Check if a Credit Card Batch is settled (Desktop)

Check if a Credit Card Batch is settled (Desktop)

Settling a credit card batch involves reconciling and finalizing credit card transactions between Visual Matrix and your credit card processor. "Settling a batch" essentially means concluding and processing the authorized credit card transactions to receive payment from the credit card issuers, ensuring that the hotel or business receives the funds for services provided to guests. There are two ways to check if a credit card batch is settled.

From Front Ofice Supervisor

Path: Front Office > Supervisor > System Maint
Click on your Credit Card Interface (Visanet/TSYS, Moneris, FDMS, Merchant Link, Transaction Link, Elavon, Shift4, Fortis Pay).

At the top of the window, you will see all the batches and their status:
- Batch Number (#): This number is generated by your credit card processor and will match whatever you have on your processor portal;
- Audit Date: Date of the audit the batch was for;
- Settlement Date: should normally be the date after the Audit Date, the batch being technically settled by Visual Matrix after the audit;
- Charges: Total of Charges in the batch;
- Credits: Total of Credits in the batch;
- Total: Total of the batch, Charges minus Credits.

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, open a ticket with our Product Support at;
- Missing: The batch is empty, this status shows when there was no transaction that day, nothing to settle.

When you click on a batch date, you will see all the transactions included in that batch at the bottom of the screen. You will find all the following information:
- Posted: Date the transaction was posted on the folio.
- CC Number: hided number or token number of the credit card. The last 4 digits are the real last 4. More info on token numbers.
- Exp: Expiration date of the credit card.
- CC Status: Settled or Unsettled. A batch can be settled with one or multiple unsettled transactions, see below.
- Amount: Amount of the transaction.
- Guest Name: Name of the guest on the Folio.
- Arrival: Arrival date of the stay.
- Conf #: Confirmation number.
- Room: Room number.
- A/B/C/D: Folio on which the transaction is posted.
- Stat: Status of the reservation.

From the Credit Card Batch Audit Report

Path: Accounting > Night Audit > Reprint Report.
The report is daily. Choose the date you need to check the batch for.
Click View.

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

A batch can be settled with one or multiple unsettled transactions.

It's an uncommon occurrence, but it can happen. If you receive an unsettled credit card batch alert, but the batch appears settled, click on the date and review the batch to ensure all transactions are settled. If not, open each folio with an unsettled transaction, repost the transaction, and then void the unsettled transaction. In the event that reposting the payment or credit fails, refrain from voiding before reposting to avoid creating a balance on the folio.

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