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All Payments Report .ng

All Payments Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 💳 Payments & Transactions / ⚖️ Ledgers & Trial Balance

Target Roles: Directors of Finance & Controllers, Night Auditors, Front Office Managers, Cashiers & Accounting Clerks

Key Value: Maintain complete payment audit trails and gateway reconciliation by tracking every processed payment transaction across transient reservations, group masters, corporate direct-bill accounts, and house accounts, complete with payment gateway tokens, approval codes, and cashier attributions.

Executive Summary

The All Payments Report is a primary transaction audit and cash governance tool within the 💳 Payments & Transactions and ⚖️ Ledgers & Trial Balance modules. Designed for complete payment transparency and gateway reconciliation, it logs every monetary tender processed across the property during a selected operational date range in a unified, single-table ledger.

By capturing detailed transaction metadata—including account category types (Type), card tokens (Last 4 Digits), gateway approvals (Approval Code, Transaction Reference Number), cashier attributions (Username), and corporate billing linkages (Company Name, GL Account Code)—this report empowers controllers and night auditors to audit cashier shifts, verify credit card processing gateway deposits, and reconcile ledger postings with zero variance.

Key Capabilities

  • Unified Single-Table Ledger: Consolidates all property-wide payment receipts into a single comprehensive transaction view.

  • Complete Gateway & Token Traceability: Captures exact authorization tokens (Approval Code, Transaction Reference Number, External Transaction Number) and card brand identifiers (Last 4 Digits, Entry Mode) for merchant processing defense.

  • Cross-Departmental Financial Routing: Maps every payment directly to its assigned General Ledger code (GL Account Code), cost center (Cost Centre), and cashier account (Username).

Report Views & Functional Breakdown (Categorical Perspectives)

While the All Payments Report presents data in a single unified table, finance teams can dynamically group and analyze transactions across four primary account categories:

┌────────────────────────────────────────────────────────────────────────┐
│                        ALL PAYMENTS REPORT                             │
├────────────────────────────────────────────────────────────────────────┤
│                       Single Transaction Ledger                        │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ • Reservations           │ • Company Accounts       │ • House Accounts │
│   (Transient Stays)      │   (AR Direct Bill)       │   (Non-Guest)    │
├──────────────────────────┴──────────────────────────┴──────────────────┤
│ • Groups (Convention Master Blocks)                                    │
└────────────────────────────────────────────────────────────────────────┘

1. Reservations Category

Encompasses all payment tenders collected for transient guest stays, mapping confirmation numbers, guest names, card tokens, and gateway approval codes.

  • Primary Use: Reconciling front desk cashier drops, auditing guest credit card authorizations, and investigating credit card chargebacks.

  • Key Metrics: Date, Time, Type (Reservations), Code (Confirmation Number), Name, Payment Type, Payment Type Code, Last 4 Digits, Amount, Entry Mode, Username, Approval Code, Transaction Reference Number.

2. Company Accounts Category

Details direct-bill payments, corporate check receipts, and city ledger settlements applied to contracted corporate profiles.

  • Primary Use: Reconciling incoming corporate accounts receivable payments, matching check numbers against city ledger invoices, and auditing B2B settlements.

  • Key Metrics: Date, Time, Type (Company), Code, Company Name, Payment Type (CHECK, CREDIT CARD, CASH), Payment Type Code, Last 4 Digits, Amount, Username, Remarks.

3. House Accounts Category

Tracks payments, retainer deposits, and administrative settlements posted to internal, permanent, or temporary house accounts.

  • Primary Use: Auditing internal departmental payments, banquet house account settlements, and manager account clearances.

  • Key Metrics: Date, Time, Type (House Account), Code, House Account Name, Payment Type, Amount, Entry Mode, Username, Approval Code, Transaction Reference Number.

4. Groups Category

Isolates payment transactions, pre-paid event deposits, and wire transfers applied to convention group blocks and master folios.

  • Primary Use: Auditing group block prepayments, verifying catering/event deposit receipts, and reconciling master folio settlements.

  • Key Metrics: Date, Time, Type (Group), Group Code, Group Name, Company Name, Payment Type, Amount, Username, Approval Code, Transaction Reference Number.

Image 8-24-26 at 8.32 AM.png
All Payments Report

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing every column available in this report:

💡 Tax Treatment Note: The Amount field represents Gross Payments Received (Includes Taxes & Fees) applied toward guest, group, house, or company account liabilities.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Date

Official date when the payment transaction was posted.

Transaction Timestamp

N/A

Time

Exact system time when the payment was executed.

Transaction Timestamp

N/A

Type

Account origin classification (Reservations, Company, House Account, Group).

System Account Engine

N/A

Code

Account reference identifier (Confirmation Number, Company Code, House Account Code, Group Code).

System Master ID

N/A

Name

Full guest name, corporate company title, house account name, or event title.

Master Profile Name

N/A

First Name / Last Name

Individual guest first name and last name (for transient bookings).

Guest Profile > First / Last Name

N/A

External Confirmation Number

Third-party or CRS confirmation code linked to the reservation.

Distribution Channel Engine

N/A

Company Name

Contracted corporate account name receiving or paying the invoice.

Company Profile > Name

N/A

Payment Type

Human-readable payment tender description (VISA, MASTER, CASH, CHECK).

Tender Code Configuration

N/A

Payment Type Code

System tender code used to process the transaction (e.g., FPCC, CASH, CHCK).

Tender Code Configuration

N/A

Cost Centre

Assigned operational department or cost center code for GL routing.

Chart of Accounts Config

N/A

GL Account Code

General ledger asset account code mapped to the payment method.

Chart of Accounts Config

N/A

Last 4 Digits

Masked payment card digits or check reference number.

Payment Gateway Token

N/A

Amount

Gross monetary value collected and applied in the transaction.

Transaction Ledger Engine

🟢 Yes

External Invoice Number

Third-party billing or invoice reference code linked to the payment.

AR Invoicing Module

N/A

Invoice Date

Generation date of the city ledger invoice being settled.

AR Invoicing Module

N/A

Invoice Number

Unique PMS city ledger invoice number receiving the settlement.

AR Invoicing Module

N/A

Entry Mode

Method used to capture card details (Payment Source, Swiped, Keyed, EMV Chip).

Payment Gateway Interface

N/A

Username

User email or staff ID of the employee who processed the payment.

System Audit Log

N/A

Remarks

Explanatory notes or cashier comments entered during payment processing.

Transaction Notes Field

N/A

Approval Code

Payment gateway authorization code generated upon card approval.

Payment Gateway Response

N/A

Transaction Reference Number

Unique gateway transaction token ID used for card batch reconciliation.

Payment Gateway Response

N/A

POS Check Number

Restaurant or outlet point-of-sale check number linked to the charge.

POS Interface Engine

N/A

External Transaction Number

External payment processor or bank reference code.

External Gateway Logs

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.

  • Property Defaults:System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into 6 logical blocks:

    • Audit Timestamps & Account Context (Cols 1–4): Date | Time | Type | Code

    • Guest & Entity Identifiers (Cols 5–9): Name | First Name | Last Name| Company Name | External Confirmation Number

    • Payment Tender & Accounting Details (Cols 10–13): Payment Type | Payment Type Code | GL Account Code | Cost Center

    • Payment Amount & Settlement (Col 14): Amount

    • Invoice & Reference Metadata (Cols 15–18): Invoice Number| External Invoice Number | Invoice Date | POS Check Number

    • User Attribution & Gateway Metadata (Cols 19–25): Username| Entry Mode | Last 4 Digits | Approval Code | Transaction Reference Number | External Transaction Number | Remarks

Interactive Visualizations & Grouping Controls

  • Dynamic Categorical Grouping: Group payment entries on the fly by Payment Type to evaluate tender channel distributions.

Image 8-24-26 at 8.34 AM.png
Example of Group By View

  • Visual Chart Display: Switch view modes to render Pie Charts (visualizing payment tender market share: Visa vs. Mastercard vs. Cash vs. Check) or Bar Charts (ranking payment volume per cashier) for management reviews.

Image 8-24-26 at 8.35 AM.png
Example of Bar Chart View

Advanced Controls

  • Exporting & Audit Delivery: Download in Excel or PDF format to support daily cashier drop envelope auditing, merchant gateway batch tie-outs, or night audit documentation.

  • Filtering: Filter data by specific Username, Payment Type, Type, or date ranges.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value payments or manual card entries (Entry Mode = Keyed).

Within 💳 Payments & Transactions & ⚖️ Ledgers & Trial Balance:

  • Control Report Report – Audit cashier shift drops, cash drawers, paid-outs, and credit card processing gateway batches.

  • Payment Activity Overview – Technical transaction log focusing specifically on card pre-authorizations and settlement tokens.

  • Day End Summary Report – Review consolidated daily revenue, tax, payment, and deposit blueprints at business date close.

  • Trial Balance Report – Translate daily payment receipts into formal General Ledger asset control accounts.

  • Adjustments & Refunds Activity Report – Track payment refunds, tender reversals, and charge write-offs.

Cross-Pillar Deep Dives:

  • 📬 Billing & Receivables (AR): To inspect company check payments applied to city ledger invoices, review Direct Bill Ledger Details Report or Accounts Receivable Activity Report.

  • 🏛️ Taxes & Expenses: To audit petty cash outlays or employee paid-outs, review Paid Out Activity Report.

  • 📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.