Statements & reconciliation

Statements provide the financial breakdown behind the funds processed through your ICEPAY Account.

They show which transactions and adjustments were included in a financial period and help explain how ICEPAY arrived at the amount available for payout.

Statements are also the recommended starting point when reconciling ICEPAY activity with your store, accounting system, or bank account.

Statements are account-level

Statements are generated by ICEPAY independently of how payments were created.

The same statements are used whether you accept payments through a ready-made e-commerce integration, a custom Checkout API integration, or another ICEPAY payment flow.

Statement, payout, or transfer?

These terms describe different parts of the same financial process.

Statement

The financial overview that explains which payments, adjustments, costs, and balances were included in a period.

Payout

The process of collecting funds that are available to be paid out.

Transfer

The actual bank transfer from ICEPAY to the bank account registered on your ICEPAY Account.

A payout normally creates both a statement and a transfer.

The statement explains why a particular amount is available, while the transfer represents the actual movement of that amount to your bank account.

Not every statement creates an immediate transfer

ICEPAY can also create statements for administrative or other purposes.

In these cases, the amount can be carried forward instead of being transferred to your bank account immediately.

When is a statement created?

Statements can be generated in several situations.

Payout

A statement is created whenever ICEPAY initiates a payout.

It provides the detailed financial breakdown associated with that payout.

Month-end

ICEPAY performs an administrative closure at the end of each month.

A statement can be created as part of this process even when no immediate bank transfer is made.

Ad-hoc

ICEPAY may create an additional statement outside the regular payout or month-end process when required.

Because statements are also used for accounting events, the number of statements you receive does not necessarily equal the number of transfers to your bank account.

Find your statements

Statements are available in the ICEPAY Portal.

Go to:

Statements

From there you can:

• view all generated statements;
• open the detailed statement;
• download the statement as PDF;
• export the transactions included in the statement.

1. Open Statements

   Sign in to the ICEPAY Portal and go to Statements.

2. Select a statement

   Open the statement you want to review.

3. Review the financial breakdown

   Check the turnover, deductions, holdbacks, corrections, and other entries that make up the statement.

4. Export the transactions if needed

   Use the statement export when you need transaction-level data for reconciliation.

Understanding a statement

A statement can contain several financial components.

Statement item	What it means
Processed turnover	Payments included in the statement, grouped by payment method
Holdback current period	Funds reserved from the current period
Holdback available for payout	Previously reserved funds that are now released
Invoices	ICEPAY costs deducted from the statement where applicable
Corrections	Financial adjustments made by ICEPAY
Balance carried forward	An amount transferred from a previous or current statement into a later period

Not every statement contains every type of entry.

The exact structure depends on the activity on your ICEPAY Account during that period.

Processed turnover

The processed turnover represents the payments included in the statement.

The statement provides totals per payment method, while the transaction export can be used to inspect the individual payments that make up those totals.

Processed does not mean created during the same period

The date a customer created or completed a payment and the date that payment appears on a statement are not necessarily the same.

Statement inclusion depends on when the payment becomes financially available for settlement and on the payout period.

When does a payment appear on a statement?

For payment methods where ICEPAY collects the funds, a payment is generally eligible for a statement once ICEPAY has received the money.

For Checkout API payments, this corresponds conceptually with the payment becoming financially cleared:

uncleared

ICEPAY has not yet confirmed receipt of the funds.

The payment may therefore not yet be available for settlement.

cleared

ICEPAY has received the funds.

The payment can then be included according to the applicable payout and statement process.

The exact timing varies by payment method.

Some payment methods settle very quickly, while others can take several days.

PayPal behaves differently

ICEPAY does not collect PayPal funds.

Successful PayPal payments can still appear on an ICEPAY statement, but their financial handling differs from payment methods where ICEPAY receives the funds directly.

Holdbacks

Some payment methods can be subject to a holdback. A holdback temporarily reserves part of the payment amount for an agreed period.

A statement can therefore contain two different holdback entries:

Current period

Funds being held back from the current statement.

This appears as a deduction and is not included in the current payout.

Available for payout

Funds that were held back previously and have now reached the end of their holdback period.

These funds become available again.

Holdbacks currently apply to payment methods such as cards and direct debit. The agreed holdback period starts when the payment is added to a statement.

Holdback releases may appear on a later statement

Once funds are held back, their later release is accounted for separately.

This means the original payment and the released holdback do not necessarily remain linked together in the same way on later statements.

Invoices

ICEPAY creates an invoice for your account each month. By default, the invoice amount is deducted from a statement. This appears as a negative amount under the invoice portion of the statement.

For example:

Processed turnover             €10,000.00
ICEPAY invoice                   -€175.00
────────────────────────────────────────
Remaining amount                €9,825.00

If your payout frequency is more frequent than monthly, some statements may not contain ICEPAY costs because invoices are generated monthly rather than for every payout.

Invoices can be handled separately

For some ICEPAY Accounts, invoice settlement can be separated from the payout statement.

In that setup, the invoice is handled separately instead of being deducted from the statement.

Corrections

A statement can contain corrections. Corrections are financial adjustments made by ICEPAY.

Examples can include:

• correcting incorrectly charged fees;
• correcting funds that were not paid out because of an incorrect setting;
• another financial adjustment required for the account.

If you see a correction you do not recognize, review the statement details or contact the ICEPAY team for clarification.

Balance carried forward

A statement amount is not always transferred immediately.

When an amount needs to move to a later statement, it is shown as:

Balance carried forward

This can happen, for example, when:

• a transfer cannot be completed;
• the configured bank account is invalid;
• the statement was created as part of an administrative month-end closure;
• banking processing is unavailable because of a bank holiday;
• account requirements prevent the transfer from being made.

The balance remains accounted for and is included in a later statement when it can be processed.

A forwarded statement is not lost money

A carried-forward balance remains part of your ICEPAY financial records.

It is moved into a later statement rather than disappearing from the account.

Why is the payout lower than the processed turnover?

The total of the payments on a statement can be higher than the amount transferred to your bank account. This is because other financial entries can affect the final balance.

For example:

Processed turnover                 €12,000.00
Refunds                              -€500.00
Chargebacks                          -€250.00
Holdback current period              -€600.00
ICEPAY invoice                       -€200.00
Holdback released                    +€300.00
Balance carried forward              +€100.00
────────────────────────────────────────────
Amount available                   €10,850.00

This example is illustrative.

Your statement shows the actual entries that apply to your account.

Start with the statement when amounts differ

If the value of a payout is different from the total payments you expected, review the statement before comparing individual payments.

The statement explains the deductions and adjustments that result in the final amount.

Reconcile a payout

Reconciliation means verifying that the transactions in ICEPAY match the amounts recorded in your accounting system and ultimately the amount transferred to your bank account.

A practical reconciliation flow is:

1. Find the transfer

   Open Transfers in the ICEPAY Portal and select the bank transfer you want to reconcile.

2. Open the corresponding statement

   Each payout transfer is associated with a statement.

   Review that statement to understand the amount behind the transfer.

3. Check the statement total

   Confirm the amount represented by the statement and compare it with the corresponding transfer.

4. Review deductions and adjustments

   Check invoices, refunds, chargebacks, holdbacks, corrections, and carried balances.

5. Export the statement transactions

   Export the transactions belonging to the statement when you need to match individual entries.

6. Match transactions with your own records

   Use identifiers such as your order reference, payment reference, and other transaction information to reconcile ICEPAY entries with your own system.

7. Investigate any difference

   If your records still do not match, identify whether the difference comes from timing, a refund, chargeback, holdback, invoice, correction, or carried-forward balance.

Match a transfer to its statement

Transfers and payout statements use related references.

For example:

Transfer     T12345
Statement    S12345

If you have a transfer reference such as:

T12345

the corresponding statement can normally be found using:

S12345

You can also open the corresponding statement directly from the transfer in the ICEPAY Portal.

Export transactions for reconciliation

For transaction-level reconciliation, ICEPAY recommends exporting payments from the statement rather than building the reconciliation from the general Payments page.

A statement export includes the financial transactions belonging to that statement, including:

• payments;
• refunds;
• chargebacks.

This is particularly useful because it keeps the exported transaction set tied to the financial period you are reconciling.

Statement export

Recommended for reconciliation.

Contains the transactions included in a specific statement.

Payments export

Useful for quickly reviewing selected payments or a date range.

This export is intended more as a transactional overview and has a limit on the number of payments that can be exported.

Use Reporting for export formats

The Reporting page explains the available export formats and their fields in more detail.

Use this page to understand the statement and reconciliation process, and the Reporting page when you need to configure or consume an export.

What can I match on?

The transaction export contains several fields that can help connect an ICEPAY transaction to your own records.

Useful identifiers can include:

Field	Purpose
Payment ID	Identifies the ICEPAY payment
Order ID	Identifies the related order where available
Reference	Your payment or order reference
Description	Description associated with the payment
Checkout reference	Reference associated with the checkout
Provider transaction ID	Identifier supplied by the payment provider
Payment method	Identifies how the customer paid
Payment time	When the payment completed

Which field is most useful depends on how your integration stores ICEPAY payments.

Use your own reference consistently

When creating payments through the Checkout API, provide a reference that can be linked back to your own order or payment record.

A consistent reference makes transaction reconciliation much easier later.

Reconciliation and refunds

Refunds reduce the funds available on your account and can therefore affect the total amount of a statement. When reconciling a statement, make sure to include any refunds processed during the statement period rather than comparing only successful payments.

Statement exports include refunds that belong to the statement, allowing you to match them against the original payments and your accounting records. For more information about processing refunds, see the Refunds page.

Reconciliation and chargebacks

Chargebacks can also affect the financial balance of a statement. Because a chargeback can occur after the original payment has been completed and paid out, it may appear as a financial entry on a later statement.

Statement exports include chargebacks that belong to the statement. When reconciling, account for all entries in the statement rather than only the original customer payments.

Reconciliation and holdbacks

Holdbacks can make reconciliation appear more complicated because part of a payment is temporarily reserved.

For example:

Card payment                        €100.00
Holdback                            -€10.00
─────────────────────────────────────────
Available in current statement       €90.00

The held amount can become available on a later statement after the holdback period expires.

When reconciling, treat:

• the original payment;
• the holdback;
• the later holdback release;

as separate financial entries in the statement process.

Reconciliation and invoices

If ICEPAY invoices are deducted from your statement, they also need to be included in your reconciliation.

For example:

Transactions available for payout     €5,000.00
ICEPAY invoice                         -€150.00
────────────────────────────────────────────
Transfer                              €4,850.00

The transaction total and bank transfer therefore do not match until the invoice deduction is included.

Month-end statements

ICEPAY can create a statement as part of the administrative month-end closure. This statement does not necessarily represent a normal payout.

For example, it can contain an invoice amount or result in a balance being carried forward to the next statement.

Do not expect every statement to have a bank transfer

When reconciling month-end activity, first determine why the statement was created.

A payout statement and an administrative month-end statement can have different purposes.

Structured reconciliation with CAMT.053

ICEPAY also provides a CAMT.053 export for more structured financial reconciliation.

CAMT.053 is a standardized XML bank-statement format that can represent:

• payments;
• refunds;
• invoices;
• payouts;
• holdbacks;
• holdback releases;
• transfers.

The ICEPAY CAMT.053 export models different financial account types, including the transaction account, transit account, and holdback account.

Reporting

Learn about CSV and CAMT.053 exports and the fields available for financial reporting.

What to remember

• A statement is the financial breakdown behind ICEPAY Account activity.
• Statements are created for payouts, month-end closure, and in some ad-hoc situations.
• Not every statement results in an immediate bank transfer.
• Processed turnover can be adjusted by refunds, chargebacks, invoices, holdbacks, corrections, and carried-forward balances.
• For transaction-level reconciliation, use the export from the statement.
• A payment may appear on a later statement than the date on which the customer completed it.
• The statement is the best starting point when a payout amount differs from your expected transaction total.
• Use the Reporting page for detailed CSV and CAMT.053 export documentation.

Continue reading

Payouts

Learn how available funds are collected and transferred to your bank account.

Invoices & fees

Understand ICEPAY invoices and how costs can affect your statement.

Reporting

Learn how to export transaction and accounting data using CSV and CAMT.053.

Payment lifecycle

Understand the difference between payment completion and financially cleared funds.

Troubleshooting

A payment is missing from the statement

A payment may have completed but not yet been financially available when the statement was created.

Check whether the payment was still uncleared at that time. Depending on the payment method, the funds may only become available later and appear on a subsequent statement.

The payout amount does not match my payment total

The payout amount can be affected by more than just completed payments.

Review the statement for:

• refunds;
• chargebacks;
• invoices;
• holdbacks;
• released holdbacks;
• corrections;
• balance carried forward.

Reconcile the payout against the complete statement rather than only the payment total.

A refund is affecting the statement

Refunds reduce the funds available for payout.

Check the statement export to confirm which refunds were included in the financial period and match them against the corresponding payments in your own records.

A chargeback appears on the statement

A chargeback can create a financial adjustment after the original payment was already completed or paid out.

Review the chargeback in the ICEPAY Portal and include it as a separate financial entry when reconciling the statement.

The statement contains a holdback

Some funds can be temporarily reserved because of a holdback.

Check whether the statement contains:

• a holdback for the current period; or
• a release of funds that were held back on an earlier statement.

Held funds are not lost. They can become available on a later statement after the agreed holdback period ends.

The statement contains an invoice deduction

ICEPAY invoices are normally deducted from a statement. This can make the payout amount lower than the value of the processed payments.

Open the invoice and compare the deducted amount with the invoice entry shown on the statement.

The statement contains a correction I do not recognize

Corrections are financial adjustments made by ICEPAY. Review the correction details on the statement.

If the reason is unclear, contact the ICEPAY team and include the statement reference and the correction you want clarified.

The balance was carried forward

A statement can move its balance to a later statement instead of creating an immediate bank transfer.

This can happen, for example, because of:

• an administrative month-end closure;
• a bank holiday;
• an invalid or unavailable bank account;
• another reason that prevents the transfer from being completed.

The carried-forward amount remains part of your ICEPAY financial records and can be included in a later statement.

The transfer does not match the statement

First confirm that you are comparing the transfer with the correct statement.

Transfers and payout statements use related references, for example:

Transfer     T12345
Statement    S12345

Open the transfer in the ICEPAY Portal and use the linked statement to verify the financial breakdown.

If the amounts still do not match, review the statement for deductions, corrections, holdbacks, or a carried-forward balance.

My accounting system does not match the ICEPAY statement

Reconcile the transactions from the statement export rather than comparing only by calendar date. Payments can appear on a different statement from the date on which the customer completed them.

Use identifiers such as your order reference, payment reference, and ICEPAY payment identifier to match transactions with your own records.