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Apaleo Pay Invoices

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Beni
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Types of Apaleo Pay Invoices

Payment Processing Invoice

  • A monthly invoice for all processing fees. These including Transaction Fees, Payment Method Fees, Chargeback Service Fees, and Management Fees. These fees are deducted directly by the payment processor ("deducted from settlement") before you receive payouts.
  • The amounts that were "already deducted from settlement" are highlighted, and the remainder will be held back with the following settlement batch.
  • If you have both a COM (eCommerce) and POS (in-person payments) merchant, you will receive a separate invoice for each one. 
  • Available for download in the Payment/Invoices section of your Apaleo account level and per property on property level.

Terminal Service Invoice

  • A monthly invoice for Terminal Replacement Services Fees (insurance for your terminal devices) and Terminal SIM Card Subscription fees.
  • Available for download in the Payment/Invoices section of your Apaleo account level and per property on property level.

Terminal Sale Invoice

  • One-off billing for terminal purchases and accessories (Terminal Accessory Sale).
  • Currently sent via email to your billing address.

Reconciling Payment Processing Invoices

If you do batch-level reconciliation of Apaleo Pay transactions, meaning you process each batch individually, see our guide Apaleo Payment: Reconciling Settlements.

If you reconcile Apaleo Pay transactions based on the monthly payment processing invoice, the steps are as follows:

1. Download the Monthly Statement from Adyen Essentials

The monthly statement provides a more detailed breakdown of the fees shown on your Apaleo Pay invoice.

2. Download the Interactive Payment Accounting Report from Adyen Essentials

Next, download the Interactive Payment Accounting report as an Excel file. In the following steps you can then reconcile it against the monthly statement. 

3. Processing Fees

A processing fee is the flat fee charged for every Apaleo Pay transaction. On page two of your monthly statement, you can find the processing fees that were already deducted from settlement. To find the individual transactions making up this amount:

  • Filter the column "Record Type" in the Excel file for "Received" and "SentForRefund".
  • Sum the amounts in the column "Processing Fee".

4. Payment Method Fees

On page two of your monthly statement, you can find the Payment Method Fees that were already deducted from settlement. To find the individual transactions making up this amount:

  • Filter the column "Record Type" in the Excel file for "Settled".
  • Sum the amounts in the columns "Markup (SC)", "Scheme Fees (SC)", and "Interchange (SC)"

5. Management Fees

As per your Apaleo Pay contract, there is an additional Management Fee charged for the payment methods Amex and PayPal, because they are considered as external payments. If you use these payment methods, check your Apaleo Pay contract to see the percentage charged. To find the individual transactions making up this amount:

  • Filter the column "Record Type" in the Excel file for "Received".
  • Filter the column "Payment Method" for the payment method.
  • Sum the amounts in the column "Main Amount" and calculate the management fee amount. For example, if the amounts for your PayPal transactions add up to 1,000 EUR and the Management fee is 0.02%, the Management fee will be 2 EUR.

6.  Other Fees

In case of any other fees, check the Apaleo Pay invoice footer for notes, or the second page of your monthly statement. 

VAT on German Apaleo Pay Invoices

As a company based in Germany, we have to pass on and settle the VAT for transactions within the framework of Apaleo Payment to the users of Apaleo. Unfortunately, we cannot offset the VAT directly against the payments received in Adyen, as is the case with transaction fees, for example. This is why, on German Apaleo Pay Invoices, you will see an open "Amount Due" for VAT.

This amount is automatically collected by Apaleo via SEPA Direct Debit, from the payment method specified by you when setting up Apaleo. 

 

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