Guide: My Accounts

Estimated reading: 9 minutes

The “My Accounts” section of the CentralPay Merchant Portal is where you can manage your accounts (those linked to your Merchant Profile): view account information, track completed and upcoming transactions, review historical balances, and download official monthly statements.

This section is particularly useful for accounting teams, the finance department, and those responsible for account reconciliation and month-end closings.

Go to the Merchant Portal > My Accounts

1. Available subentries

The ” My Accounts ” section consists of 4 sub-entries:

Overview
Transactions (including the ” Upcoming Transactions” tab)
Balance
Account Statements

ℹ️ Depending on your profile or settings, access to certain sub-entries may vary. The functional logic remains the same.

2. Overview

The “Overview” sub-section allows you to quickly identify the selected account and get an immediate snapshot of its financial status.

2.1. Account Information

There you’ll find, among other things, key account information:

Account owner
IBAN and BIC
Currency
Account type
Account Name (a useful filter if multiple accounts are linked to your Merchant Profile)

2.2. Real-Time Balance

The “Real-Time Balance ” section provides an instant overview of the balance, with a distinction that is useful for day-to-day management:

Available Funds (Amount immediately available in your account)
Scheduled Transactions (Scheduled Payouts and R-Transactions Scheduled for a Future Date)

ℹ️ Depending on your settings, a "reserve account balance" may also be displayed.

2.3. Changes Over Time

A graph allows you to observe trends over a period of time by combining:

the balance
Upcoming Operations (Forecast)

3. Operations

The “Transactions” sub-tab displays a list of transactions affecting the account, with a “Upcoming Transactions ” tab for transactions that are expected but have not yet been processed. This is the main view for account reconciliation and generating exports.

3.1. Two Date Concepts You Should Know

To ensure reliable accounting data, the view generally distinguishes between:

Value date: the date on which a transaction is considered to have taken effect for financial and accounting purposes (widely used for reconciliation and financial closings).
Transaction Date: Date and time of the event (useful for investigating a timeline or cross-referencing a history).

ℹ️ Recommendation: For closing or reconciliation, it’s best to use the “value date.” For an investigation, the “transaction date” is often more meaningful.

3.2. Search for a transaction

The search engine allows you to quickly find a transaction based on an accounting criterion, a reference, or an identifier.

Essential Filters

Filter	What is it used for?	Key Features / Best Practices
Account	Limit the display to transactions for a specific account.	This is essential if you have multiple accounts linked to your profile. Start by selecting the account before applying other filters.
Period (value date)	Filter transactions by a reference accounting period.	Working basis for filtering and matching. Recommended: Always specify a time period before adding more specific criteria (reference, amount, etc.).
Amount	Search for one or more transactions that match a specific amount.	Combine this with ” Account ” and ” Period ” to avoid getting too many results, especially if you have a large number of transactions for the same amount.
Reference	Find a transaction using your custom business reference (order, invoice, internal ID, etc.).	This is very useful if your teams use a shared ID between your system and CentralPay. It can also be used to group multiple lines related to the same event, depending on your settings.
Operation ID	Search for a transaction using its unique CentralPay ID.	The most precise filter: Each Operation ID corresponds to a single row. Best used for support or audit investigations when the ID is known.
Wording	Search for a transaction by its descriptive title (keyword search).	Useful when you don’t have an identifier (Operation ID, reference). Handy for finding an operation “based on what’s visible” in the list.
Type	Identify a category of transactions (credit cards, Bank transfers, direct debits, refunds, Chargebacks, etc.).	Ideal for analyzing a specific scope (e.g., only incoming bank transfers) or preparing a targeted export before reconciliation.

Advanced Filters

Advanced filters are useful for investigations (support/audit), analysis of payouts, and accounting exports. The table below summarizes their purpose and features.

Filter	What is it used for?	Key Features / Best Practices
Nature	Identify the accounting and functional origin of a transaction in order to quickly distinguish between Expense, Fund, and Management journal entries.	Fees: Transactions related to costs and commissions debited or credited to the account, associated with the use of services (e.g., transaction fees, commissions, refunds, or fee adjustments). Funds: Transactions corresponding to cash flows entering or leaving the account as part of its activity (e.g., customer transactions, Payouts, refunds). Management: Internal CentralPay transactions carried out to adjust or secure the account balance (e.g., reserve transfers, cash pledges, technical adjustments, or adjusting entries).
Source ID	Group related transactions together (e.g., a Card Authorization, the associated transaction, and its Refund) in order to analyze the entire customer journey.	The Source ID is an identifier used to group related transactions. You can either: • click “Filter by this Source ID” from a transaction in the results list; • or enter the Source ID in the search bar to display all transactions associated with that identifier.
Payout Number	View all transactions related to a payout and analyze their breakdown (funds, fees, adjustments, etc.).	This filter groups together all transactions associated with a single Payout, making it easier to understand the details and breakdown of that Payout. How do I get the payout number? • Search for thePayout transaction, open its details (action button), then click “View Payout transactions ”: the portal automatically applies the filter and displays the relevant transactions. • Alternatively, you can derive it from the Payout reference: the last digits correspond to the payout number (e.g., `PAYOUT-7usge67-153` → payout number = `153`). Please note: Details of a payout are available only when automatic payouts are enabled. The first automatic payout may not display the expected details (due to calculation method calibration).
Third Party (Third Party / Third-Party Type / Third-Party ID / Third Country)	Filter transactions by the counterparty involved (other than you) to analyze cash flows by party.	A third party is any legal entity or individual involved in the transaction other than you (for example, a customer, CentralPay, another Merchant, an external account, etc.). You can filter by either: • By a third party: name of the third party (free-form field); • by third-party ID: the third party’s CentralPay identifier (e.g., CustomerID or MerchantID), for a precise search; • By third-party type: one of the following four types: Customer, Merchant, CentralPay, External Account; • By Third-Party Country: the country in which the third party is registered (for example, based on the region where their card was issued if they are a Customer), which can be particularly useful for certain reporting requirements (e.g., VAT filings).

3.3. Debits and Credits Summary

This page provides a summary of debits and credits for the filtered period (volume and amount), with the option to break them down by transaction type (expenses, funds, management). This overview allows you to quickly verify the consistency of a period before exporting the data.

3.4. Custom Accounting Exports

From the Operations view, you can generate exports in CSV, Excel, or JSON formats. The process is simple:

Set your search criteria (account, time period, useful filters).
Start the search, then click Export.
You will receive the file via email and can download it at any time from the Merchant Portal (under ” Export Files“).

See the documentation: Accounting exports and account statements

4. Balance

The “Balance ” sub-entry provides a historical view of account balances, organized by value date (end-of-day view).

You’ll usually find the following there:

Closing Balance (End of Day)
Upcoming Transactions (Aggregate of Expected Movements)
Projected balance (balance reflecting future transactions)

ℹ️ Use case: to verify a “current” balance (for closing the books, internal control), or to compare an actual balance with a projected balance.

5. Account statements

The “Account Statements ” sub-section provides access to the official monthly statements for your CentralPay account. These documents serve as the primary records for accounting purposes and as official documentation.

At the beginning of each month, in addition to the invoice, an account statement is generated and made available in the secure area: My Accounts > Account Statements.

Two types of statements may be offered:

Detailed statement: Shows all transactions for the period.
Summary Statement: Groups transactions by day and by transaction type.

⚠️ If you have a large number of transactions, not all of them may appear on the detailed statement. In this case, we recommend exporting the data in CSV, Excel, or JSON format.