Apaleo Pay uses the payment provider Adyen.
During the onboarding process, Apaleo creates your unique merchant account for Apaleo Pay, where all of your monetary transactions will be processed. For E-Commerce transactions, we create a COM account and for point of sales transactions, we create a POS account. What is the difference?
COM - used for online payments and is always required.
POS - Point of Sale is needed to process transactions through a payment terminal on site.
After validating your account, we create user accounts for the responsible person in your organization. To register you will receive an E-Mail notification. On the landing page, you will be requested to authenticate yourself. For this action, a separate authenticator app on your phone is required. After validation you can log in to your Adyen Customer Area for the first time.
Let's take a look at the Finance section of your Adyen Customer Area.
Finance
In the finance section you will find an overview of your balance. The total balance on a merchant account is made up of the following balances:
- Pending: The gross amount of sales and refunds, that have not yet been settled by the respective card scheme or payment method.
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Payable: The current amount to be settled to your bank account at the next moment of payout. This amount will change over time as sales, refunds, and other adjustments are being processed. The Pending and Payable balances together are referred to as in-process funds.
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Reserve: The available amount for refunds, payouts, chargebacks, and other operational expenses. The Reserve will only be used if you have insufficient in-process funds to process these transactions.
- Deposit: The amount withheld to cover for potential liabilities due to payment processing. This amount can change over time, for example when the number of chargebacks or refunds increases.
Here is an example of the Balances overview page:
Reserve
Setting up a Reserve helps you to make sure, you always have enough funds for refunds, chargebacks, and other operational expenses.
When you refund a payment, for example, the funds are deducted from your in-process funds. If you have insufficient in-process funds to process the refund, the refund amount will be deducted from the Reserve. If you haven't set up a Reserve, or if the Reserve doesn't have enough funds for the refund either, the refund will fail.
Refunds that failed due to insufficient funds will not automatically be retried again. Once enough funds are available, you need to resubmit the failed refund request.
Set up a Reserve
To set up a Reserve for your account:
- Go to Finance > Balances
- Select the blue button Control your balances in the upper-right corner.
- Under Threshold > Change, enter a minimum amount that you want to have available in the Reserve. The amount needed to fill the Reserve up to this value will be deducted from your upcoming Payable.
To change the Reserve threshold for a merchant account:
- Go to Finance > Balances
- Select the blue button Control your balances in the upper-right corner.
- Under Threshold, select Change.
- Enter the new threshold. If you:
- Increase the threshold, the amount needed to fill the Reserve up to the new threshold will be deducted from your Payable balance.
- Lower the threshold, the amount above the new threshold will be added to your Payable balance.
For example, if you start with a threshold of EUR 7000 and increase it to EUR 9000, we move EUR 2000 from the Payable to fill the Reserve. If you lower the threshold of EUR 7000 to EUR 4000, we move EUR 3000 from the Reserve to your Payable.
Transfer funds into your account
To transfer funds into your account, you need to make a bank transfer. For each bank transfer, you need to generate a payment reference and other required details. This is the fastest way of transferring funds to your account.
Note that any amount above the Reserve threshold will be transferred back to you at the next moment of payout. When transferring funds to your Reserve, you might therefore need to adjust the Reserve threshold.
To transfer funds into your account:
- Go to Finance > Balances overview.
- Select Control your balances in the upper-right corner.
- Under Reserve balance, select Top up.
- Enter the amount that you want to add to the Reserve.
- Select Generate payment details.
This opens a new window with the required payment details for your bank transfer. - Make a bank transfer using the required details.
Make sure that you copy the Reference (message) for each individual bank transfer. - Select Done.
For payments made in EUR or USD, the funds are added to your Reserve on the same day. For most other currencies, the funds are added to your Reserve on the next day.