This article describes the Payment Gateway Settlement report, which lists the receipts processed through a connected payment gateway so they can be reconciled against the funds settled into the property's bank account.
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The Payment Gateway Settlement report lists card receipts that were processed in RMS through a connected payment gateway for a selected date. It is used at the end of the day to reconcile those receipts against the settlement deposited into the property's account at its financial institution, so the property can confirm every gateway payment taken in RMS has been settled.
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Use Cases
- End-of-day reconciliation - Run the report as part of closing the day to match the gateway receipts taken in RMS against the gateway's settlement total.
- Settlement timing checks - Financial institutions settle in the early evening, so a late-evening receipt rolls into the next day's settlement. Run the report across adjacent days to locate a receipt that settled on the following date.
- Reconciling by card type or user - Use the Group By options to total gateway receipts by card type, account, area, currency, or the user who processed them.
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How to Access
In the side menu of RMS, go to Reports > Accounting > Payment Gateway Stlmnt. The report is titled Payment Gateway Settlement in full on the report screen.
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Report Options
| Report Option | Type | Default | Description |
|---|---|---|---|
| Transactions Between | Date | Today | The date of the gateway transactions to include. |
| Group By | Dropdown | No Grouping |
Groups the receipts into totalled sections. Options:
|
| Sort By | Dropdown | Account No |
Sets the order of the rows. Options:
|
| Show EFTPOS Transactions | Checkbox | Unticked | When ticked, includes EFTPOS gateway transactions in the report. |
| Group By Property | Checkbox | Unticked | For multi-property databases, separates the receipts per property. Optional. |
| Property | Multi-select | Current property | Limits the report to the selected properties. Shown on multi-property (Enterprise) databases only. |
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Column Headers
The report lists one row per gateway receipt, ending with a Transaction Count and a Grand Total of the Amount column.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The reservation number the receipt was taken against. | Reservation record |
| Acc No | The account number the receipt was posted to. | Reservation account |
| Guest Name | The guest on the reservation. | Guest Profile |
| Card Type | The card type used for the receipt (for example Visa, Mastercard). | Receipt record |
| Amount | The value of the receipt. Refunds appear as a negative amount. Summed in the Grand Total. | Receipt record |
| Time | The time the receipt was processed. | Receipt record |
| Trans Date | The date the receipt was processed. | Receipt record |
| Trans Id | The RMS transaction identifier for the receipt. | Receipt record |
| Rec No | The receipt number. | Receipt record |
| Gateway Ref | The reference returned by the payment gateway for the transaction, used to match the receipt to the gateway's settlement. | See Gateway settlement matching |
| Area | The area of the reservation the receipt was taken against. | Reservation record |
| User | The user who processed the receipt. | User record |
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Data Sources & Calculations
Gateway settlement matching
Each row is a receipt that RMS sent to a connected payment gateway. The Gateway Ref is the reference the gateway returned for that transaction, which is what the property uses to match the receipt against the gateway's settlement deposit at the bank. Because financial institutions settle in the early evening, a receipt taken late in the evening is included in the next day's settlement, so its settled funds appear against the following date even though the receipt's Trans Date is today.
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Related Reports
- RMS Pay Settlement Report - The equivalent settlement report for receipts processed through RMS Pay.
- Cash Transaction Report - All receipts grouped by payment method for the day's takings reconciliation.
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