Comparing the Payments List and the Self Invoice

What is the Payments List?

The Payments List in Playtomic Manager is a live tracking tool that monitors all paid and pending transactions made by players at your club. This includes bookings, activities, wallet transactions, and more. The list is updated in real time, reflecting any changes as they happen. Read more about it here.

What is the Self Invoice?

The Self Invoice (or Auto Invoice) is generated after each payment cycle. This invoice details all the money amounts Playtomic has paid to you for all the club activities sold through the platform. The amounts are based on the service date, meaning the day the product or service was provided. Learn more about the Self Invoice here.

What is the Difference?

Understanding the difference between the Payments List and the Self Invoice can be explained with this concept:

• 📽️ The Payments List is like a movie.
  It shows how payments and refunds are constantly changing as bookings are made, canceled, and as players join or leave activities. It tracks all types of payments: online, offline, and those made using the Club Wallet.

• 📷 The Self Invoice is like a picture.
  It’s captured twice a month, showing the status of payments at the end of each pay cycle. This snapshot helps finalize the pay cycle, and the payout to you is based on this fixed amount.

How to Compare the Payments List with the Self Invoice

If you’ve noticed that the amount on your self-invoice doesn’t match what’s shown in the Payments section of Playtomic Manager, you’re not alone. Here’s how to check the totals and make sure everything lines up correctly.

Let’s walk through an example:
You receive a self-invoice—SIES-7256-2025-2-004—for the second half of February with a gross total of 307.17 €.

When you go to Payments > Processed in Playtomic Manager, select the same date range and choose Online as the payment method. You’ll probably see a higher total—maybe something like 320.17 €.

Verify and fix it:

1. After applying the filters in Playtomic Manager, click Export to CSV to download the payment data. This file can be opened in Google Sheets or Excel for a closer look.

2. Open the downloaded CSV in Sheets.

3. Select all the data and enable filters. This makes it easier to focus only on what you need.

4. In the Total column, press Ctrl + H to open Find and Replace, and change all commas (,) to periods (.). This step ensures the amounts calculate correctly.

At this point, if you check the Total or P column, you’ll probably see a sum of 320.17 €, which still doesn’t match the 307.17 € shown on your self-invoice.

How to fix the difference

Go to the Payout code column and filter it to show only the code from the specific invoice you’re checking (e.g. SIES-7256-2025-2-004). This step is key to getting the correct total.

Once applied, the Total or P column will now show the correct amount: 307.17 €, matching the self-invoice exactly.

Common Questions

Why are other payments showing up in the same date range?
Sometimes payments from previous invoices are processed during the selected period. That’s why filtering by Payout code is essential.

Why are some payout codes missing?
These might be pending transactions or payments that later became chargebacks or refunds.

What if it still doesn’t match?
Try expanding the date range to include earlier periods. Some payments may be linked to your invoice but were processed late.

Can I check this directly in Playtomic Manager without exporting to Excel?
Not for now. Some clubs use tools like Zapier to automate reports via email, but the manual export is currently the most accurate way to verify.

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