Credit Card Status - All .ng

Credit Card Status – All Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 💳 Payments & Transactions

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

Key Value: Ensure credit risk control and pre-authorization headroom by monitoring active credit card pre-authorization amounts, unpaid folio balances, remaining authorization headroom, and stop-charge flags across guest reservations and group master accounts.

Executive Summary

The Credit Card Status – All Report is a primary credit risk management, pre-authorization audit, and payment security tool within the 💳 Payments & Transactions category of the 💰 Finance & Accounting Reports suite. Designed to safeguard property revenue and prevent credit card authorization deficits, it provides real-time visibility into the credit card pre-authorization status for all currently registered guests and active group master accounts.

By pairing reservation and group identifiers (Room Number, Confirmation Number, Guest Name, Group Code, Group Name, Folio Name) with credit terminal metrics (Credit Card Type, Folio Balance, Total Auth, Remaining CC Auth, Auth Status, Stop Charges), this report enables controllers, night auditors, and front desk supervisors to detect authorization shortfalls immediately ($\text{Remaining CC Auth} \le \$0.00$), request supplemental pre-authorizations, enforce stop-charge restrictions, and eliminate credit card chargeback exposure.

Key Capabilities

• Dual-Section Pre-Auth Governance: Explicitly isolates credit card authorization statuses for individual guest stays (Reservations) from convention group master accounts (Groups).

• Real-Time Credit Headroom Tracking: Continuously calculates remaining pre-authorization buffer ($\text{Remaining CC Auth} = \text{Total Auth} - \text{Folio Balance}$) against live unpaid folio charges.

• Authorization Exception Alerts: Flags accounts with insufficient authorization holds (Auth Status = APPROVED, No Auth, DECLINED) or active credit restrictions (Stop Charges = Yes / No).

• Staff Audit Traceability: Identifies the staff member (Username) and timestamp (Requested Date) associated with the latest card pre-authorization request.

Report Views & Functional Breakdown (All 2 Sections)

The Credit Card Status – All Report presents pre-authorization and credit exposure data across two structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   CREDIT CARD STATUS – ALL REPORT                      │
├────────────────────────────────────────────────────────────────────────┤
│                       Unified Pre-Auth Ledger                          │
├──────────────────────────────────┬─────────────────────────────────────┤
│ 1. Reservations                  │ 2. Groups                           │
│    (Transient Guest Pre-Auths)   │    (Group Master Pre-Auths)          │
└──────────────────────────────────┴─────────────────────────────────────┘

1. Reservations

Itemizes credit card pre-authorization statuses, live folio balances, and remaining authorization headroom for individual transient guest stays.

• Primary Use: Monitoring daily guest credit exposure, identifying guests whose folio balances exceed authorized amounts, requesting mid-stay authorization top-ups, and managing front desk stop-charge flags.

• Key Metrics: Room Number, Confirmation Number, Guest Name, First Name, Last Name, Folio Name, Arrival Date, Departure Date, Credit Card Type, Folio Balance, Total Auth, Remaining CC Auth, Auth Status, Requested Date, Username, Stop Charges.

2. Groups

Isolates credit card pre-authorization holds, account balances, and authorization statuses applied to active group master folios and convention blocks.

• Primary Use: Auditing group master credit card pre-authorizations, ensuring corporate event blocks carry adequate pre-authorization holds for master-billed charges, and preventing post-checkout group billing deficits.

• Key Metrics: Group Code, Group Name, Folio Name, Arrival Date, Departure Date, Credit Card Type, Folio Balance, Total Auth, Remaining CC Auth, Auth Status, Requested Date, Username, Stop Charges.

Data Dictionary (Dynamic View Columns Across Both Sections)

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

💡 Tax & Monetary Treatment Note: Declined Amount and Reservation Balance / Group Balance represent Gross Monetary Values (Includes Taxes & Fees). Declined Amount reflects the specific transaction value rejected by the payment gateway processor.

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:

  • Section 1: Reservations

    • Room & Account Anchors (Cols 1–3): Room Number | Confirmation Number | Folio Name

    • Guest Identification (Cols 4–6): Guest Name | First Name | Last Name

    • Stay Window & Billing Controls (Cols 7–9): Arrival Date | Departure Date | Stop Charges

    • Card Tender & Authorization Status (Cols 10–12): Credit Card Type | Auth Status | Requested Date

    • Folio & Authorization Balances (Cols 13–15): Folio Balance | Total Auth | Remaining CC Auth

    • Staff Attribution (Col 16): Username

  • Section 2: Groups

    • Group & Account Anchors (Cols 1–3): Group Code | Group Name | Folio Name

    • Event Window & Billing Controls (Cols 4–6): Arrival Date | Departure Date | Stop Charges

    • Card Tender & Authorization Status (Cols 7–9): Credit Card Type | Auth Status | Requested Date

    • Folio & Authorization Balances (Cols 10–12): Folio Balance | Total Auth | Remaining CC Auth

    • Staff Attribution (Col 13): Username

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
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.

Advanced Controls

• Exporting & Credit Audit Delivery: Download in Excel or PDF format to support daily credit limit auditing, night audit pre-auth balancing, or front desk shift reviews.

• Filtering: Filter data by specific Auth Status, negative Remaining CC Auth values (Remaining CC Auth < $0.00), or Stop Charges flags (Yes).

• Highlighting (Conditional Formatting): Apply custom rules to automatically highlight accounts with pre-authorization deficits (Remaining CC Auth <= $0.00) or un-authorized active folios (Auth Status = No Auth).

🔗 Related Reports & Next Steps

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

• Authorized Payments – Audit completed credit card authorizations, capture approvals, and card refund processing.

• Declined Payments – Track credit card payment rejections, card declines, and failed authorization attempts.

• In-House Guest Folio Balances – Reconcile in-house guest and group folio balances against general ledger control accounts.

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

Cross-Pillar Deep Dives:

• 🛎️ Front Desk & Guest Services: Cross-reference active room occupancy with In-House Guest List to verify guest stay details and departure schedules.