After you successfully signed up for Adyen Essentials (Login has to be created by the Apaleo Team), you can use several options within Essentials. In this guide we will explain you how to use it best and what the different menu options stand for:
In the Home screen you are able to have a quick overview about the number of transactions and received revenue from today/ the last 7 days or the last 30 days:
Here you are able to see all transactions for your selected merchant, where you are able to filter e.g. by date, different payment methods or the status of the payment. By default it shows all transactions for the last 180 days, in order to search for specific transactions enter e.g. the guest name, booking ID or use the button + More filters:
In case you found the transaction you are looking for, click on it and further details will appear including the issuer country, the name of the card holder or status of the payment:
In the overview you are as well able to refund the transaction (ATTENTION: Not recommended, as this refund will not be imported into Apaleo and has to be added manually on the folio. Always use the three dots next to the payment):
The last available information on the payment details is the payment history. The following example shows you a transaction that has been finalised successfully:
Received: The transaction has been received successfully in ApaleoPay, e.g. through your IBE or the credit card terminal at the hotel.
Authorised: The transaction has been successfully authorised and is ready to be charged.
SettledBulk: The payment has been finalised and the money has been received within your merchant.
Other possible status:
SettleScheduled: The payment is currently being processed, but not yet finalised.
Cancelled: The transaction has been cancelled, by you or the cardholder.
SettledExternally: Mainly for AMEX and PayPal when your own setup of the payment methods will be used. ApaleoPay requests the payment for you, but it will be settled externally by AMEX or PayPal directly to you.
In the Disputes area you see possible disputes, that have been opened by guests and might turn into Chargebacks, e.g. a guest is asking for a refund, because he says he never stayed at your hotel. Here you can see the overview of all open disputes and you have the possibility to defend the dispute by e.g. uploading the signed registration form.
Make sure to sign up for the notifications to receive any open disputes to answer to it immediately:
- Move your mouse to the menu on the left and click System messages.
- Then activate the chargeback notifications by turning on the notifications and click on save:
4. Finance (Reporting area)
Reports that have been created manually by you regarding settlements.
Monthly overview of transactions and fees involved for your merchant.
Sales to payouts:
Sales gives you an overview about the received transactions (Sales) or refunded transactions (Refund) over a certain period of time:
If you click on one specific date, you are getting additional information on the bottom, including when the transactions have been paid out with which settlement batch:
Payouts gives you an overview about the paid-out amounts to you for specific days or a certain period including the details for the specific settlement reports:
Shows you the different settlement batches, which are available in Apaleo as well, therefore no need to access them from Essentials - ensure that the format of .csv is not changed by accident, otherwise the settlement batches cannot be imported to Apaleo.
Interactive payment accounting:
Gives you the possibility to create a detailed report for transaction status change and modifications.
Shows you the currently selected bank account to which your payouts will be transferred to. In case you want to change the payout account, feel free to open a ticket with the Apaleo Support team.
5. Pay by Link
Personalise your payment link by adding a specific name, logo and background picture, so a guest has a unique experience when paying by payment link.
Click on Create new theme and add personalised details to your link (you can preview your link on the right side of the window):
Pay by Link settings:
In order to use payment links, you have to add the T&C-URL of your website and confirm the option. For further help, feel free to contact the Apaleo Support.
Gives you an overview of all users connected to your merchant. In case you want to add new users to your merchants, feel free to contact the Apaleo Support.
7. System messages
Essentials gives you the possibility to send out automated messages to your e-mail, if one of the following is happening:
Fraud: ApaleoPay has detected a fraudulent payment, e.g. the credit card has been marked as stolen by the card issuing bank. You can then find the connected reservation and take further action.
Chargebacks: A guest opened a dispute to receive a refund, because he did not agree to the charge. Activate this option to be informed as soon as a dispute has been opened to take specific action and defend the dispute.
Account: Stay informed in case changes have to be made in your account.
8. Account Settings
Gives you an overview of the saved information of your merchant, such as your legal entity, the registration address and the connected payout account.