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Balances

Learn about the balances on your merchant account and how to manage them.

On this page, you'll learn about:

Balances overview

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.

  • 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. In some cases, the Payable can become negative.

  • Reserve: The available amount for refunds, payouts, chargebacks, and other operational expenses. The Reserve will only be used if your Payable balance has insufficient funds to process these transactions.

  • Deposit: The amount withheld by Adyen 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.

Check your balances

To get an overview of the balances on a merchant account:

  1. Log in to the Customer Area, and switch to this merchant account.
  2. Go to Finance > Balances overview.
    This opens a page with an overview of the Pending, Payable, Reserve, and Deposit balances on the merchant account.

Here is an example of the Balances overview page:

Reserve

Setting up a Reserve helps 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 the Payable balance. If the amount needed for the refund exceeds the funds that are available in the Payable, it 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.

Adyen does not automatically retry refund requests that failed due to insufficient funds. When enough funds are available again, you need to resubmit the failed refund request.

Set up a Reserve

To set up a Reserve, you need to have the following user roles:

  • Merchant financial
  • Merchant admin

To set up a Reserve for a merchant account:

  1. Log in to the Customer Area, and switch to the merchant account.
  2. Go to Finance > Balances overview.
  3. Select Set up a Reserve in the upper-right corner.
    This opens a pane where you can configure the Reserve.
  4. Under Threshold, enter a minimum amount that you want to be available in the Reserve. The amount needed to fill the Reserve will be deducted from your Payable when the Payable batch closes.

Get email messages about your Reserve

If you want to be notified by email when the Reserve balance drops below a certain value, select Notifications, and enter a percentage to configure this value.

Add funds to your Reserve

You have the following options to add funds to your Reserve:

  • Increase the threshold: The amount needed to fill the Reserve will be deducted from the Payable balance.
  • Set up auto-funding: The amount needed to fill the Reserve will be debited from your bank account.
  • Transfer funds into your Adyen account: We add the transferred funds to your Reserve as soon as we receive them. This can take up to four business days.

    We are currently working on a solution that allows you to transfer funds within the same day, by initiating a payment directly in your Customer Area. If you want to join the pilot to try out this feature, reach out to your Account Manager or our Finance Team.

Changing the Reserve threshold

To change the Reserve threshold, you need to have the following user roles:

  • Merchant financial
  • Merchant admin

To change the Reserve threshold for a merchant account:

  1. Log in to the Customer Area, and switch to the merchant account.
  2. Go to Finance > Balances overview.
  3. Select Set up a Reserve in the upper-right corner.
  4. Under Threshold, select Change.
  5. 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 when the Payable batch closes.
    • Lower the threshold, the amount above the new threshold will be added to your Payable balance when the Payable batch closes.

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.

Set up auto-funding

With auto-funding, we initiate a direct debit payment when the Reserve balance drops below a configured value. The amount needed to fill the Reserve is debited from the bank account where you receive the payouts for this merchant account. You can only use auto-funding for payout bank accounts in EUR, GBP, or USD.

To set up auto-funding, you need to have the following user roles:

  • Merchant financial
  • Merchant admin

To set up auto-funding for a merchant account:

  1. Log in to the Customer Area, and switch to the merchant account.
  2. Go to Finance > Balances overview.
  3. Select Set up a Reserve in the upper-right corner.
  4. Under Auto-funding, select Request.
  5. In the Request auto-funding box, enter a percentage to configure the value that will cause automatic funding to trigger:
    For example, if you enter 30 and the Reserve threshold is EUR 1200, automatic funding will trigger when 30% of the threshold has been used, that is when the Reserve balance drops below EUR 840. We will then initiate a direct debit payment to fill the Reserve up to the threshold value of EUR 1200 .

Negative Payable

If the expenses of a merchant account exceed the amount of processed payments, the Payable balance might become negative. The expenses incurred by a merchant account include:

  • Chargebacks, refunds, and payouts.
  • Invoice deductions.
  • Transaction fees, for example fees for refunds.

A negative Payable may prevent you from processing refunds and payouts, or from receiving your Deposit.

To eliminate the negative Payable, you can either:

  • Set up auto-funding: The amount needed to balance out the negative Payable will be debited from your payout bank account.
  • Request a balance transfer from a merchant account that has a positive Payable. To do this, contact your Account manager, or our Support Team.
  • Transfer funds into Adyen's bank account. We add the transferred funds to your Payable as soon as we receive them. This can take up to four business days.

See also