Payment Summary .ng | HotelKey Knowledge Base

Payments Summary Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 💳 Payments & Transactions

Target Roles: Directors of Finance & Controllers, Night Auditors, General Cashiers, Accounting Managers & Supervisors

Key Value: Maintain complete high-level tender reconciliation and payment collection oversight by auditing daily multi-tender collection totals, credit card network receipts, cash drops, direct-bill transfers, and loyalty reward adjustments across a matrix view.

Executive Summary

The Payments Summary Report is a primary financial matrix and tender collection audit tool within the 💳 Payments & Transactions category of the 💰 Finance & Accounting Reports suite. Designed for daily cashier reconciliation and night audit balancing, it aggregates all property payment receipts, credits, adjustments, and refunds into a clean date-by-date matrix organized by payment tender type.

By mapping business dates (Date, Day of Week) across all active system tender types—including cash collections (CASH), check payments (CHECK), corporate transfers (BILL TO COMPANY), bank wires (Bank Transfer), credit card processing networks (AMEX, MASTER, VISA), bad debt write-offs (Bad Debt Write Off), and loyalty program adjustments (Loyalty Reward, Loyalty Reward Adjustment, Loyalty Reward Manual Adjustment, Loyalty Reward Reconciliation Adjustment)—this report enables controllers and night auditors to verify total daily payment receipts (Total), reconcile cashier shift drops, and tie out merchant processing batch totals with zero variance.

Key Capabilities

Matrix-Based Multi-Tender Summary: Summarizes daily payment receipts into a cross-tabulated date grid broken down by every configured tender type.
Credit Card Network Reconciliation: Isolates daily collection totals for major credit card brands (AMEX, MASTER, VISA) to support merchant gateway batch tie-outs.
AR & Non-Cash Settlement Oversight: Tracks direct-bill corporate transfers (BILL TO COMPANY), bank wire deposits (Bank Transfer), guest refunds (GUEST REFUND), and bad debt write-off entries.
Loyalty Reward Audit: Itemizes loyalty points redemption adjustments and manual reward balances across dedicated loyalty tracking columns.

Report Views & Functional Breakdown

The Payments Summary Report presents tender collection activity in a unified daily matrix structure that supports three distinct analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                        PAYMENTS SUMMARY REPORT                         │
├────────────────────────────────────────────────────────────────────────┤
│                         Daily Matrix View                              │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Cash & Direct Tender  │ 2. Credit Card Network   │ 3. AR Transfers & │
│    Collections           │    Batch Settlements     │    Loyalty Adjustments│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Cash & Direct Tender Collections

Monitors liquid cash receipts, check deposits, and direct guest refund transactions across daily operational shifts.

Primary Use: Balancing daily general cashier drawer drops, verifying bank check deposit slips, and auditing cash refund activity.
Key Metrics: Date, Day of Week, CASH, CHECK, GUEST REFUND, Total.

2. Credit Card Network Batch Settlements

Aggregates settled credit card transactions by payment processing network.

Primary Use: Tying out daily merchant gateway processor batches against property sub-ledger records and investigating credit card collection variances.
Key Metrics: Date, Day of Week, AMEX, MASTER, VISA, Total.

3. AR Transfers & Loyalty Adjustments

Tracks non-cash settlements, corporate city ledger transfers, bank wires, and loyalty program point adjustments.

Primary Use: Auditing accounts receivable direct-bill postings before city ledger transfer, verifying wire transfers, and reviewing loyalty program reconciliation adjustments.
Key Metrics: BILL TO COMPANY, Bank Transfer, Bad Debt Write Off, Loyalty Reward, Loyalty Reward Adjustment, Total.

Image 10-2-26 at 2.50 PM.png — Payment Summary 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:

💡 Monetary Treatment Note: All monetary values across tender columns and the Total column represent Gross Financial Amounts (Includes Taxes & Fees). Positive values indicate incoming payment collections or credits, while negative values indicate refund reversals or debit adjustments.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	Official business date for which payment collections and adjustments are summarized.	System Business Date	N/A
Day of Week	Calendar day of the week corresponding to the business date (e.g., Tuesday, Wednesday).	System Calendar Engine	N/A
BALANCE FORWARD	Prior period balance carried forward in payment ledger tracking.	System Sub-Ledger Engine	🟢 Yes
BILL TO COMPANY	Total payments transferred to corporate direct-bill accounts receivable.	AR Direct-Bill Engine	🟢 Yes
Bad Debt Write OFF / Write Off	Total uncollectible balance write-offs posted to the ledger.	Financial Adjustment Engine	🟢 Yes
Bank Transfer	Total direct bank wire transfers and electronic fund receipts.	Payment Gateway / Wire Engine	🟢 Yes
CASH	Gross currency collections received in front desk cash drawers.	Cashier Drawer Engine	🟢 Yes
CHECK	Total physical paper check payments accepted for folios.	Cashier Drawer Engine	🟢 Yes
GUEST REFUND	Total cash or credit refunds issued directly to guests.	Refund Engine	🟢 Yes
Loyalty Reward	Standard points redemption credits applied against folios.	Loyalty Engine Interface	🟢 Yes
Loyalty Reward Adjustment	Automated system adjustments to loyalty reward redemptions.	Loyalty Engine Interface	🟢 Yes
Loyalty Reward Manual Adjustment	Manual staff overrides applied to guest loyalty point balances.	Loyalty Engine Interface	🟢 Yes
Loyalty Reward Reconciliation Adjustment	Period-end accounting adjustments for loyalty point clearing.	Loyalty Engine Interface	🟢 Yes
AMEX	Total payments settled through the American Express network.	Payment Gateway Processor	🟢 Yes
MASTER	Total payments settled through the Mastercard network.	Payment Gateway Processor	🟢 Yes
VISA	Total payments settled through the Visa network.	Payment Gateway Processor	🟢 Yes
Total	Consolidated gross payment collections and adjustments for the business date.	`SUM(All Tender Columns)`	🟢 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. 💡 Note: This report uses a standardized layout. Available payment types are determined by your property's configuration and will appear in alphabetical order.
- Audit Timeline (Cols 1–2): Date | Day of Week
- Payment Tenders (Cols 3–17): Balance Forward | Bill to Company | Bad Debt Write Off | Bank Transfer | Cash | Check | Guest Refund | Loyalty Reward | Loyalty Reward Adjustment | Loyalty Reward Manual Adjustment | Loyalty Reward Reconciliation Adjustment | Amex | Mastercard| Visa
- Total Settlement (Col 18): Total

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.
	Bar Chart	Displays report data in a visual bar chart format.
	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.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

Dynamic Section Grouping: Group matrix entries on the fly by Day of Week to evaluate day-of-week payment collection trends.

Image 10-2-26 at 2.53 PM.png — Example of **Group By** View

Visual Bar Chart Display: Select a payment type to view daily collection totals for the selected date range in a bar chart.

Image 10-2-26 at 2.54 PM.png — Example of **Bar Chart** View

Advanced Controls

Exporting & Gateway Reconciliation: Download in Excel or PDF format to support general cashier shift drop audits, merchant gateway batch tie-outs, or end-of-month general ledger balancing.
Filtering: Filter data by specific date ranges or non-zero collection values.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight days with high cash receipts or significant refund/adjustment entries.

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

All Payments – Complete transaction ledger logging all cash, check, credit card, and direct-bill payment receipts.
Authorized Payments – Audit credit card authorization holds, capture approvals, and card refund processing.
Payment Activity – Line-item transaction audit capturing token details and gateway approvals for all payments.
Control Report – Audit cashier shift drops, cash drawers, paid-outs, and credit card processing gateway batches.
Day End Summary – 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 charges settled via payment summary tenders, review Tax Summary.
📬 Billing & Receivables (AR): To inspect corporate accounts receivable direct-bill settlements transferred from BILL TO COMPANY summary totals, review Direct Bill Ledger Details.