How To Reconcile Charges Between Stayntouch Pay Essentials Portal & Stayntouch PMS

1. Verify Payments in Stayntouch PMS

In Stayntouch PMS, navigate to Finance > Journal > Payments for the date you wish to reconcile.

Identify the total amount of payments processed via credit card.
Note this total for comparison during the reconciliation process.

2. Confirm Sales Total for the Day in Stayntouch Pay Essentials Portal

Log into the Stayntouch Pay Essentials Portal.
Navigate to Finance > Sales to Payout > Sales.
- Use the Transaction Search feature.
- Apply filters.
- Booking Date: Select the date you are reconciling.
Check the total under Sales - Refunds to ensure it matches the amount recorded in the PMS.

3. Generate the Interactive Payment Accounting Report

Navigate to Finance > Interactive payment accounting report > Manage Report and download the CSV.

Open the Interactive Payment Accounting Reportand filter:
- Booking Date: Select the date you are reconciling.
- Record Type: Choose SentforSettle and SentforRefund.
Review the total under the Captured column. This will match the amount of credit card sales on the PMS showing in the Journal.
Note: Depending on when EOD is set to run in the PMS and Stayntouch, the booking date range may need to be expanded or reduced to include all the transactions.
See this article for more information: https://docs.adyen.com/franchisees/interactive-payment-accounting-report/

4. Compare Totals Across Systems

Verify that totals align across the following:
- Stayntouch PMS: Total payments recorded in the Journal.
- Essentials Portal: Total under Sales > Refunds.
- Interactive Payment Accounting Report: Total under the Captured column.

When all totals match, reconciliation is successful.

TIPS FOR EFFECTIVE RECONCILIATION

Settlement Reports: Use the Settlement Details Report to view transaction batches and associated fees.
Aggregated Settlement Details: Access a summarized view of settlements for a broader period.
Interactive Payment Accounting: This report offers a detailed breakdown of payments for precise reconciliation.

TROUBLESHOOTING RECONCILIATION

Check if the time zone is set correctly on the merchant account level.
Check your filters in the report(s)—Record type should be filtered to SentforRefund and SentforSettle.
Check if the report is generated in the right format

For more information on the reconciliation within the Essentials Portal, see this helpful page with tips and tricks: https://ca-live.adyen.com/ca/ca/finance/reportingmanager.shtml

Once the above report is filtered, and transaction times correspond with times on the PMS, we will be able to match the transacted amount on the IPAR report with the Stayntouch Journal for number of transactions and amount.

RECONCILE PAYOUTS FOR ANY PERIOD OF TIME

For this you can use the Aggregated Settlement Details Report. You can either manual generate or create an automation.

If you apply the filter on MerchantPayout, that total should end up for the total amount received by the hotel for that given period.

The (aggregated) SDR is the report to reconcile payouts: https://ca-live.adyen.com/ca/ca/finance/reportingmanager.shtml?question=settlement-reconciliation

Stayntouch PMS would only feature sales. The client would need to go into the Essentials portal to retrieve the actual payouts.