At the end of each day you will need to 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 your daily payments follow the procedure below:
Collect your receipts from till (with itinerary numbers recorded on them).
Login to your secure payment gateway and print a report of today’s 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).
Click on Payments Today
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 the itinerary numbers from each report, 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.
Return to the MAIN MENU and then click on Payments Today.
Then select Other Payments (this displays at the bottom of the Payments Today screen). Using the receipts from your till, as you match the itinerary numbers tick those off in the Payments Today screen. Then hit Reconcile. This will produce a report that you can print for your daily banking records.
Return to the MAIN MENU.
A more in depth version of reconciling payments today is below:
At the end of each day you will need to reconcile your daily payments. This will produce reports that match your banking. A report for each type of payment can be produced, to include all of your gateway payments, cash, cheque, eftpos, credit card, visitor centre cancellation fee, operator cancellation fee, and Other Payments.
Below is an example of what your Payments Today screen can look like.
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 onto Main Menu, and then into your Payments Today again (or click back and press refresh).
One way of keeping track of your cash payments, if you have other items that are not included in Bookeasy (for example merchandise items), is to create separate categories for your till system to include, tours and accommodation and retail separate. When you make a tour or accommodation booking, and have put it through your till, print two till receipts off, one for the customer and one for your till. On the receipt for the till you can write down the itinerary number that the payment corresponds to and match these up at the end of the day with the report in Payments Today.
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 way you can also cross reference that all payments made for accommodation and tour are corresponding. All other payments that are on your Eftpos receipt would relate to your other sales.
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 onto the Main Menu and 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 centre cancellation fees.