Preparations
Reconciliation of Payouts
How To Find Settlement Reports
Importing Accounting Transactions from Apaleo
Import the accounting transactions from Apaleo on a regular basis into your main ledger. Only bundle payment methods on one account in the main ledger if they are settled and paid out together. An example: as American Express will, in most cases, be settled separately and pay out directly, you should not have the transactions from American Express on the same account as Mastercard or Visa transactions. Preferably, you import the accounting data from Apaleo not as daily aggregates, but transaction by transaction.
Preparations
In your accounting system (main ledger), we recommend that you create the following sub-accounts for the payment service provider:
- A receivables account for all payment receivables towards the payment cards (VISA, MC, etc.).
- A receivables account for the rolling reserve.
- A receivables account for an optional refund reserve.
- A creditor account.
The following information for each of your merchant accounts (COM and POS) can be found directly in Apaleo, Payment section:
- Your monthly invoice from Apaleo.
- The individual settlement reports.
Reconciliation of Payouts
When receiving a payment to your bank account, you will need the corresponding Settlement Details report that matches the batch number in order to break down the payment into single transactions and record them accordingly.
IMPORTANT: There can be batches without a payout, so make sure that you process every single batch.
- Post the gross amounts (Gross Debit GC) from the transactions with Journal Type "settled" and "refunded" to the receivables account for payment receivables. For reconciliation, you can use the original PSP reference or the merchant reference.
- Any correction to the rolling reserve or the refund reserve should be posted to the corresponding receivables account. These corrections are listed with Journal Type "deposit correction" or "reserve adjustment," respectively.
- Book the sum of all fees (Journal Type "fee"), as well as the individual transaction fees from columns Commission (NC), Markup (NC), Scheme Fees (NC), and Interchange (NC) as advance deductions to the creditor account.
- Post the deductions for Apaleo invoices to the creditor account. You can find them with Journal Type "invoice deduction".
Apaleo will bill you after one month for all "payment processing fees". Here, the amounts that were "already deducted from settlement" will be highlighted, and the remainder will be held back with the following settlement batch.
A settlement batch leads to a payout if the amounts from the payment receivables are higher than the deductions for fees, remainders from invoices, and corrections for the rolling reserve. If the payments (received) are not high enough, there will be no payout, and the liability will be transferred to the next batch (Journal Type "Balance transfer").
How To Find Settlement Reports
In your Apaleo account, Settlement reports can be found in the section Payment > Settlements either on the property level or on the account level.
A settlement is created once a payment is settled in Apaleo. This excludes payments that are not automatically recorded in Apaleo, like bank transfers.
If you are missing settlement reports, you might have accidentally changed the generation format in Adyen to .xls_gen.
The Settlement Details in Adyen need to be generated in .csv file format for Apaleo to import them successfully to our user interface:
**Please do not change this setting.