Accounts receivable balance positions

The accounts receivable dashboard allows you to view the total open balances and positions for your Company or Merchant accounts. To help you streamline the way you close your fiscal period, you can also download a list of all transactions that make up the account's open balances.

Requirements

Before you begin, take into account the following requirements and limitations.

How it works

The first time you access the Accounts receivable dashboard, you have to set up a schedule for generating an accounts receivable overview. This schedule instructs Adyen to generate an overview for you at the moment that matters for your business. For example, at the end of each month, when you need to close your books.

After you set up a schedule, you can manually generate additional accounts receivable overviews for specific dates in the past.

Generate overviews

To help you close out your financial period, you can create a schedule to generate an accounts receivable overview and transaction report on a specific date each month.

To create a schedule to generate accounts receivable overviews

1. In your Customer Area, select the Company or Merchant account for which you want to generate accounts receivable positions.
2. Go to Finance > Accounts receivable.
3. Select Set up a schedule.
4. Select the Time zone relevant to your business.
5. Select the option that best fits when your fiscal month ends.
   • On the last day of the calendar month: If you select this option, Adyen generates a new accounts receivable overview that is ready to view on the first day of the following month.
     Adyen generates an overview monthly until you cancel or change the schedule.
   • Custom: We recommend this option for companies whose fiscal calendar follows a pattern other than "end of the calendar month". For example, your company operates and closes its books on a 4-4-5 fiscal calendar.
6. If you selected Custom, select the end dates for each remaining fiscal month of the year.
   You can select Add date to keep adding custom end dates to your fiscal closing schedule.
   Adyen generates overviews for as long as dates have been added. When the last overview in your schedule is generated, you get a prompt to select additional dates.
7. Select Next to review your schedule.
8. Select Save to confirm your overview schedule.

To manually generate an accounts receivable overview

After you have set up a schedule, you can manually generate additional accounts receivable overviews for a specific date in the past.

1. Log in to your Customer Area.
2. Select the Company or Merchant account for which you want to generate an accounts receivable positions overview.
3. Go to Finance > Accounts receivable.
4. Select ... > Generate data for another period.
5. Select the date and timezone for which you want to view an accounts receivable positions overview, and select Generate.

It may take some time to generate an accounts receivable overview for your account.

Accounts receivable overview

When you generate an accounts receivable overview, the following information is available to you on the accounts receivable dashboard for the date you select.

Total receivable
The total receivable balance is the sum of the transactions that Adyen has captured but not yet paid out.

If the account transacts in multiple currencies, all transactions are converted to the account's base currency, and summed to reach this number.

• For Company accounts, the base currency is the invoice currency on the Invoice Settings page in your Customer Area.
• For Merchant accounts, the base currency is the Primary Settlement Currency setting for your Merchant account. To locate this, select Settings > Account settings in your Customer Area.

Total balance
The sum of the Total receivable, the Reserve, and the Deposit.

Reserve
Money added by you to cover refunds, chargebacks, and other operational expenses. These funds are only used if the account has insufficient in-process funds to process these transactions.

Deposit
The amount withheld by Adyen to cover potential liabilities due to payment processing. Not all accounts hold a deposit. If no deposit is held, the value is 0.

Currency breakdown
If the account transacts in multiple currencies, the total balances for each currency appear in this section.
These balances are converted to the account's base currency and added together to equal the Total receivable balance.

Download a transaction report

When an accounts receivable overview is generated, a report of all transactions that are part of that account's total receivable balance is also generated. You can download this transaction report to compare with your records for financial reconciliation.

Note: The transaction report is not delivered like other reports from Adyen. We do not notify you with a webhook that your report is ready, and we do not deliver this report to an SFTP integration you may have set up for other reports.

To download a transaction report

1. Select a Date from the list of available accounts receivable overviews, then select Apply.
2. Select Download transactions.
   The report is in CSV format, and uses the following name format: balance_sheet_reconciliation_<report-uuid>_YYYY-MM-DD.csv

Not all columns in the transaction report are enabled by default. You may also want to change the order in which the columns appear in the report.

To configure columns in your transaction report

1. Select ... > Configure transaction download and choose the columns you want add or remove from your report. You can also move columns to reorder their position in the report.
2. Select Save.

Report structure

The transaction report contains the following columns and data.

Sample report

Download a sample transaction report for examples of the included data.

Report example

Here is an example of what the report looks like.