Check if a Credit Card Batch is settled (Cloud)

When credit card payments are processed through Visual Matrix PMS, they are grouped into daily "batches" that must be settled with the payment gateway. Confirming whether these batches are settled ensures that funds have been successfully transferred to your property's account. This article shows you how to:

- Access the Credit Card Batch screen in the Cloud PMS

- Understand the key fields (batch number, status, totals)

- Determine whether a batch has settled or still needs attention

Use this guide for quick, daily verification—especially after running Night Audit.

How to Reach the Batch Settlement Screen

Go to: Front Office → Supervisor → System Maintenance → Credit Card Interface

You'll see a list of Credit Card Batches.

- Batch #: Unique settlement identifier

- Audit Date: Day transactions were reconciled

- Settlement Date: When the gateway processed the batch

- Charges / Credits / Total: Monetary totals

- Status: Settled / Unsettled / Missing

View Transactions Within a Batch

Click on any Audit Date to view all transactions included in that batch. The details at the bottom of the screen include:

A batch can be marked as Settled even if one or more individual transactions remain Unsettled. This usually means those specific transactions failed to settle due to card issues or system interruptions.

What the Statuses Mean

- Settled: Batch was processed by the gateway

- Unsettled: Capture completed, but not yet processed

- Missing: No transactions in the batch or transmission failed

To troubleshoot an Unsettled batch:

- Click the batch’s date

- Choose Re‑Settle Batch

- Verify gateway connection or correct data issues

- Contact support if it still fails

Credit card batch can have 3 statuses:

- Settled: The batch is settled.

- Unsettled: The batch is not settled. Click on the unsettled date, and click on Re-Settle Batch on the top right. If any further issue, please submit an unsettled credit card batch ticket.

- Missing: The batch is empty, this status shows when there was no transaction that day, nothing to settle.

Checking via Night Audit

Go to: Accounting → Night Audit → Reprint Report – Credit Card Batch

The report lists all transactions and shows if any are flagged “Unsettled”

The time refers to the settlement time, not the time the transaction was posted.

Want More Detail?

For a deeper dive into the full batch lifecycle, trigger points, troubleshooting, and reconciliation best practices, check out Credit Card Authorization vs Capture vs Batch Settlement. This article covers everything from authorization to settlement and offers step-by-step guides for resolving common issues.

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