Payment Control

Before we explore how to manage payment operations in Clock PMS, let's summarize what you need to know about them:

• Payments can be recorded in standard, deposit, and advance folios (open and closed);
• Payment amounts can have a positive (receiving money) or negative sign (refunds);
• Once recorded, the following actions can be performed on payments: 
  • move to another folio;
  • void;
  • for payments in a currency different from the folio currency, a fixed equivalent in the folio currency can be set.

You can control payments both by using the appropriate user rights and through dedicated reports designed for this purpose.

User Rights

User rights allow you to control the following operations:

• Payment: Create - the user can register payments;
• Payment: Transfer - transfers payments between different folios;
• Payments: Void payments - (positive and negative);
• Payments: Add negative payment to Closed folio - works in combination with the "Payment: Create" right;
• Payments: Add negative payment to Open folio - works in combination with the "Payment: Create" right;
• Payments: Change value at non-standard currency exchange rate - the user manually sets the payment's equivalent in the folio currency.

Control Reports

You can access the list of all reports in the system by selecting Reports->All Reports from the navigation menu. To facilitate payment operation control, use the following reports:

Payment Control Report

This report allows tracking of all payment actions in the system. Here’s how to use the filters:

• Revenue date (1) - the financial date used by the system. If your system does not have an offset setting for revenue date changes and you do not use manual mode for modifying it, the revenue date will match the version date;
• Version date (2) - the actual calendar date when the change was made;
• Payment date (3) - the date when the payment was recorded;
• Folio number (4) - the folio number where the payment is recorded;
• Value type (5) - positive or negative payment value. Negative payments result from voided transactions or those entered with a negative amount (refunds);
• Payment type (6) - allows filtering by specific payment types, such as only card payments;
• Text (7) - filters payments based on additional descriptions.

Use a combination of filters to obtain the most accurate results based on your needs.

Control Events

This report is designed to track sensitive system operations, including payment-related actions. Using the “Control event” (8) filter, you can retrieve information on sensitive actions affecting payments: 

• Void Payment;
• Negative payments - in open folios;
• Negative payments - in closed folios;
• Payment edit - Fixed Value Set.

The following events track payment actions in the POS system: 

• Void Payment after closure (POS) - payments in accounts that have undergone end-of-day closure;
• Void Payment before closure (POS) - payments in accounts that have not yet undergone end-of-day closure;
• New Payment after closure (POS) - adding payments to accounts that have undergone end-of-day closure.

You also have access to the "User" (9) filter, which allows tracking of actions by specific employees.

Payments in Open Folios

This report provides a list of all open folios containing payments at the time of execution. Here are the filters available:

• Type (10)- allows filtering folios based on their payer:
  • folios of Reservations (checked-in or expected);
  • folios of Companies;
• Payment type (11) - retrieves payments of a specific type;
• View (12) - selects the level of data detail.

Payment Report

You can obtain information on all payments for a given period using the "Payments" report. It provides detailed and summarized data on payments within the period, grouped by payment type and currency. Voided payments are reported with a reversed sign for the date the void was processed.

Available filters:

• User (13) - retrieves payments registered by a specific user;
• Folios (14) - generates separate reports for payments recorded in standard folios and those in deposit/advance folios;
• Payment type (15) - filters payments by type;
• Through a payment gateway only (16) - shows only payments processed via a payment provider;
• Payment service provider (17) - filters payments based on the provider, in case of provider changes within the period;
• View (18) - selects report detail level.

You can use the report both for checking the current day's payments and for obtaining summarised data for past periods.