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A payment reconciliation mismatch is not proof that money is missing. First identify which payment stage and timestamp each record represents, then check the processor’s sales-day cutoff, payout model, business-day schedule, and adjustments. Only escalate as an exception when the expected batch or bank credit is still absent after those checks.
Understand which payment records you are comparing
Authorization, capture, settlement, payout, bank funding, and accounting reconciliation are separate stages. A payment may appear in a sales or ledger record when captured, while the processor settles it later and the bank posts the resulting funds later still. Adyen defines reconciliation as matching documentation to the actual movement of funds from payment initiation until the funds reach your account (Adyen Help Centre).
Before investigating, label both sides of the difference. Note whether each amount is gross captured sales or net funds, and which timestamp or date field it uses: capture time, processor event time, batch close, payout instruction, bank posting, or accounting date. A comparison of different stages or date fields can create an apparent mismatch even when the funds are moving as expected.
Check the sales-day cutoff and timezone
A processor’s “day” may not match a calendar day in your ledger. For Adyen, a sales day is a 24-hour period that defaults to midnight-to-midnight in the balance account’s local timezone; the closing time can be configured later (Adyen sales-day payout documentation). A transaction near the boundary can therefore land in a different sales day from one grouped by UTC or another local timezone. That is an operational consequence of the local-time cutoff, not evidence by itself of a missing payment.
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- Find the merchant or balance account’s configured sales-day closing time and timezone.
- Identify the timezone and date basis used by your ledger or reconciliation job, such as UTC, business-local time, or accounting date.
- Compare transactions around the cutoff using consistent timestamps, then check whether the processor assigned them to the expected sales day.
Identify the payout model before matching totals
The payout model determines whether a sales day maps neatly to a payout. Adyen documents two models with different reconciliation implications (Adyen payout documentation):
| Model | How funds are grouped | Reconciliation implication |
|---|---|---|
| Sales-day settlement | Captured funds are assigned to batches associated with a sales day. | Match the sales day to its corresponding batch, then allow for the applicable settlement delay. |
| Pass-through payout | Payout timing follows scheme and payment-method timelines; one sales day can be paid in multiple batches. | Do not require one sales-day total to equal one payout. Adyen says this model does not support reconciliation by day totals and requires automated reconciliation. |
Confirm the model configured for the account rather than assuming a payout should match a daily sales total. Pass-through payout makes a one-day-to-one-payout comparison especially unreliable.
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Recalculate the expected settlement window
Use the account’s configured delay and relevant calendar, not simple calendar-day counting. Adyen says available funds are settled on working days, excluding bank holidays; payout delay can depend on currency and acquisition region, and holidays can extend the wait (Adyen sales-day payout documentation).
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- Verify the configured settlement or payout delay and whether it is measured in business days.
- Check the relevant working-day calendar and bank holidays for the applicable region.
- Confirm currency and acquisition region where these affect the provider’s schedule.
- Project the expected batch or funding date from the transaction’s correct sales day, not just its calendar date.
Timelines differ across providers and payment methods. Stripe describes card settlement as typically one to three business days and funding as two to three business days in its typical timeline, while noting that processor, payment method, and bank arrangements vary (Stripe payment settlement explainer). Treat such published ranges as context, not as a substitute for the account’s actual schedule.
Bridge gross sales to net payout with adjustments
A net payout need not equal that day’s gross captured sales. Fees, refunds, chargebacks, reversals, balance transfers, and other adjustments can be added to a batch when they occur and may relate to a different sales day. Adyen documents these timing and batch effects in its payout and reconciliation guidance (sales-day payout; payout models).
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- Match fees and other deductions to their recorded event or batch.
- Match refunds, chargebacks, and reversals by their own event date; do not automatically assign them to the original sale day.
- Check for balance transfers or other entries that affect the payout but are not gross sales.
- Recalculate the batch from gross activity to net payable funds and compare the result with the payout instruction and bank credit.
Choose reports that answer the reconciliation question
For Adyen, the Settlement Detail Report is intended for payout reconciliation by payable batch. The Payment Accounting Report provides detailed invoice reconciliation. Adyen warns that other reports may not provide enough granularity or the correct timezone cutoffs for a complete invoice match (Adyen report guidance).
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Classify the result and decide when to escalate
- Timing difference: The funds appear in a later expected batch after applying the correct cutoff, payout model, delay, and holiday calendar.
- Explained net difference: The payout amount reconciles after matching fees, refunds, chargebacks, reversals, or transfers to their own events and batches.
- Unresolved exception: The expected batch, amount, or bank credit remains absent after checking the provider schedule and appropriate report evidence. Raise a processor or bank case with the account, currency, amount, transaction or batch identifiers, and relevant timestamps.
For recurring reconciliation across multiple providers, automate exception matching around each provider’s cutoff, payout model, adjustment rules, and report fields. A single shared “day total” rule is unsafe when those definitions differ.
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