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Gift Card Reconciliation
Valutec gift card payments are processed using Fullsteam payment processing. When a guest uses a gift card to pay for their stay, you will see that payment appear on the Payment Reconciliation Report (Reports > On-line Processing > Payment Reconciliation Report). We recommend that you include gift card reconciliation in your daily reconciliation practices, alongside credit card reconciliation.
Click below for more information:
There are two ways Valutec Gift Cards should be reconciled at the end of the day:
1 - Valutec Gift Card Payments are automatically reconciled each day alongside Credit Card Payments using the Payment Reconciliation Report (Reports > On-line Processing > Payment Reconciliation Report)
2 - The Valutec Transaction Detail Report, which can be run by Group Level or Location Level and should be compared with the RoomKey Transaction Register Balance Report as part of the Night Audit Reconciliation process.
For the Valutec Transaction Detail Report:
- Go to https://fullsteam.valutec.net/
- Log on with your user name and password
- Click on “Report Generator”
- Select “Valutec Transaction Details”
- Choose the Beginning and End Date for the report
- Click ”Run Report”
For the RoomKey Transaction Register Balance Report:
- Login to RoomKeyPMS
- Go to Reports -> Financial -> Transaction Register Balance -> Summary
- Choose the Beginning & End Date for the Report
- Select "OK" to run
Using both the Valutec Report & the RoomKeyPMS Report compare:
- Total Gift Card Purchases
- Total Gift Cards Redeemed
NOTE: If there are any discrepancies between the Valutec Report totals vs. the RoomKeyPMS Report totals then the following report can be generated to compare each individual transaction between the reports to help locate the discrepancy:
- Reports -> Financial -> Transaction Register Balance -> Detail -> with Guest Name
- Choose the Beginning & End Date for the Report
- Select "OK" to run
If a processing error occurs when a gift card is used as payment, it will cause a Non-Matching Transaction to appear on the Payment Reconciliation Report.
In the Payment Reconciliation Report
- Click the Non-Matching Transaction
- In the popup window, click one of the following options to create a match:
- Create RoomKey Transaction: this option will create a gift card payment transaction in the guest folio in RoomKeyPMS
- Create Fullsteam Transaction: this option will process the gift card in Fullsteam
An approval message will appear in a popup window. You can click the Close button to complete the process.
Once completed, the matched transactions will appear in today's list of reconciled transactions with an M icon. This icon indicates that the transaction was reconciled, or matched, manually by a user. When you hover on the icon, you can see the time/date and username details for this manual match.
Optional Gift Card Hardware
To streamline the gift card operations, you can incorporate card swipers and/or barcorde scanners at your Front Desk. These devices replace the need to manually type-in the full gift card number when you want to use a gift card for payment, check the balance of a gift card, or activate/add value to an existing gift card.
Click below for more information:
A 3-Track Magnetic Stripe Card Reader is compatible with the RoomKeyPMS Gift Cards module. This device is typically mounted to your keyboard and connected to your computer via USB; you can simply plug and play, no installation required.
A 2D Barcode Scanner is compatible with the RoomKeyPMS Gift Cards module. This device can be connected to your computer via USB and no installation software is required.
