The following article demonstrates how to access and navigate within the Payout Reconciliation Report for properties that use Stripe Payments. This report is used to reconcile bank deposits for funds processed by Stripe.
Clerk permission 5030, Payout/Deposit Reconciliation Report is required to proceed.
All computers at the property, regardless if they will be using the interface to process credit cards or not, MUST be updated to Version 11.0.0.29 or higher
How to Access the Payout Reconciliation Report
To access the report, go to Reports => On-Line Processing => Payout Reconciliation Report:
- Only 1 payout can be viewed at a time
- There are two ways to search for Payouts using this report:
- Select a date range (max 31 days) then click Get Payouts. You can use the use the Filter drop down to select a payout
- Enter the Payout ID, then click Get Payout
The Payout Reconciliation Report will display the following data for the selected Payout ID:
- Property Transaction Totals: the total amount of payments posted in RoomKeyPMS for this Payout ID (should match the RoomKeyPMS Payments Transaction Totals)
- Stripe Payments Transaction Totals: the total amount of payments appearing in Stripe for this Payout ID (should match the Property Transactions Totals)
- Stripe Fees: all Fees incurred for this Payout ID
- Net Deposit: the total amount deposited into the Clients Bank Account after Fees are deducted from Payments
These totals can be compared to the Payout Detail report in the Stripe Portal (found in Balances -> Payouts and select the Payout you wish to view).
Click the Transaction Detail Total radio-button to view more transaction information
Chargebacks
Chargebacks are transactions that have been disputed by guest/cardholder. When a cardholder disputes a charge, they are refunded the money and it is then up to the hotel to provide Stripe with the appropriate documentation to prove the charge was valid.
When a Chargeback is incurred you are charged a "Chargeback Fee" on top of a "Transaction Fee". Chargebacks appear on top of the report in a section called Miscellaneous Stripe Transactions
Chargebacks do not appear in the Transaction Register Balance (TRB) or Journal Entry reports, and they should not be recorded in RoomKeyPMS. Chargebacks should be recorded in your Accounting software directly.
Non-Matching Transactions
This report pulls Transaction data from Stripe first, and then locates the matching transactions in RoomKeyPMS. If we are unable to locate a corresponding RoomKeyPMS Transaction for a Stripe Transaction, it will appear at the top of the report as Non-Matching Transactions. If you see a Non-Matching Transaction, you should:
1. Click the Transaction Reconciliation button, and Resolve Non-Matching Transaction
2. Once fixed, click the Payout Reconciliation button
Non-Matching section will disappear and will populate with the correct data from RoomKeyPMS.
