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Credit Card Activity Report

Updated

On this page
  1. Purpose
  2. Who uses it
  3. About this report on screen
  4. Before you start
  5. Step by step
  6. Filters
  7. Columns
  8. Totals and grouping
  9. How to read an example
  10. Common questions it answers
  11. Troubleshooting
  12. Messages you may see
  13. Related reports
  14. Screenshots

The Credit Card Activity Report lists every card transaction of a date range, including deleted payments, declines and business-source card payments, with the gateway date and ticket data, so that the accountant can reconcile with the payment gateway statement.

Credit Card Activity Report result

Purpose

Reconcile card payments with the gateway and investigate declined or deleted card payments.

Who uses it

  • Accountant: gateway reconciliation.
  • Manager: card disputes and chargebacks.

About this report on screen

Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:

  • Summary: All card transactions in a period, including declined ones.
  • What this report shows: Every card transaction between From Date and To Date: type (authorisation, sale, refund...), card, amount, gateway date and, for a failure, the decline reason.
  • How to read it:
  • A declined transaction did not take any money: check the decline reason and ask for another card.

Columns explained (the same text shows on the help icon next to a column title):

Column Meaning
PG Date Date the payment gateway recorded the transaction.
Folio # The stay's folio number.
Tran Type Kind of card transaction (authorisation, sale, refund...).
Decline Reason Why the card company refused the transaction.

Before you start

  • Card payments must use payment types of the category Card, ideally processed through the integrated payment gateway so that the PG date and decline reason are stored.

Step by step

  1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
  2. Choose the category Daily Reports (or type in the search box) and click the card Credit Card Activity ("Card transaction details"). You can also open #/report/credit-card-activity directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date, Select Desk User as you need (in a date calendar, Working Date jumps to the current business date).
  4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
  5. Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
  6. Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.

Filters

Filter Meaning Default / rules
From Date, To Date First and last payment day. Both the PMS date. The date picker cannot go before the first PMS date of the hotel. A To Date earlier than the From Date is moved up to the From Date automatically.
Select Desk User One user or ALL. ALL (users with only the basic shift privilege see only themselves).

Columns

Column Meaning and how it is calculated
Desk User The user who took the card payment.
Payment Date Date and time in the PMS.
PG Date Date and time at the payment gateway.
Guest Name, Folio #, Room Name The folio that was paid.
Card Type, Card # Card brand and masked number.
Tran Type Type of transaction: sale, authorization, authorization completion, refund or void.
Payment Amount The amount.
Decline Reason Text from the gateway when the card was declined.

Totals and grouping

One line per card transaction in date order. Deleted payments and business-source card payments are included.

How to read an example

The demo hotel has taken no card payments, so for 16 to 17 October the report shows only the headings and No record found!. When a card is used through the gateway, a typical line shows the desk user, the payment and gateway times, the guest and folio, the card type with the masked number (for example Visa ending 1111), Tran Type Sale and the amount.

The numbers come from the SunTatva Demo Hotel on the day this page was written; your own figures will of course differ.

Common questions it answers

  • Which card transactions were made, refunded or deleted in the period?
  • Why was a card declined?
  • Does the gateway statement match?

Troubleshooting

What you see Why and what to do
No record found! No card transaction in the range. Check the dates and the user filter. Payments entered as cash or UPI are not card payments.
A card payment is missing here but in Daily Collection Check that the payment type has the category Card.
Export is greyed out The report has no rows (No record found!), so there is nothing to export. Change the criteria and click Show.
You are signed out when the report opens Your role does not have the privilege of this report. The screen checks the privilege when the address is opened and logs you out if it is missing.

Messages you may see

Message Why it appears What to do
No record found! The report found nothing for the date or filters you chose. Check the date (the first PMS date of the hotel is the earliest you can pick), the desk user and the other filters, then click Show.
Email sent successfully. You chose Export > Email (PDF). The server built the PDF and handed it to the mail service. Nothing. If the mail does not arrive, check the e-mail address of the property and the e-mail settings.

Screenshots

Credit card activity filters
Credit card activity filters
Credit card activity range
Credit card activity range