The following article demonstrates how to access and navigate within the Payment Reconciliation Report for properties that use Stripe Payments. This report is used to automatically reconcile payments recorded in the RoomKeyPMS database with payments processed using Stripe Payments.
Clerk permission 4080, Payment Reconciliation Report to proceed.
Table of Contents
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 Payment Reconciliation Report
- In the Reports menu select On-line Processing, then select Payment Reconciliation Report
- In the Transaction Reconciliation window, the following information is displayed:
- Customizable Date range will automatically show transactions within the last 7 days
- Show Ignored Transactions checkbox, when enabled will show all ignored transactions in the report below, if applicable
- Transactions are grouped by date
- Click a date group to view transactions summarized by Card Type
- Click a card type to view a detailed list of transactions
- If there are discrepancies on this reconciliation report, they will appear as follows:
- "SMART Match" transactions will appear in a blue section at the top of the page, if applicable
- Non-Matching Transactions will appear in a blue section at the top of the page, if applicable
How to Use "SMART" Match
The Payment Reconciliation Report will automatically review each non-matching transaction and if two transactions appear to correspond to one another based on Match Points criteria, they appear grouped together in the "SMART Match" Transactions section.
Please note, this function is permission-based; therefore you will need Clerk permission 5000, Payment Reconciliation Report (Match) to proceed.
- In the Payment Reconciliation Report, locate the "SMART Match" Transactions section
- Select the Match All Selected Transactions button
- A Status of Matched Transactions popup window will appear, you can select the Close button
- The transactions will now appear with their corresponding match in the transactions grouped by date, Hover Over the M-icon to see the Manual Match details
What are Match Points?
Match Points are criteria that are are used to compare transactions recorded in RoomKeyPMS hotel database and those recorded in Stripe Payments to determine if they match. Specifically, "SMART Match" looks at the following transaction criteria:
- Res Id
- Credit Card Type
- Last 4 Digits (of the credit card number)
- Card Holder Name
- Transaction Amount
When non-matching transactions are identified as possible "SMART Match" Transactions, the total Match Points will appear next to the timestamp field on the Payment Reconciliation Report; you can hover on the Match Points icon to see which criteria match for these transactions (please see the screenshot below):
How to Resolve Non-Matching Transactions
The Payment Reconciliation Report will automatically identify non-matching transactions and group them at the top of the report.
- If a payment is recorded in RoomKeyPMS hotel database (left-hand side), but it was not processed through Stripe Payments, follow the How to Resolve a Transaction that does not appear in Stripe Payments steps below
- If a payment is recorded in RoomKeyPMS Payments (right-hand side), but is was not recorded in the RoomKeyPMS hotel database, follow the How to Resolve a Transaction that does not appear in RoomKeyPMS steps below
Please note, the Create Match function is permission-based; therefore you will need Clerk permission 5000, Payment Reconciliation Report (Match) to proceed.
Click below for more information:
- In the Payment Reconciliation Report, locate the Non-Matching Transactions section
- Select the transaction that appears in the [Hotel Name] column (Left-hand side)
- Select the Create Stripe Transaction button, a popup window will appear and confirm the status of the Stripe Transaction
- Review the Approved message details and select the Close button
- The transaction will now appear with its corresponding match in the transactions grouped by date, Hover Over the M-icon to see the Manual Match details
- In the Payment Reconciliation Report, locate the Non-Matching Transactions section
- Select the transaction that appears in the Stripe Payments column (Right-hand side)
- If the transaction does not have a reservation Id, you will need to post an offline transaction in RoomKeyPMS then use "SMART Match" in the Payment Reconciliation Report
- If the transaction has a reservation Id, a popup window will appear reviewing the transaction and the guest folio
- Select the Create Matching RoomKeyPMS Transaction button, a popup window will appear and confirm once the transaction is complete
- The transaction will now appear with its corresponding match in the transactions grouped by date, Hover Over the M-icon to see the Manual Match details
How to Ignore Non-Matching Transactions
Clerk permission 5020, Payment Reconciliation Report (Ignore) is required to use this function.
Why would you Ignore Non-Matching Transactions?
If you post an offline transaction and then reverse that transaction offline, this will generate two non-matching transactions in RoomKeyPMS. Because both the transaction and reversal were posted offline, they are not processed through Stripe Payments. To prevent confusion, we recommend you ignore these offline transactions.
Click below for more information:
- In the Payment Reconciliation Report, locate the Non-Matching Transactions section
- Select the transaction that appears in the [Hotel Name] column (Left-hand side)
- A popup window will appear reviewing the transaction and the guest folio, select the Ignore RoomKey Transaction button
- A popup window will appear and confirm that the transaction has been ignored, repeat Steps 2 & 3 for each applicable transaction
- In the Payment Reconciliation Report, enable the Show Ignored Transactions checkbox
- Ignored Transactions appear in the Non-Matching Transactions list, Hover Over the I-icon to see the Ignored Transaction details
