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Set up your Adyen account for point of sale

Determine your Adyen account structure and create stores.

For point of sale your Adyen account has three levels:

  • A single company account on the Adyen platform. This represents your core business entity, and is where invoices for terminal orders are sent.

  • One or more merchant accounts under the company account. You receive the payout of funds as well as reports for reconciliation at the merchant account-level. You can group merchant accounts together in account groups, but you will still receive payouts separately for each merchant account.

  • One or more stores (store IDs) under each merchant account. These represent your physical store locations, and are used to process point-of-sale transactions. It is also possible to use merchant accounts to represent store locations.

To process payments, each Adyen payment terminal has to be assigned to the physical store location where the terminal is used. The store ID (or merchant account) represents the physical store location.

Step 1: Determine account structure

Make sure to involve your Finance Department, because the account structure influences the bank settlement (payout of funds) and cost accounting (reconciliation).

There is no ideal merchant-store account structure. This comes down to your business needs. Considerations to take into account are:

  • Customer Area access: If there are multiple stores under a merchant account, users with access to the merchant account also have access to all those stores.

  • Various aspects are handled on the merchant account level:
    • Payout of funds: Bank transfers per merchant account.
    • Invoice: Created per merchant account.
    • Transaction fees: Booked and visible as a total per merchant account.
    • Scheme fees, interchange, markup: This is transaction-level information, but in summary reports it is shown on the merchant account level only.
    • Graphical reports in the Customer Area: Show information for the merchant account and the stores under it.

A common setup is to use one merchant account for each business unit or physical store location. Each store location is then represented by a merchant account and has their own separate reporting and payout of funds.


If you operate a large number of physical store locations, we recommend using a merchant account per legal entity, country, or brand, with store IDs underneath to represent the physical stores. This reduces the number of reports and bank transfers to reconcile and reduces the effort to manage terminals, terminal configurations, and Customer Area users.


For more considerations, see Account structure and settlement and our general account documentation.

Account structure and settlement

 

Merchant account for each store

Merchant account for each country or brand
with store IDs underneath

Bank settlement

One bank transfer for each (physical) store.

One bank transfer for each settlement currency.

Transaction fees

Booked and visible for each store.

Booked and visible as total for each country or brand.

Scheme Fees, Interchange, Markup

Transaction-level information, one report file for each settlement. Store identified in summary reports by account name.

Transaction-level information, one report file for each settlement. Store indicated as data field for each transaction. In summary reports, information available on country-level only.

Invoice

Invoice possible for each store.

Invoice possible for each country, no separate invoice for each store.

Customer Area

Graphical reports for each store.

Graphical reports for each country or brand.

User credentials

User credentials can be assigned by store, making it possible to limit user rights accordingly.

Authorised merchant users have access to all information regarding a country through the Customer Area.

Stores can include daily end-of-day totals from the terminal.

Implications

Settlement of funds separated for each store which allows for a clear split in all Adyen reporting. However, in the case of many stores, large number of separate report files and bank transfers to be processed.

Simplifies terminal and configuration management, and reduces effort in managing user credentials. Reduces number of bank transfers to be reconciled.

 

Limited possibility in Adyen reporting to group reporting by country or brand.

Requires some additional financial processes, for example to book specific transaction costs (separate scheme fees or balance transfers, etc.) which are only reported on a country or brand level to the individual stores, if merchant wants to allocated these costs for each store.

 

Higher complexity in managing configurations, terminals and user credentials.

 

Suggested use case

Recommended for franchises or businesses where there is a need for real-time store reporting in the Customer Area.

Recommended where a business has many stores.

Step 2: Request merchant accounts

After you've determined an account structure, request one or more merchant accounts.

  1. Log in to your Customer Area.
  2. Go to Account > Merchant accounts.
  3. Select Request new merchant account and then Yes to create a merchant account on your test environment.
  4. Complete the requested details. For Channel, select "Point of sale" if that is your only sales channel, otherwise select "Ecommerce".
    You will receive a confirmation by email when we've created your merchant account.

Step 3: Request stores

If you decided to create an account structure of a merchant account per country (or brand or other entity) with stores underneath, wait until you've received confirmation of your merchant account(s) and then request one or more store IDs.

  1. Ask our POS Support Team for the Store Request Form.
  2. On the Entry tab of the form, complete the fields in the Value column.
    See Request a store to learn how to fill out the form. It is important that you do that correctly, to avoid delays.
  3. Send the completed form to POS Support, with a subject line of New Store request for [YOUR_MERCHANT_ACCOUNT - YOUR_COMPANY_ACCOUNT].

Next steps