Understanding your account statement

Understanding your account statement

This page guides you step-by-step through your Barclaycard Payment Solutions gross account statement, explaining all the details so you can reconcile your accounts easily. 
Note: your statement also doubles as a VAT invoice.

Your invoice explained

Here we show an example of an invoice, complete with annotated explanations.

1. Merchant number
Your unique identifying number – you will need to quote this if you call customer services.

2. Contact information
How to contact us online, on the phone or by post.

3. Total amount due
This is the total value of the charges for the month. 

4. Your charges, in groups
Your charges broken down by category. For example: Monthly charges, Transaction charges, and Activity-based charges. These are all displayed according to your agreed Charging schedule. (We’ll look at the charges in more detail later in this article.)

5. VAT summary
A breakdown of transactions you do and don’t have to pay VAT on, and how much VAT you’ll owe this month

6. Itemised list of charges
Each charge category (4) is made up of sub-categories, which are itemised here.


7. Location specific information
The charges are also broken down by locations/outlets, so you can get a clear overview of your activity.

Monthly charges

Charges listed in this section of your statement include the monthly cost of terminal rental, minimum billing fees and other regular fees. The most common are:

Minimum Billing Charge

This is when we set a minimum transaction charge for each month. If all of your card transaction charges for the month come to less than your minimum billing amount, we’ll charge you the difference.

For example, if your minimum billing amount is £20:

Month 1

Month 2

You take £1,000 of card sales, charged at 1.5%

You take £1,500 of card sales charged at 1.5%

Total card transaction charges = £15

Total card transaction charges = £22.50

Your charges come below the £20 threshold, so we take a £5 Minimum Billing Charge to bring the total to £20.

Charges are above £20, so there will be no Minimum Billing Charge.

Terminal rental fees

These may appear on your statement as Terminal Rental, or it may specify the type of card machine you are renting, for example PDQ Classic, or PDQ Mobile.

eCommerce Charges

Only applicable for customers using our online payment gateways. For example: Smartpay I (ePDQ), Smartpay A or Smartpay B.

Merchant Security Programme

The monthly charge for Data Security Manager, a tool we provide to help you manage your PCI DSS compliance.

PCI Fee

If you do not meet the Payment Card Industry Data Security Standard (PCI DSS), we will charge an extra fee on each transaction. Find out more about PCI DSS compliance. 

Transaction charges

These are the fees we charge for processing sales and refunds, broken down by type. For example, you could see… 

Charge type

Value

Rate per transaction

Count

Total

VISA Consumer Debit

£107.12  

0.9% & £0.01

8

£1.04

VISA Consumer Debit Refund Ppt

£15.05

£0.30

1

£0.30

Table explanation: 

  • The business has processed 8 transactions from Visa Consumer Debit cards during this period
  • The total amount of these transactions was £107.12
  • The rate is 0.9% of each transaction amount, plus £0.01 per transaction
  • The total fees for these transactions amount to £1.04
  • The business has refunded a total of £15.05 against Visa Consumer Debit card transactions
  • There’s a flat fee of £0.30 for each refund, and 1 refund has been processed, so the total fee is £0.30

There are other charges for specific types of transactions, for example:

ePDQ Transaction Charges

This is only applicable for customers who use our online payment gateway, ePDQ.

Unapproved transaction

In the rare case that you take a payment on a card type which our systems don’t recognise, then it will be charged at our agreed default rate, and appear on your statement as “Unapproved transaction”.

Activity based charges

These are charges incurred based on activity on your account, including authorisations, chargeback & retrieval fees, and more.

Non-Secure Transaction Charge

Non-secure payments carry a higher risk, so we charge you an extra percentage of the transaction value. They appear on your statement as ‘Non-Qual’, or ‘Non-Qualifying’. Types of non-secure payments include:

  • Mail order and phone payments that don’t include the CSC number (that’s the last three digits on the back of the card/signature strip)
  • Internet payments that don’t use 3D secure verification, e.g. Verified by Visa, MasterCard SecureCode
  • Face-to-face payments that you take by swiping the magnetic stripe on the card through the card machine or using the manual imprinter
  • Face-to-face payments on a card machine if you don’t use Chip & PIN or contactless

Chargeback fees

These might appear on your statement as Retrieval Fee or Chargeback Administration Fee. Chargebacks happen when a payment you receive is later disputed by the cardholder or issuer, and we get asked to explain the transaction (see our chargebacks page for more info). If you need to investigate or dispute a chargeback, please contact us.

Electronic Authorisations

An Authorisation Fee is normally charged for every authorisation your card machine requests from our servers.

Voice Authorisations

Occasionally you might need to use our telephone service to get an authorisation on a card transaction. This can happen if for some reason you can't authorise electronically, or if your card machine instructs you to authorise over the phone. Using this service incurs a fee.

VAT Adjustments 

An adjustment of VAT on your account.

Other charges

There are other charges that may occasionally appear on your statement. If you need an explanation, please get in touch.