Reconciling your payments (Adyen)

Each platform and club may handle payment reconciliation differently. This guide will walk you through the various ways you can gather data and reports to find a method that best fits your club.

When using 360Player and Adyen, you receive your own dedicated Adyen account. To reconcile transactions made through 360Player correctly, it is important to base your reporting on your Adyen account, not the account where the funds are ultimately transferred.

Below is a simple overview showing where you should focus your reconciliation. Don’t worry, we will explain why this approach matters.

Your Adyen account records instant balance changes whenever a customer makes a payment on the 360Player platform. However, there is often a delay (up to 48 hours) before the funds are available for transfer to your regular bank account, due to settlement times with card networks.

The Booking Date is the date of the original payment when your Adyen account recognizes the funds. This is the date you should use in your reporting to accurately reflect your financial activity.

Transfers to your regular bank account occur on a set schedule, which can vary between clubs, though weekly transfers are most common. Weekly transfers are recommended to maintain an active balance in your Adyen account, which is helpful for handling potential refunds efficiently.

Here’s an example of how a week might look for a club with ongoing transactions and occasional refunds:

Since hundreds of transactions occur at different times, and transfers are delayed, it is best practice to reconcile every change within your Adyen account rather than focusing only on the funds moved to your external account.

To track your balance and enable accurate reporting, use the Balance Report, located in: Payments → Reports → Balance

This report shows all transactions in real-time, including gross amounts, net amounts, and fees for each transaction, along with related invoices. You can also export this report for external record-keeping.

The Balance Report will also display any transfers made to your regular bank account.

If you prefer to track revenue in aggregate, you can use the Revenue Report, located in Payments → Reports → Revenue

This report allows you to view all invoiced or paid volumes for a chosen time period across:

For example, using the product filter, you can track exactly how much revenue you’ve received from all products, including service fees, for any selected date range.

The data in this report updates instantly with each transaction and aligns with the Booking Date, not the transfer date to your regular account.

Currently, the Revenue Report shows gross amounts only, but we are working to add net amounts and fee breakdowns. In the meantime, you can aggregate fees for a period using the Balance Report.

If you need to reconcile transactions with the exact transfers to your regular bank account, it is possible through manual mapping in Excel.

To match transactions to a transfer:

This mapping will allow you to see exactly which invoices and products were part of each transfer. If you do not need product-level detail, you can use the Gross Invoice Export for simpler mapping.