Manage Adyen Autobatching fees

Overview

In ServiceTitan, bank deposits are groupings of payments that are named and dated to align better with your bank statements. This makes it easier to track and reconcile payments that directly affect your bank accounts. Each morning that you get a deposit in your bank, ServiceTitan automatically creates a batch that includes all payments that made up the deposit received in your bank account.

The Adyen payment processor discounts transaction fees on a daily basis. To ensure you have full visibility on the costs of your reconciliation process, you can include payment processing fees during the bank deposit workflow.

Things to know

• Customer payments and bank deposits are managed from the Transaction Hub in ServiceTitan. For more information, see Use Customer Payments and Bank Deposits modules with the Transaction Hub.

• If you are using a TSYS credit card and Adyen Pay-By-Bank, you will see a daily net for your Pay-By-Bank transactions and a monthly net for TSYS.

• The Total dollar amount for Deposits with Processing Fees is the Net Deposit, which is the Gross minus fees. For example, if the gross amount of a Deposit is $5,000 and there is $125 in fees, the Total is $4,875.

Review processing fees on Adyen Autobatches

To review the fee totals on Deposit Autobatches created by Adyen:

1. Go to the navigation bar and click Accounting .

2. In the side panel, click Bank Deposits.

3. Review the Gross Fees column. 

4. For more details, click the Adyen Autobatch deposit name. By default, it will be named Deposit AutoBatch_Adyen Deposit yyyy-mm-dd_m/dd/yyyy. 

Include payment processing fees on new deposits

To include payment processing fees on a new deposit:

1. Go to the navigation bar and click Accounting .

2. In the side panel, click Bank Deposits.

3. Click Create Deposit. 

4. Enter in the Deposit's details.

5. Click Include Payment Processing Fees.

6. Enter the Fee Amount and select a Fee Account from the dropdown.

7. When you're finished, click Create Deposit. 

Include payment processing fees on customer payments

To include payment processing fees on a customer payment that is being used to create a new deposit:

1. Go to the navigation bar and click Accounting .

2. In the side panel, click Customer Payments.

3. Select a payment and click Actions.

4. Click Add to Deposit. 

5. Enter a name for the new Deposit and click Create New Deposit.

6. Enter in the new Deposit's details.

7. Click Include Payment Processing Fees.

8. Enter the Fee Amount and select a Fee Account from the dropdown.

9. When you're finished, click Add to Deposit. 

Edit existing deposits to include processing fees

To include payment processing fees on an existing deposit:

1. Go to the navigation bar and click Accounting .

2. In the side panel, click Bank Deposits.

3. Find the deposit you want and click on it.

4. Click Actions and select Edit Deposit.         

   Note: This can only be done on deposits that aren't part of a closed Accounting Period.

5. Click Include Payment Processing Fees.

6. Enter the Fee Amount and select a Fee Account from the dropdown.

7. When you're finished, click Save. 

Reconciling fees without journal entry exporting

You can manually reconcile bank statements with payments from ServiceTitan, focusing on Adyen processing fees, if you are not using journal entries for exporting.

Before reconciling fees

Refer to the Adyen Settlement Report in ServiceTitan and use the Amount of Fees column to get the fee total before you start reconciling.

Intacct

To reconcile fees in Intacct:

1. In Intacct, navigate to Cash Management > Deposits.

2. Create your Bank Deposit for the correlating payments you have exported from ServiceTitan.

3. Navigate to General Ledger > Journal Entries.

4. Create your journal entry to:        

   1. Credit your ServiceTitan payments account.

   2. Debit your checking or appropriate bank account.

   3. Debit your Adyen Settle Fee amount.

   4. Select the appropriate Credit Card Processing Fees account.

QuickBooks Online

To reconcile fees in QuickBooks Online:

1. In QuickBooks Online, navigate to New > Create Bank Deposit.

2. Select all payments that have been exported from the Adyen batch you created in ServiceTitan.

3. Scroll to the bottom of the screen to Add Funds to this Deposit.

4. Select the expense account for your fees under Account.

5. Add the fee amount from the Adyen Settlement report as a negative value in the Amount field. For example, if fees are $100, enter "-100".

QuickBooks Desktop

To reconcile fees in QuickBooks Desktop:

1. On the QuickBooks Desktop home screen, navigate to Record Deposits.

2. Select all payments that have been exported from the Adyen batch in ServiceTitan and click Ok.

3. In the screen that lists your payments, add a new line item under the last payment of your deposit.

4. Select the expense account you will use to track fees and enter the amount of your deposit fees.

Troubleshooting

• If you are on QuickBooks Online or Intacct and interested in switching to Journal Entry exporting, reach out to your Success Manager.        

  Note: Journal Entry exporting is not yet available for QuickBooks Desktop.

• If you are noticing a discrepancy between the Adyen Settlement Report Deposit and the amount being deposited into your bank account, please contact fintech@servicetitan.com.

Want to learn more?

• See Understand the Transaction Hub

• See Use Customer Payments and Bank Deposits modules with the Transaction Hub