Automating your reconciliation process allows your team to focus on managing exceptions instead of manually reconciling each transaction. Automation requires separate sales and bank reconciliation (see Getting paid). This means separating your processes into:
- Checking consistency between your sales report and the payment requests received by Adyen.
- Validating and booking funds received on your bank account and reported costs.
If you add additional columns, remove columns or change the order of the columns in a report make sure that:
- You update any processes that depend on a certain column being present, or a certain column order.
- Other teams that use the report are aware that the columns in the report have changed.
Successful implementations within ERP systems (e.g. SAP, MS Dynamics AX, etc.) use the following approach:
Step 1: Create a debit position in a GL clearing account
For each sale or payment:
Create a receivable position in a clearing account in your ERP or accounting system. Implement this based on the existing sales reports from your Ecommerce or point-of-sale platform. Use a unique order reference to automate matching later.
You may have to perform one-to-many bookings, for example multiple partial captures.
Import Adyen's daily Received payment details report to validate the total takings for a given period, investigate any discrepancies with your sales report, and import metadata on the payment interaction.
Use this for standalone POS solutions (where this data is not visible on a cash register) to identify discrepancies as soon as possible.
Step 2: Clear the receivable positions on receipt of funds
Adyen provides a Settlement details report for each payout. The payout refers to payments from multiple sales days. We recommend you download these reports automatically and process them line-by-line as follows:
- Validate the Net Debit (NC) of the MerchantPayout line against your imported bank statement, using the unique TX…XT reference as a link:
- For each Settled and Refunded booking line (payment), credit against the open gross (sales) amount in your pending account and the Net Credit amount into a bank account using the unique order reference submitted for each payment.
- Book withheld costs (ie. Adyen commission, markup, interchange and scheme fees) into a separate cost ledger(s).
- Perform a foreign exchange (FX) re-valuation, if applicable.
Book any balance-level mutations (Fee, DepositCorrection, etc.) as well as additional payment-level booking types such as Chargebacks, PaidOut and PaymentCost items.
Add an explicit process to deal with unexpected journal types / booking lines.
Step 3: Manage Balance sheet, Profit and Loss and exceptions
- Use a transaction-level accounting approach so that all pending amounts can be recognized on your balance sheet and audited to the order level.
The approach outlined previously would produce the following bookings (for a single payment) and end balance
- Monitor your overall receivables/pending balance,
- Implement a report that allows retrieving open positions booked into the clearing account more than X days ago, and/or from a particular date. This allows you to monitor exceptions and identify any problems (e.g. all visa payments older than 10 days not yet cleared).
Match settlements to transactions
Depending on your implementation, you can store one or more keys per transaction. For example, you can configure your implementation to store the merchant transaction identifier generated by your system, and send this to Adyen via the
reference or the
merchantReference fields. Alternatively, you can store the Adyen-generated
Adyen reports include both references, so you can easily tie the report line items back to the individual transactions in your system.
We recommend automating the matching process. The following basic guidelines can get you jump-started.
Check your bank statements against the settlement records:
- Using the Settlement details report line items, update each transaction in your system with the appropriate status, as indicated in the report. For example: settled, refunded or chargeback.
- You can add a batch number field to your transaction table to look up which batch the transaction was paid out.
- You can store the settled amount, so you can keep track of the costs per transaction.
A fully automated system leaves no room for errors, and it contributes to making your bookkeeping system correct, as far as Adyen transactions are concerned.
Handle multi-currency transactions
If you have multiple settlement currencies, the Settlement details report contains a merchant payout line for each applicable settlement currency. If a settlement batch contains transactions with processing currencies other than the settlement currency, then these gross amounts are converted to the net amount in the settlement currency.
For example, if your settlement currency is EUR, and if you also process payments in SEK, you see both currencies and amounts in the reports, including the exchange rate used to convert the processing amount (SEK) to the settlement amount (EUR).
To check the exchange rate used for the currency conversion, refer to the relevant daily Exchange Rate Report.