Specific considerations for Point of Sale

If you are operating POS terminals, consider the following points:

  • Link payments on a transaction-level using a unique reference, which in an integrated setup should be synchronized between POS and terminal.
  • In case of a non-integrated setup:
    • There may be discrepancies between your cash register report and Adyen's data. For example, if an incorrect amount was entered on terminal, or if items were paid for but not entered in the POS, and so on. These issues can usually be identified using transaction-level Payment accounting report.
    • To allow automatic transaction matching, you could implement a 'day counter' for the Nth transaction on the day on both cash register and terminal, where each payment would be identified uniquely in the format "yyyymmdd-{ipdaycounter}"
  • We recommend explicitly considering fallback processes for scenarios such as offline processing or connection problems between cash register and terminal.

Implications of account structure

Adyen provides a flexible account structure of a master 'company account' with multiple child 'merchant accounts'. A common setup is to use one merchant account per business unit or physical retail location.

Payout of funds, as well as cost accounting and separation within the Adyen customer area and reports, will be by merchant account.

If you operate a large number of physical stores, we recommend using a merchant account per legal entity or country/brand, with a property on transaction level identifying the individual store location. 

The choice of account setup will influence bank settlement, the cost accounting and ability to limit user credentials to a particular store.

 

Merchant account per store

Merchant account per country/brand

Bank settlement

One bank transfer per (physical) store

One bank transfer per settlement currency

Transaction fees

Booked and visible per store

Booked and visible as total per country/brand

Scheme Fees, Interchange, Markup

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

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

Invoice

Invoice possible per store.

Invoice possible per country, no separate invoice per store.

Customer area

Graphical reports per store

Graphical reports per country/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 Adyen Customer Area.(Note that stores can have daily end-of-day totals from the terminal)

Implications

Settlement of funds separated per store, 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 & 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/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/brand level to the individual stores, if merchant wants to allocated these costs per store.

Higher complexity in managing configurations, terminals and user credentials.

Suggested use case

Recommended for franchises. Need for real-time store reporting inside customer area

In case of many stores and mainly owned stores.

Questions

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