendor’s Payouts page

Vendors find Payouts next to Accounting in their panel:

• tiles with the balance, the money on hold (with the hold period), the amount available for payout with the minimum, and the next payout date, or the requested payout while a request is waiting;
• the payout history with status, payment date and reference, or the rejection reason;
• their payout method (masked) with Edit payout details;
• monthly statements.

Vendors only ever see their own data; every page and file is limited to the vendor’s company.