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Authorized Payments Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 💳 Payments & Transactions

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

Key Value: Maintain complete credit card authorization and payment approval governance by auditing pre-authorization holds, capture approvals, card refund transactions, and folio balance statuses across all active and departed guest reservations.

Executive Summary

The Authorized Payments Report is a primary credit card security and payment lifecycle audit tool within the 💳 Payments & Transactions category of the 💰 Finance & Accounting Reports suite. Designed for merchant gateway reconciliation and credit risk control, it provides a comprehensive transaction log of all credit card authorization holds, payment captures, and card refunds processed through the PMS payment gateway.

By pairing reservation and stay details (Confirmation Number, Guest Name, Check In/Out Date, Reservation Status, Room Number) with card terminal metrics (Payment Type, Approval Code, Authorised Amount, Payment Status, Folio Balance, Amount), this report enables controllers, night auditors, and front desk supervisors to verify pre-authorization headroom, audit captured settlement totals, track processed card refunds, and prevent merchant credit card chargebacks.

Key Capabilities

  • End-to-End Payment Lifecycle Auditing: Tracks credit card transactions across all three operational processing states (AUTHORIZED, APPROVED, REFUNDED).

  • Gateway Authorization Verification: Captures exact credit card approval tokens (Approval Code) and card network brands (VISA, MASTER, AMEX) for merchant gateway batch tie-outs.

  • Reservation & Credit Risk Integration: Cross-references authorization statuses against reservation states (ARRIVAL, IN HOUSE, CHECKED OUT, NO SHOW, CANCELLED) and live account positions (Folio Balance).

Report Views & Functional Breakdown

The Authorized Payments Report presents payment transaction activity in a unified single-table ledger that supports three distinct analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   AUTHORIZED PAYMENTS REPORT                           │
├────────────────────────────────────────────────────────────────────────┤
│                       Unified Transaction Ledger                       │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Card Pre-Auth & Hold  │ 2. Settlement Capture    │ 3. Reservation   │
│    Governance            │    & Refund Audit        │    & No-Show     │
│                          │                          │    Reconciliation│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Card Pre-Auth & Hold Governance

Monitors active pre-authorization credit holds placed on guest payment cards prior to or during stay execution.

  • Primary Use: Verifying that arriving and in-house guests carry sufficient card pre-authorization holds (Authorised Amount) to cover estimated room rent (Avg Room Rent) and incidental charges.

  • Key Metrics: Confirmation Number, Guest Name, Reservation Status (ARRIVAL, IN HOUSE), Payment Type, Approval Code, Authorised Amount, Folio Balance.

2. Settlement Capture & Refund Audit

Itemizes completed payment captures and credit card refund transactions executed across guest folios.

  • Primary Use: Reconciling daily merchant gateway batch settlements, verifying refund legitimacy, and auditing negative card transactions (Payment Status = REFUNDED).

  • Key Metrics: Transaction Date, Confirmation Number, Guest Name, Payment Type, Approval Code, Payment Status (APPROVED, REFUNDED), Amount.

3. Reservation & No-Show Reconciliation

Cross-references authorization and payment transactions against non-standard reservation outcomes.

  • Primary Use: Auditing no-show billing charges (Reservation Status = NO SHOW), verifying advance deposit forfeitures (Reservation Status = CANCELLED), and ensuring proper folio closure.

  • Key Metrics: Confirmation Number, Guest Name, Reservation Status, Rate Code, Package Name, Room Number, Folio Balance, Amount.

Image 9-29-26 at 1.17 PM.png
Authorized 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 & Monetary Treatment Note: Avg Room Rate represents base net daily room revenue exclusive of taxes. Authorised Amount, Folio Balance, and Amount represent Gross Monetary Values (Includes Taxes & Fees).

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Transaction Date

Official date when the payment authorization, capture, or refund occurred.

Transaction Timestamp

N/A

Confirmation Number

Unique system reference code assigned to the reservation.

System Reservation ID

N/A

Check In Date

Contracted or actual arrival date of the reservation.

Reservation > Check In Date

N/A

Check Out Date

Contracted or actual departure date of the reservation.

Reservation > Check Out Date

N/A

Guest Name

Combined full primary guest name (Last Name / First Name).

Guest Profile > Full Name

N/A

First Name

Primary guest first name.

Guest Profile > First Name

N/A

Last Name

Primary guest last name.

Guest Profile > Last Name

N/A

Reservation Status

Current state of the booking (ARRIVAL, IN HOUSE, CHECKED OUT, NO SHOW, CANCELLED).

System Reservation Engine

N/A

Rate Code

Contracted rate plan code assigned to the booking (e.g., IGCOR, GCG01, IDME0).

Rate Code Setup

N/A

Package Name

Attached rate package or add-on title (e.g., BKFST_PURCHASE, ANNIV, BFK).

Package Configuration

N/A

Avg Room Rent

Average daily base room rate calculated across the stay duration.

SUM(Room Revenue) / Nights

❌ No

Payment Type

Credit card processing network or tender brand (VISA, MASTER, AMEX).

Payment Gateway Engine

N/A

Auth Code

Gateway authorization or approval token generated by the payment processor.

Payment Gateway Response

N/A

Authorised Amount

Active credit card pre-authorization amount held on the guest card.

Pre-Auth Gateway Engine

🟢 Yes

Payment Status

Transaction processing state (AUTHORIZED, APPROVED, REFUNDED).

Payment Gateway Engine

N/A

Folio Balance

Current unpaid financial balance remaining on the guest folio.

SUM(Charges) - SUM(Payments)

🟢 Yes

Room Number

Physical room number assigned to the stay (N.A. for No Shows / Cancellations).

Reservation > Room Number

N/A

Amount

Gross monetary value captured, charged, or refunded in the transaction.

Transaction Ledger Engine

🟢 Yes

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save 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 the below logical blocks:

    • Transaction & Account Identifiers (Cols 1–3): Transaction Date | Confirmation Number | Room Number

    • Guest & Reservation Context (Cols 4–7): Guest Name | First Name | Last Name | Reservation Status

    • Stay & Rate Details (Cols 8–12): Check In Date | Check Out Date | Rate Code | Package Name | Avg Room Rent

    • Payment Gateway & Financial Settlement (Cols 13–18): Payment Type | Gateway Auth Code | Payment Status | Authorised Amount | Amount | Folio Balance

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon

Action / Feature

Description
Image 9-29-26 at 1.04 PM.png

Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.

Advanced Controls

  • Exporting & Gateway Reconciliation: Download in Excel or PDF format to support daily merchant gateway batch tie-outs, terminal auditing, or chargeback dispute defense.

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

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value card authorizations or negative refund entries (Amount < $0.00).

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

  • All Payments Report – Complete transaction ledger logging all cash, check, credit card, and direct-bill payment receipts.

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

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

  • Adjustments & Refunds Activity Report – Track rate write-offs, charge adjustments, and cash/card refund transactions.

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

Cross-Pillar Deep Dives:

  • 🏛️ Taxes & Expenses: To audit statutory taxes calculated on captured payment charges, review Tax Summary Report.

  • 📬 Billing & Receivables (AR): To inspect corporate direct-bill settlements transferred to city ledger invoicing, review Direct Bill Ledger Details Report..