Support Centre

Payment Processing & Reconciliation Webinar

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This webinar demonstrates the steps required to process authorizations, payments, refunds, etc. based on the different types of processing methods supported by RoomKeyPMS, including: Manual/Standalone Processing, 3rd-Party Credit Card Interfaces, and our embedded RoomKeyPMS Payments solution. 

In addition to the different processing methods, this webinar also compares the methods used for daily reconciliation and our recommendations for maintaining accurate end-of-day reports.

Table of Contents

Processing Methods and Definitions

There are three credit card processing methods supported by RoomKeyPMS:

  • A Manual/Standalone credit card processing machine
  • A 3rd Party credit card processing interface (Shift4)
  • RoomKeyPAYMENTS embedded payment processor

Click below for more information:

Expand or collapse content Processing Methods

The following videos describe the types of processing tasks that can be completed and recorded in RoomKeyPMS.

Click below for more information:

Expand or collapse content Payment, Authorization and Settle
Expand or collapse content Reverse, Adjustment and Void

Manual Credit Card Processor

A Manual Credit Card Processor is a standalone machine, that is not connected to our software and therefore all tasks must be performed manually first, then recorded in RoomKeyPMS. 

Click below for more information:

Expand or collapse content How to Take a Payment
Expand or collapse content How to Take an Authorization
Expand or collapse content How to Settle an Authorization
Expand or collapse content How to Refund a Payment
Expand or collapse content How to Void an Authorization

3rd Party Interfaces & RoomKeyPAYMENTS Embedded Processor

3rd Party Interfaces and RoomKeyPAYMENTS are connected to our software. They allow you to perform tasks directly in RoomKeyPMS, automatically record authorization (Auth Code) details, and provide security via tokenization to ensure your guest data remains secure. 

Click below for more information:

Expand or collapse content How to Take a Payment
Expand or collapse content How to Take an Authorization
Expand or collapse content How to Settle an Authorization
Expand or collapse content How to Reverse a Payment
Expand or collapse content How to Adjust a Payment
Expand or collapse content How to Void an Authorization

Payment Reconciliation 

Payment Reconciliation is a daily task required to ensure payments are accurately processed and recorded in RoomKeyPMS so a batch can be settled and ultimately deposited (aka Funded) into the Hotel Bank Account. 

Manual Credit Card Processor

A Manual Credit Card Processor is a standalone machine, that is not connected to our software. To reconcile your payments at the end of the day, you will need to generate a Batch Report from the machine and compare it to the values in the payments section of the Transaction Register Balance Summary report in RoomKeyPMS. 

Click below for more information:

Expand or collapse content Payment Reconciliation using a Manual Processor

3rd Party Credit Card Interface

A 3rd Party credit card interface (like Shift4) is connect to our software for processing purposes, but staff are required to perform payment reconciliation manually. To reconcile your payments at the end of the day, you will need to generate a summary of current transactions (aka a Batch Report, or Batch Summary) from the Processor Portal and compare it to the values in the payments section of the Transaction Register Balance Summary report in RoomKeyPMS. 

Click below for more information:

Expand or collapse content Payment Reconciliation using a 3rd Party Interface

RoomKeyPAYMENTS Embedded Processor

RoomKeyPAYMENTS is a fully embedded payment and reconciliation tool for our clients. This solution features automatic reconciliation and funding, ensuring that accurate deposits are received in the hotel bank account in a timely manner. 

To review your reconciled payments each day, you will review the Payment Reconciliation Report found in the On line Processing section of the Reports menu. This report will proactively identify any processing discrepancies as Non-Matching Transactions and we provide steps to fix these directly in the report (these are outlined in the troubleshooting videos below).

To review the bank deposits that have been funded (aka "batched" and sent to the bank), you will review the Deposit Reconciliation Report found in the On line Processing section of the Reports menu. Because Funding relies on accurately reconciled payments, you will see a notification if a processing discrepancy is detected. 

Click below for more information:

Expand or collapse content Payment Reconciliation Report
Expand or collapse content Deposit Reconciliation Report
Expand or collapse content Troubleshooting: How to Use SMART Match
Expand or collapse content Troubleshooting: How to Fix Non-Matching Transactions
Expand or collapse content Troubleshooting: How to Ignore Non-Matching Transactions

VIDEO ARCHIVE

The video below is a previous webinar hosted in 2022 that exclusively focuses on the reconciliation processes we recommend for Manual processors, 3rd-Party Interface processors and RoomKeyPMS Payments (powered by Fullsteam)

Expand or collapse content Credit Card Reconciliation [ARCHIVED WEBINAR]

Please note, this webinar contains some out-of-date information regarding 3rd-party interfaces and our RoomKeyPMS Payments solution. Therefore we do not recommend this webinar for training purposes, this is for archival reference only.

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