The Novi Pay > Balances tab gives you built-in access to the payout activity from Novi Pay to your association’s bank account and the transactions that make up each payout. It’s primarily used for reconciliation with QuickBooks and the bank account.
Navigating to the Charges List
Navigate to the Novi Pay tab dropdown
Click on Balances
Balances Overview
The Balances "stage" gives you a snapshot overview of:
Available Balance: The total balance that will be sent to your to your bank account in your next payout. This includes all fully processed credit card and ACH transactions.
Incoming Balance: The total amount of credit card and ACH transactions that are currently processing. Transactions can take 1 day (credit card payments) to 4 days (ACH transactions) to process.
Top-Ups: Specific to our legacy processor Novi Pay, powered by Stripe. If your association has outstanding refund(s) that exceed the available balance and the Refund Delay Processing days have passed, the Top-Ups overview will show the balance that will be pulled from the Top-Ups bank account to cover the outstanding refund(s).
If you are using Novi Pay's legacy processor, powered by Stripe, please view this Novi Pay: Sunsetting Features article for details about payouts, refunds, and top-ups.
Balances List View
The main list view displays all details about Payouts.
If you are using Novi Pay's legacy processor, powered by Stripe, you'll see the same columns in the tabs for All Activity, Payouts, and Top Ups respectively.
Payment Processor
This column identifies what processor the payout is coming from.
Date
The date the activity was initiated in Novi Pay.
Balance Type
This indicates that the transaction is a Payout, or money deposited to your bank account.
Charge ID
Assigned by Novi Pay, this ID will be listed on the deposit recorded in QuickBooks Online as well as in the "Charges" tab in Novi Pay.
QuickBooks ID
This is the deposit number directly in QuickBooks Online.
Amount
This is the net amount of the payout that was deposited directly into your bank account (transactions minus the fees).
Transactions
This is the gross total of all transactions included in the payout.
Fees
This is the fee amount associated with the transactions that were processed.
QuickBooks Date
This is the date the activity was recorded in QuickBooks Online.
Typically the Date and QuickBooks Date are the same, but there are a few reasons they may differ:
If a deposit creation fails and must be retried, the date in QuickBooks Online will reflect the actual date of the deposit creation.
If you need the date to be different, you will need to manually make that change in QuickBooks Online.
Payouts typically happen at night, early enough that the payout date in QuickBooks Online will match the payout date in Novi. If there is a delay in transferring the payout, the dates may differ by one day due to the transfer happening post-midnight.
Status
The status of your payout is typically "Up to Date". If, for any reason, the payout deposit failed, you'll see a warning symbol.
Status Message
You will find more details about your status here. If you had a failed payout deposit, this message will give you more details as to the "why".
Action
Here you have different actions that you can take for the payout.
Retry: If a payout deposit fails and you have made the necessary changes/updates based off of the status message, then you can click "retry" to make the deposit attempt again. See the Troubleshooting section below for some guidance on possible error messages.
Manually Reconciled (under the dropdown arrow): If your payout deposit failed and you decided to manually handle it directly in QuickBooks Online, then you can select "manually reconciled" to mark the deposit as complete.
💡 Tip: We recommend always trying to make the necessary fixes and retry the deposit from Novi directly to ensure the transactions are matched correctly and all fees are recorded properly.
View Payout Details
By clicking View from the main list Action column, you can see all of the transactions associated with that particular Payout Deposit.
Charge ID – This is the transaction ID that is coming directly from payment processor.
Type – The type of transaction is either charge or refund.
Date – When the transaction was processed.
Method – Credit card or ACH details including the last four digits of the card or account.
Related Transactions – This column shows the related transaction that was created in QuickBooks Online like the sales receipt, payment on an invoice, or refund.
Customer – This is the customer or member's name. It could be a person or a company.
Amount – This is the full amount that the member was charged.
Fees – These are the fees associated with that charge. These will be taken out of your overall payout in batch deposits.
Transaction Details – Any alerts or status messages will be included here, when applicable.
Troubleshooting
Whenever you have a failed payout deposit, you will see the failed payout with details about the error in the Status Message column of the main Novi Pay > Balances view. You can click into the payout to view the Transaction Details for information about the specific transaction(s) with issues. You can also configure your settings to receive an email notification. Learn more → Novi Pay: Settings & Documents
Below you'll find possible error messages. Click to expand for additional details about what causes those errors and how to resolve them.
"One or more transactions in this deposit are already in another deposit"
"One or more transactions in this deposit are already in another deposit"
Cause:
This error indicates that one or more of the transactions that should be a part of that payout deposit are already marked as deposited from your bank deposit screen in QuickBooks Online. To ensure your deposits are accurate and include the proper fees, we recommend that you refrain from manually creating deposits in QuickBooks Online unless absolutely necessary. Read more about the life cycle of a transaction and the payouts here.
Fix:
In QuickBooks Online, find the transactions in question and remove them from the deposit. Remember: As always, check with your bookkeeper for any major changes in QuickBooks Online.
Once the transactions are no longer in a deposit, you can click "Retry" on the Payout in Novi.
Refresh your page and the deposit should be resolved.
"Novi Payout does not match the sum of the connected transactions"
"Novi Payout does not match the sum of the connected transactions"
Cause:
Several factors can cause this error, but the most common is that something changed on one of the transactions after it was already processed through Novi Pay.
Example: a transaction was processed for $50 for an event ticket, but an admin changed the ticket type manually in QuickBooks Online to a price of $30. Now the transaction receipt does not reflect the same price that was actually processed, and therefore, the payout amount does not match.
Fix:
Reach out to Novi Support for assistance, troubleshooting, and next steps if the transaction change is not obvious. We can help narrow down the issue for you!
"Error: Missing the following Transactions..."
"Error: Missing the following Transactions..."
Cause:
This error can occur for several reasons, but the most common is if a transaction is voided/deleted in QuickBooks Online. Alternatively, it may also appear if the payment went through successfully, but QuickBooks Online's API experienced a temporary timeout while creating the matching sales receipt/payment.
Fix:
Contact Novi Support if you are having any issues with correcting this error so we can help you troubleshoot the issue.
"One or more transactions is not in undeposited funds"
"One or more transactions is not in undeposited funds"
Cause:
This error occurs when the Deposit To field for this transaction is not set to QuickBooks Online's built-in Undeposited Funds or Payments to Deposit account. Generally if this error occurs, it's a result of that field being manually changed to a different account within QuickBooks Online.
Fix:
In QuickBooks Online, look for the affected transaction.
Update the Deposit To account so that it is correctly linked to QuickBooks Online's built-in Undeposited Funds or Payments to Deposit account.
On the Novi Pay Balances tab, click the Retry link to reattempt the deposit.
Contact Novi Support if you continue to have issues or have questions about your Undeposited Funds/Payments to Deposit account.
It's rare, but you may be required to manually create the payout in QuickBooks Online. If you go this route, make sure to mark it as "Manually Reconciled" in Novi so we won't continue to retry creating it.