Payrix sends the card payments your organization collects in TeamSideline to your linked bank account as payouts, and a payout usually reaches your bank 1–2 business days after Payrix sends it. Refunds and chargebacks are paid from your Payrix balance first; when that balance is too small, Payrix debits your bank account and credits back anything it ends up collecting twice once the debit clears.
Applies to: Admins and treasurers · All plans · Organizations that accept card payments through Payrix
Where: Reports > Report Viewer > Settlements - Payrix (deposit details in TeamSideline); deposit email alerts are in the Payrix portal at payments.teamsideline.com
How payouts work
- Card payments that families make in TeamSideline go to your organization's own Payrix merchant account.
- Payrix groups the payments that have settled into a payout (Payrix also calls it a disbursement or withdrawal) and sends it to the bank account linked to your merchant account, on your account's payout schedule.
- A payout typically reaches your bank 1–2 business days after Payrix sends it. For example, if your payouts go out on Wednesdays, the money is usually in your account no later than Friday.
- At your bank, Payrix deposits show the descriptor MERCHPAYOUT.
How to see which payments are in a deposit
- Go to Reports > Report Viewer.
- In Report, select Settlements - Payrix.
- Click Go.
- In Settlement, choose the payout that matches the deposit on your bank statement. Each payout is listed by its Payrix reference, its date and its amount.
What you'll see: the report lists the transactions included in that payout. To look at a period instead of a single payout, select Settlements By Date Range - Payrix in step 2 and enter a start date and an end date.
Settlement exports (spreadsheets)
For a spreadsheet, go to Reports > Report Exports. These exports are in the Payment Gateway category:
| Export | What it shows |
|---|---|
| Settlement Detail | One row per settlement (payout): Settlement Id, Settlement Status, Settlement Amount, Settlement Date Time, Item Count, and the item gross, fees and net totals. |
| Settlement Item Detail | Each payment in a settlement, with its Amount, Gross, Fees, Net, Order Number and the customer's name. |
| Settlement Item Split Detail | Each payment split by the items in its order, with Amount, Fees, Net, Order Number, the customer's name, Credit Card Last 4, and each item's GL Account and Source. |
Why a refund or chargeback can debit your bank account
Refunds and chargebacks are paid out of your Payrix balance, which is the card money Payrix is holding for your next payout. If a refund or chargeback is larger than that balance, Payrix sends an ACH debit to your linked bank account to cover it.
An ACH debit takes 5–7 business days to clear and can be returned during that time, so Payrix does not count it as collected until it clears. Payrix collects from the first funds available, so if new card payments come in before the debit clears, Payrix may take the amount from those payments as well. For a few days it can look as if the refund was taken twice. When the bank debit clears, Payrix sees that the amount was already collected and credits the extra back to your account.
Payrix works this way because it has to pay the cardholder right away and must be sure it can recover that money. Refunds and new payments are then reconciled in batches as more payments arrive.
Chargebacks
When a cardholder disputes a charge, the disputed amount is taken out of your Payrix balance until the dispute is decided. TeamSideline emails a notice with the subject "A Chargeback Has Been Opened" to the addresses in Programs > Configurations > General > Chargeback Copy To. Don't refund the customer while the dispute is open: the money has already been removed. If the dispute is resolved in your favor, the money returns to your Payrix account and is included in your next settlement report. For how to respond to a dispute, see Understanding and Responding to Chargebacks.
Refunds before a payment settles
If you refund the full amount of a card payment before it has settled, TeamSideline voids the charge instead, and the customer's account shows Void - Credit Card. A voided charge is never paid out, so it doesn't come out of a later deposit. A partial refund has to wait until the payment settles.
If it doesn't work
- A deposit is smaller than the payments you expected. Refunds, chargebacks or a Payrix adjustment from the same period may have been taken out of it. Open the payout in Settlements - Payrix and compare the Gross, Fees and Net columns in the Settlement Item Detail export. What is a Payrix Adjustment? explains adjustments.
- Your bank statement shows a debit from Payrix. A refund or chargeback was larger than your Payrix balance (see above). If the same amount was also taken from newer payments, the extra is credited back after the bank debit clears.
- "This transaction is not yet fully processed and can only be voided at this time. Voids are for full refund amount only. Please enter full amount, or wait for transaction to process to partially refund." The payment hasn't settled yet. Refund the full amount (it becomes a void), or wait until the payment settles to refund part of it.
- A payout is listed in Settlements - Payrix but hasn't reached your bank after 2 business days. Contact TeamSideline Support with the payout's date and amount. If you recently changed bank accounts, see Payrix - How to Update Bank Account.
Good to know
- You don't need to sign in to the Payrix portal for financial reporting. Settlements - Payrix, Settlements By Date Range - Payrix and the three settlement exports are in TeamSideline on every plan. Settlements By Associated Org - Payrix (Enhanced plan and up) and Settlements By GL Account - Payrix (Elite and Enterprise) add more breakdowns where your plan includes them.
- To get an email when a payout is sent, turn on the disbursement alert in the Payrix portal (see How to set up your Payrix Notifications).
- Card refunds through TeamSideline are limited to your payment gateway's refund window, normally 180 days after the order (some gateways use 120 days). Payrix card payments can be refunded the same day they were made. For an older order, pay the customer another way, such as by check, and record it on the customer's Account Overview with Add Transaction and the Transaction Type Refund - Manual.
- TeamSideline Support can check a missing or late payout with Payrix for you. Never send passwords, Social Security numbers or bank details by email; if Support needs documents, they send you a secure upload link.