This article assumes the Shogo user is having their Toast credit card processing fees netted daily with their daily credit card batch deposits, instead of paying fees to Toast on a monthly basis. When CC fees are netted daily by Toast, Toast also provides the fee/deposit breakdown information. In that case, Shogo can predict the actual CC deposit (net of fees), which eases the bank reconciliation process:
If you do not net your processing fees on a daily basis, Shogo will retrieve your gross CC receivables from Toast, and a fee reconciliation process will be required.
"Toast Batches" refer to the deposits made in to your bank account for sales paid for by Credit Card. Shogo posts a Sales and a Payment accounting entry each day. If the fee/deposit breakdown isn't yet available from Toast, Shogo will place the Payment accounting entry into a "Batch Hold" status and will retry loading your payment/batch information until the data becomes available. While the Payment entry remains in "Batch Hold" status, Shogo will still post your sales accounting by temporarily utilizing a clearing account, and relieving that clearing balance once the payment entry posts.
Toast Batch Holds can/will happen when:
1) Toast is late in processing your credit card batch
or
2) Your location is in Canada or the UK, where there is a 24 hour delay for accounting posting.
Shogo Store Settings
Assuming you are netting your Toast CC Fees on a daily basis, you should have your store settings configured with "Batch Treatment = Net". This is the default setting in Shogo so you shouldn't need to override it unless something has changed with your Toast Fee Handling. The only reason to change "Batch Treatment" to "Gross" is if you do not net your CC processing fees on a daily basis with Toast.
To turn on this option, Click on Settings>Stores>View Details (If multiple locations exist)
Navigate to the Preferences section.
Click the Edit button
Change Batch Treatment to Net:
You have the option to break out AMEX in your store settings. This should be done if either AMEX sales do not have the Toast Fees netted on a daily basis, but your other credit cards do have fees netted daily.
If AMEX breakout=true, your payments journal will be separate Amex from your Credit Card Deposit as shown below:
Shogo Accounting Settings
Once the batch treatment is set to Net, you must also set up a Batch Clearing Account in the General Accounting Settings:
Settings>Accounting>View Details (if multiple accounts exist)
Click on the General Section and map the Batch Clearing Account:
Here is example of how the Batch Clearing Account works between a Sales JE and a Payments JE in steady state:
Toast Batch Hold Life Cycle
The first place you might notice that the Toast Batch Details are delayed would be on the Shogo Sales Summary Screen. While the batch details are pending, you will see 'Awaiting Batch Details' under Batch Payments on the Sales Summary.
Since Shogo has complete information for the Sales Journal, the Sales Journal will post while the Payment Journal remains in "Batch Hold" status. Meanwhile, Gross Credit Card Payments post to the Clearing account specified. Note, since Toast has not yet specified the fee amount, the fee amount is temporarily set to $0 in the Payment JE (indicated below).
Shogo will continue to automatically reload your data that is on "Batch Hold" every hour, for the next 6 days. Once the fee information is available in the Toast Batch, Shogo will post your payments journal:
If you have a "Batch Hold" beyond 6 days old, you may re-poll Toast and repost the data manually. Follow the instructions for reloading your sales in the article below: