Using the SHOPLINE Payments Account Center

The SHOPLINE Payments Account Center features an intuitive menu structure and a seamless, user-focused design, making it easy for you to view your account balances and manage transactions. This article provides an overview of the account center's main features and guides you on how to use them effectively.

 

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Accessing the Account Center

From your SHOPLINE admin panel, go to Settings > Payments. In the SHOPLINE Payments section, click Account to access the account center.

 

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Account Center Feature Summary

The SHOPLINE Payments Account Center provides a streamlined interface designed to enhance the efficiency of account monitoring and transaction management. This section highlights key features in the top navigation bar and introduces the modules in the left-hand panel.

 

Key Features in the Top Bar

 

Left Panel Features

 

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Overview

The Overview module provides a comprehensive snapshot of your account activity. It includes four key sections:

 

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Account Balance

This section provides an overview of your account balance, including details on your payout account balance, pending funds, and reserve funds. For an explanation of each value, refer to the Account Balance section in the Overview section of this article.

You can perform the following actions to manage and understand your financial data:

• View and export payout account balance records: In the Payout account balance details tab, you can filter and export detailed records of changes to your payout account balance.
  
• View and export reserve funds records: In the Reserve fund details tab, you can filter and export detailed records of changes to your reserve funds.
  

 

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Payouts

This section allows you to view and manage your payout records and accounts.

Searching for and Viewing Payout Records

1. In the Payouts section, search for specific records by entering the payout number, selecting a payout time period, or setting amount limits. 
2. Click View to access the payout details page and review the withdrawal information.
   

   Note: If you've been granted access to the new Account balance module, you will no longer see the full payout details. Instead, only a summary will be shown. To view the full details, export the reports as described in Step 3.

3. To export a detailed report of changes to your payout balance, select the records and click Export payout transaction balance details:

• • One transaction selected: The exported report will include all balance changes from the deduction time of the previous withdrawal to the deduction time of the selected withdrawal.
  • Two transactions selected: The exported report will include all balance changes between the deduction times of the two selected withdrawals.

 

Configuring Automatic Payout Settings

By default, the system enables automatic payouts. You can follow the steps below to view or adjust the settings:

1. Go to the Payouts section and click the Payout settings button in the top right corner.
   
2. In the pop-up window, configure the following settings as needed:

• • Automatic payout: If you deactivate this option, the system will stop initiating payouts automatically. You will need to request payouts manually.
  • Payout cycle: Choose your preferred payout cycle and frequency based on your needs.
  • Minimum payout amount: The system will check your available balance at the beginning of each payout cycle. If the available balance is equal to or greater than the minimum payout amount, an automatic payout will be triggered. If it is lower, no payout will be initiated for that cycle.

    Note: If the minimum payout amount is set too low, the payout may fail due to insufficient funds to cover the payout fee.

  • Reserve fund: By default, this setting is turned off. When enabled, you can specify a fixed amount to be reserved in your account. The system will validate automatic payout eligibility based on the formula: available balance ≥ minimum payout amount + reserve fund.

3. Click Save to apply your changes.

Example:

The system will validate your settings at the start of each payout cycle. A payout will only be initiated if the available balance meets the required conditions (minimum payout amount and reserve fund, if set). If the conditions are not met, the system will retry in the next cycle.

For example: If you set the Minimum payout amount to $2,000 and the Reserve fund to $1,000, the system will perform the following checks each cycle:

• If the available balance is ≥ $3,000, it will reserve $1,000 and automatically pay out the remaining amount.
• If the available balance is < $3,000, no payout will be initiated for that cycle, and the system will check again in the next cycle.

 

Manually Requesting a Payout

You can manually request a payout by following these steps:

1. Go to the Payouts section and click the Pay out button in the top-right corner.
   

2. Select the Payout account you want to transfer the funds to and enter the Payout amount. The system will automatically calculate the Payout fee (if applicable) and the Estimated amount to be credited. Confirm the details and click Next to proceed.

   Note: To add a new bank account, click Add payout account and follow the prompts to complete the setup before continuing.

   

3. On the confirmation page, review the payout amount and the estimated amount received again. You may also add a Note for your own reference (this note is for internal use only and will not be visible to the receiving bank). Once everything is confirmed, click Confirm to complete the manual payout request.
   
   

 

Adding or Changing Your Payout Account

1. On the Payouts section, click Manage payout account. 
2. On the Payout bank account page, click Add account.
   
3. Enter the account information and upload an image of your bank passbook cover. Click Add to submit your application.
   
4. Account reviews typically take two working days. Upon approval, you will receive an email titled [SHOPLINE Payments] Payout account application has been approved. This confirms that you can adjust your default payout account.
5. After receiving the email, return to the Payout bank account page and click Edit default account to update your default withdrawal account.
   

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Transactions

In the Transactions section, you can access all transaction records and use filtering tools to quickly locate specific entries.

1. On the Transactions > Transaction records page, all records are displayed by default. You can switch between the Orders, Refunds, or Disputes tabs to focus on a specific transaction category.
   
2. Use the search and filter options to narrow down your results. You can search by:

• • Transaction number
  • Time zone
  • Date range
  • Amount limits
  • Transaction category and status
  • Store
  • Payment tag

3. Click View to access detailed information about the transaction.
   

 

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Manage Reports 

This section allows you to export various reports, including the Consolidated statement (monthly) and Transaction report. Click Export on the desired report to access the data export settings.

Consolidated Statement (Monthly)

This statement provides a summary of your account balance at the end of the month, along with detailed transaction and refund records for that period. It is generated automatically on the 1st day of the following month.

Settlement Batch Report

This report includes all transactions that were settled within your selected date range.

Transaction Report

This report contains detailed transaction records. You can export up to 92 days of transaction data per download.

Payout Balance Income and Expense Details

This report includes changes to the payout balance along with related order information.

Note: You can either use the system-generated file name or customize it for easier file management.

 

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Managing Separate Accounts for Online and Offline Stores (US Only)

For merchants in the United States, SHOPLINE offers two separate accounts to manage your online and offline operations: the Online store account and the POS account.

Each account independently tracks transactions, balances, and payouts. This structure helps you manage funds more accurately based on your business scenario.

 

Key Sections Where You Can Switch Between Accounts

You can easily switch between the Online and POS accounts on the following pages to view and manage account-specific data:

Overview

Switch between account types to view the relevant balances, account details, transactions, and payout records.

Account Balance

Account balances are displayed separately for each account. Use the dropdown menu to select and view the desired account.

Payouts

Payout records are categorized by account type for easier tracking and management.

Transaction Records

Transactions are categorized by account type, helping you quickly locate and review specific records.

Settlement Details

Settlement information is organized by account type, making reconciliation and financial tracking more efficient.

 

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Manage Merchants 

This section allows you to manage various merchant-related settings, including payment methods, statements, and account configurations.

Manage payment methods

On the Payment method management page, you can view and manage activated payment methods for your SHOPLINE Payments account. You may also activate new payment methods (if applicable).

Statement

On the Statement page, you can view a historical record of all incoming and outgoing transactions in your SHOPLINE Payments account. Additionally, you can filter transactions by date range, transaction number, and gross amount. 

 

Account Setup

Email address: In the Email address section, click Edit to modify your contact email address.

Domain settings: Domains affect your ability to accept Apple Pay payments from website URLs. You can manage up to 15 domain names at a time.

To add a domain name:

1. In the Domain settings section, click Edit.
2. Click Add domain name in the upper-right corner.
   
3. Enter the domain name in the format "www.xx.xx." To verify the payment method for the domain, check the corresponding box, then click Submit.
   
4. A blue prompt will appear next to the domain name under verification. Click Refresh to view the verification result.

• • If verification fails, a yellow prompt will indicate the failure.
    
  • If verification succeeds, the payment method icon will be displayed.
    
    

To manage domain names:

1. In the domain list, click Edit to access the domain editing page.
2. Manage the domain name as needed:

• • To update or re-verify the domain, make the necessary changes and click Update.
  • To delete a domain, click Remove domain.

 

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Managing Staff Permissions for SHOPLINE Payments

To help protect your account, SHOPLINE allows you to assign permissions based on staff roles. You can currently manage permissions for features such as viewing account details, transaction history, and reports, as well as handling payouts and account settings. Follow the steps below to assign permissions based on your needs:

1. From your SHOPLINE admin panel, go to Settings > Staff and permissions.
   
2. Click Add staff, or click the pencil icon next to an existing staff member to access their settings page.
   
3. In the Permission management section, click SHOPLINE Payments to expand the options menu, then check or uncheck the necessary permissions.
   
4. Click Add or Update to save your changes.
   
   

Once you've completed the permission setup for your staff, the system will restrict access to certain features based on each account’s permissions. Staff members without the required permissions will not be able to view or access those features.