Settlement Records in the plattform

Settlement Records

This section explains how Settlement Records are generated and managed in the platform, and how merchants can use them for reconciliation and accounting purposes.

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Settlement Records are created only under the following conditions:

The acquirer is on the Supported Acquirer List supported-acquirers.md
For external acquirers (i.e., not using Wallee Acquiring), settlement records are only generated for e-commerce transactions.

Recommendation: For complete and automated reconciliation, we recommend using Wallee Acquiring see more details in reconciliation-and-settlement-via-wallee.

Bank Transactions

If the Acquirer & Correct (Settlement Reconciliation) integration is properly enabled with the acquirer, the platform will generate Bank Transactions. These are available in the Settlement section of your Space and represent actual payouts from the acquirer to your bank account. When a Bank Transaction is settled it means that the funds are now available to the acquirer and will be included in the next payout.

Space > Settlement contains all of those entries. If you have multiple space you will need to read the settlement records for all of the spaces.

Supported Transaction Types

Type	Description
`CHARGE`	Payouts for successfully captured transactions. The information contain fee and value date if the acquirer provides those data.
`REFUND`	Outgoing funds for customer refunds that are finacially effective and paid.
`REFUND_RECOVERY`	Funds recovered after a successful chargeback representment (Second Presentment). Please note that in case of a Chargeback respectively a merhcant initiated refund the money will directly be deducted from the settlement. This has then to be fought by the merchant and will then be recoreded as refund recovery.
`INTERNAL_TRANSFER`	Used for internal balance movements, not directly linked to merchant activity. This entity is not available for most settlement formats.

Record Attributes

Each Settlement Record contains the following key fields:

Field	Description
`reference`	Unique reference ID of the settlement
`type`	Settlement status: `PENDING`, `UPCOMING`, or `SETTLED`
`valueAmount`	Amount expected or settled
`valueDate`	Value date (valutadatum) of the transaction
`netSettlement`	Final amount transferred after fees and adjustments

API Access

To integrate these records into your financial accounting system, we recommend fetching the following transaction types via the API in order to have a full picture of the transactions:

CHARGE
REFUND
REFUND_RECOVERY

Refer to the API Reference for the relevant endpoints.

Note: You can also export this data from the UI, including valueAmount, netAmount, fee, and valueDate the data is provided as csv. In order to automate the process we ask you to use the respective endpoints.

Accounting Best Practices

We recommend the following accounting setup:

Use clearing accounts to book settlement flows.
Post each settlement line item (CHARGE, REFUND, etc.) against this clearing account.
Reconcile the clearing account against actual bank payouts using the provided valueDate and netAmount fields.

Reconciliation Tools

For better automation, we strongly recommend using the Reconciliation Tools listed below in the section reconciliation-tools. They take care of the full accounting.

These tools allow you to retrieve or export all relevant data points for smooth financial operations.