This will list all unreconciled payments. Payments need to be reconciled as Secure Gateway Payments or as Other Payments (i.e. Cash, Eftpos, manual Credit Cards, etc). At the end of each day (or the next morning) you can reconcile your daily payments. This will produce reports that match your banking for secure payments and all other payments.
To ensure that payments are easily reconciled it is best to record the itinerary number on till receipts (for cash) or EFTPOS/ manual credit card receipts. The itinerary number will be automatically recorded for any payments through the secure payment gateway. At the end of the day these receipts and the secure payment gateway report can be reconciled against the information stored in PAYMENTS TODAY.
To reconcile daily payments
Collect your receipts from till (with itinerary numbers recorded on them).
Login to your secure payment gateway and print a report of today’s (or the time period you are reconciling) transactions OR wait until the next morning when your gateway provider emails your transaction report (this is preferred as the money has been transferred into your bank account at this stage).
From the Main Menu Click on Payments Today (under the heading Payments).
First, reconcile your secure payment gateway report against the figures in Bookeasy. As a default Secure Payments will be selected (this displays at the bottom of the Payments Today screen). As you match of the itinerary numbers from each report (the last 6 digits of the payment receipt number on the gateway report will correspond to an itinerary number in Payments Today) tick them off in the Payments Today screen. Then hit Reconcile. This will produce a report of reconciled secure gateway payments that you can PRINT for your daily banking records.
You can then click on 'Click here to return to list of payments today'. This will show a revised list of unreconciled payments.
Then select: Other Payments (this displays at the bottom of the Payments Today screen). Using the receipts from your till, match the itinerary numbers and tick them off in the Payments Today screen. Then hit Reconcile. This will produce a report that you can PRINT for your daily banking records.
If you are not confident with doing all of your Other Payments in one large reconciliation, you can perform a reconciliation for each payment type (eg cash, eftpos, cheque etc.) All you need to do is go through all of the payments for that particular payment type and tick the box as you are reconciling them with your receipts. Once again, you can press Reconcile and this will produce a printable version that you can attach to your receipts. Then press 'Click here to return to list of payments today' to continue reconciling the other payment types. For more information on this please read More detail about reconciling payments.
Your payment reconciliation is now complete.
Different ways to view unreconciled payments
At the top of the Payments Today screen there are 3 different options to view unreconciled payments: Booking Location, Payment Location and Payment By. Choose an option that suits your centre – if your staff reconcile their own tills they will choose their name in the Payment By option (which will allow the staff member to view only unreconciled payments processed by them).
More detail about reconciling payments:
Cash payments can be reconciled by counting your cash at the end of the day and matching this figure with the total cash payments recorded in Bookeasy.
Simply tick the box under action beside all of your cash payments and then click the black dot into Other Payments and click Reconcile. This will produce a report for you to print off. Now click on 'Click here to return to list of payments today' (or click back and press refresh).
One way of keeping track of your cash payments processed through Bookeasy is to record the itinerary number on a till receipt.
Eftpos payments can be reconciled by printing off your Eftpos reconciliation at the end of the day. As with cash payments that are recorded, when a tour or accommodation booking is made and paid by Eftpos, write the itinerary number on top of the Eftpos merchant receipt. This will allow you to cross reference all EFTPOS payments.
Simply tick the boxes beside Eftpos and click the black dot into the Other Payments circle and press reconcile. This will produce your Eftpos report which you can print off.
Either click on 'Click here to return to list of payments today' or click back and refresh the page to view the remainder of the payments to be reconciled.
Cheque payments can be reconciled by ticking them off in relation to the cheques received. Click the black dot into the Other Payments circle and press reconcile. Print this report for a record of all of your cheque payments received.
Gateway payments can be reconciled by printing off your secure gateway transactions for the day. You will need to login to your secure gateway and view the transactions for the day. All of the transactions that belong to either a tour or accommodation booking will have the itinerary number attached to the end of the transaction number (i.e. 161131118884). Whilst ticking the boxes to reconcile the payments you can cross reference with your list to see that all the gateway payments have been recorded in your secure gateway.
If there happens to be a payment in your secure gateway that cannot be accounted for, take note of the last 6 digits. In Reservations, type in the numbers in the itinerary box and press Search. If an itinerary appears that does not have a payment recorded against it, and the outstanding total matches the total in the secure gateway, this may be the payment. This can be due to the internet timing out, which does not record the payment onto the itinerary in Bookeasy, and therefore you need to manually record the payment onto that itinerary. To do this you can simply click onto the yellow folder to edit the itinerary. Now click onto Make Other Payment/Refund. Select the Payment Type as Gateway and make sure that the total is correct - (the outstanding amount should automatically default into the amounts box). Press Save Payment. This payment should now be recorded onto the itinerary and appear in your Payments Today.
Once you have ticked all of your gateways, leave the little black dot in the Secure Payments circle and press Reconcile. This is the report for all of your secure gateway payments.
Operator Cancellation Fees can be reconciled by ticking them off and clicking the black dot into the Other Payments circle and pressing Reconcile. These payments are not automatically included in your operator returns and need to be added in using the Add Return function.
To remit the money to the operator you will need to enter the next date that you are going to run your returns. Enter the total of the cancellation fee, enter the commission amount as 0, ignore the booking total and enter the booking number. Lastly, select the operator from the drop down list and enter in any comments. This payment will then be recorded onto the next Operator Returns reports.
Booking Agent Cancellation Fees can be reconciled off by ticking the boxes under Action and clicking the black dot into the Other Payments circle. Click onto Reconcile and print off this report as your reports for all visitor/ booking centre cancellation fees.