The Guest Portal Payments Report lists the payments guests make through the Guest Portal, using the Cash Transaction report with the User option set to Client Portal.
Overview
The Guest Portal Payments Report is the Cash Transaction Report filtered to the payments made through the Guest Portal. The Cash Transaction Report is a Financial Revenue report that lists Receipts, Refunds and Expenses for a date range; there is no separate Guest Portal payments report in the Reports menu.
Payments that a guest makes through their own Guest Portal login are recorded against the RMS user Client Portal. Selecting Client Portal in the report's User option limits the Cash Transaction report to those payments, with the receipt number, account, reservation, card details, gateway reference and amount of each one.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
Build the Guest Portal Payments Report when you need to see the payments guests have made online through the Guest Portal, for example:
- Daily Guest Portal payment check - each morning, the front office team builds the report for the previous day to see which reservations received a Guest Portal payment and for how much.
- Gateway reconciliation - the accounts team compares the payments on the report, using the gateway reference in the Comment column, with the Payment Gateway Settlement report.
- Monthly online payment total - management builds the report for a month with Show Detailed Transactions unticked to see only the total of Guest Portal payments under each Income Source heading.
How to Access
In the side menu of RMS, go to Reports > Accounting > Cash Transaction.
- Select the Transactions Posted Between date range.
- In User, select Client Portal.
- Select Build.
Important! Before you begin, check that the property takes payments through the Guest Portal: payments made through the Guest Portal require a Payment Gateway, and card payments are an optional setting on the Guest Portal setup screen.
Report Options
The Guest Portal Payments Report uses the report options of the Cash Transaction report. Keep User set to Client Portal, and use the other options to choose the dates, narrow the payments or change how they are grouped. Select More Options on the Report Options panel to show the options from Group By onwards.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Transactions Posted Between | Date range | Today, selected | Includes transactions with a Trans Date in the range. See Date options. |
| Transactions Created Between | Checkbox and date range | Unticked | When ticked, also limits the report to transactions created in RMS in this range. A transaction must be in both ranges. |
| Time Created Between | Checkbox and two times | Unticked, 12:00 PM and 12:00 PM | Available once Transactions Created Between is ticked. When ticked, includes transactions created from the first time on the start date to the second time on the end date. |
| Transaction Range | From and To numbers | Not selected | Reports on a range of Trans Ids, including the From and To numbers, instead of dates. Selecting it turns off the date options. |
| Property | Multi-select | All Selected | Limits the report to the selected Properties. Shown on multi-property databases only. |
| Show Detailed Transactions | Checkbox | Ticked | Lists each transaction under its heading. When unticked, only the Income Source totals and the Grand Total are shown. |
| User | Multi-select | None Selected | Limits the report to transactions created by the selected users. Select Client Portal for Guest Portal payments. None Selected includes every user. |
| Department | Multi-select | None Selected | Limits the report to transactions created by users in the selected Departments. |
| Payment Method | Multi-select | None Selected | Limits the report to the selected payment methods, shown in the Income Source column. |
| Credit Card Type | Multi-select | None Selected | Limits the report to the selected card types, for example Visa. |
| Group By | Dropdown | Income Source |
Sets the headings the transactions are grouped under. See Headings and totals. Options:
|
| Sort By | Dropdown | Trans ID |
Sets the order of the transactions under each heading. Options:
|
| Category | Multi-select | All Selected | Limits the report to the selected Categories. |
| Account Classification | Multi-select | All Selected | Limits the report to the selected account classifications, for example Reservations or Guest. |
| Income Source | Checkbox and dropdown | Unticked, Receipts |
When ticked, limits the report to one Income Source. Options:
|
| Group By Property | Checkbox | Unticked | Groups the transactions by Property. |
| New Page Per Property | Checkbox | Unticked | Starts a new page for each Property. |
| Show Only Owner Transactions | Checkbox | Unticked | Limits the report to Owner transactions. |
| Thermal Summary | Checkbox | Unticked | Replaces the report with a short Payment Summary for a thermal printer. See Thermal Summary. |
| Replace Comments with Date Banked for Direct Credit & Cheque Receipts | Checkbox | Unticked | Shows the Date Banked in the Comment column for Direct Credit and Cheque receipts. |
| Show Account Classification (CSV Export Only) | Checkbox | Unticked | Includes the Account Classification when the report is exported to CSV. |
Column Headers
The Guest Portal Payments Report shows one row for each transaction, under a heading for each Income Source and Payment Type. With User set to Client Portal, every row shows Client Portal in the User column. The report heading shows the property name (or the Enterprise name when all Properties of a multi-property database are selected), the report name and the date range, for example From 01 Feb 2021 To 28 Feb 2021.
| Column | Description | Source / Calculation |
|---|---|---|
| Rec No | The receipt number. | One receipt can appear on more than one row, each with its own Trans Id. |
| Income Source | The payment method, for example Credit Card. | Filtered by the Payment Method report option. |
| Acc No | The number of the account the transaction was posted to. | The Account No of the account, for example the reservation's account. |
| Trans Date | The date the transaction was posted. | Filtered by Transactions Posted Between. See Date options. |
| Tax Invoice | The Tax Invoice number recorded on the transaction. | Blank when the transaction has no Tax Invoice number. |
| Res No | The number of the reservation the account belongs to. | Blank for accounts that do not belong to a reservation, for example a Cash Account. |
| Guest | The name of the guest linked to the transaction, first name then surname. | With no guest name linked, the column shows the Travel Agent or Company name on those accounts, POS Account on POS accounts, Cash Account on the Cash Account, and is otherwise blank. |
| Area | The Area on the reservation. | The reservation's Area. |
| Payment Type | The type of payment within the Income Source, for example the card type Visa. For a cheque, the cheque number follows the type after a # sign. | Also the second heading when Group By is Income Source. |
| Card / Branch | For card payments made through a payment gateway, the masked card number, for example XXXX-..11. | The card used for the payment. Apple Pay payments show the Apple Pay device card number (DPAN), not the card's own number. |
| Comment | The transaction comment. | For payments made through a payment gateway, the gateway's transaction reference. |
| Trans Id | The transaction ID RMS gives each transaction. | Filtered by Transaction Range. |
| User | The RMS user who created the transaction. | Client Portal for Guest Portal payments. See Why do Guest Portal payments show the Client Portal user? |
| Amount | The amount of the transaction. | Refunds and expenses show as negative amounts. |
| Totals (rows) | A total for each heading, for example Visa Total, and a Grand Total for the report. | Sum of Amount. See Headings and totals. |
Data Sources & Calculations
The following rules explain which payments appear on the Guest Portal Payments Report and how its headings and totals are built.
Why do Guest Portal payments show the Client Portal user?
Client Portal is a system user that RMS adds for the Guest Portal, and every payment a guest makes through the Guest Portal is recorded against it. That includes payments made with Make a Payment, which is not shown for reservations in Quote status, and payments made during Pre Check-in. Payments made through the Guest Portal require a Payment Gateway.
Staff users and the other system users each have their own entry in the User list, so selecting only Client Portal leaves the Guest Portal payments. Payments from other online channels do not appear: the Corporate Portal records its payments against the Corporate Portal user, and a Pay By Link payment is recorded against the RMS user who created the link. The user appears in the list as Client Portal, not as Guest Portal.
Headings and totals
The Guest Portal Payments Report groups transactions under headings set by the Group By option, and adds a total under each heading and a Grand Total at the end:
- Income Source (default): a heading for each Income Source, for example Credit Card - Windcave, then a heading for each Payment Type, for example Visa. Each heading ends with its own total, for example Visa Total and Credit Card - Windcave Total.
- User: a heading for each user, for example Client Portal, ending with a Client Portal Total.
- No Grouping: no headings. The transactions are listed together, with a Grand Total at the end.
When Show Detailed Transactions is unticked and Group By is Income Source, the Guest Portal Payments Report shows only each Income Source heading, its total and the Grand Total. The Payment Type headings and the individual transactions are not shown. All totals are the sum of the Amount column, so refunds and expenses reduce them.
Date options
The Guest Portal Payments Report selects transactions by date or by Trans Id:
- Transactions Posted Between selects transactions by their Trans Date, the accounting date the transaction was posted on. The report heading shows this range, for example From 01 Feb 2021 To 28 Feb 2021.
- Transactions Created Between adds a second condition: the date the transaction was created in RMS. When it is ticked, a transaction appears only when it is in both date ranges.
- Time Created Between turns the created dates into one continuous window, from the first time on the start date to the second time on the end date. For example, 1 March to 2 March with 5:00 PM and 12:00 AM includes transactions created from 5:00 PM on 1 March to 12:00 AM on 2 March. A window that ends before it starts, such as 5:00 PM to 12:00 PM on a single date, returns no transactions.
- Transaction Range replaces both date options with a range of Trans Ids. The report heading then shows the range, for example Transaction Range 35115 to 35262.
Thermal Summary
When Thermal Summary is ticked, the Guest Portal Payments Report is replaced by a short Payment Summary for the date range. It shows the property name, a total for each payment method (for example Credit Card), a System Total, an Over/Short (Write In) line and a Total line to complete by hand, and an All Payments total.
Please Note! If the report shows a single row of zeros dated 01 Jan 0001 and a Grand Total of 0.00, no transactions matched the report options. Check the date range and that User is set to Client Portal, or build the report for a wider date range.
Related Reports
- Cash Transaction Report - the full reference for the report used here, including every report option and column.
- Payment Gateway Settlement - the receipts processed through a connected payment gateway, for reconciling against the funds settled into the property's bank account.
- RMS Pay Settlement Report - RMS Pay transaction details, fees and payout amounts, organised by settlement date, accounting date or batch ID.
- Guest Portal Correspondence Report - every Form Letter sent to, or received from, a guest's Guest Portal, with its current status.
- Audit Trail Report - every accounting transaction posted within a date or transaction number range.
Related Articles
- Guest Portal - how to set up the Guest Portal, including its payment options.
- Set up Pre Check-in in the Guest Portal - how to collect payment during Pre Check-in.
- Receipts in RMS - how receipts are recorded on an account.
Comments
0 comments
Please sign in to leave a comment.