OmniPay full reconciliation process
Reconciling payments funded to your bank account should be a straightforward process.
Getting started
There are some general points to consider before you start the process:
Batch processing - The payments that are processed whether these are Ecommerce, MOTO or payment terminals are grouped into batches. The batch time run is between 2 am and 2 am each day. This time is fixed and cannot be changed. We would suggest your end of day is scheduled as close to these times as is feasible. However, is not critical as you can run a payment analysis report between any date and time.
Only settled payments are funded - If you believe payments are missing, check for payments may still show the status of ‘settling’. On occasions, there are delays with the card networks processing the payments and this leads to payments rolling over into the following days batch. The status of payments can be obtained from MyST.
Before trying to reconcile the funding into the bank account, we advise that you are satisfied with the payments processed via the PMS and EPOS systems (if applicable) balance.
Net or gross settlement – for the purposes of reconciliation it doesn’t really matter if your funds are processed in gross or net. Net funding is more straightforward as the fees are taken at source, which will remove the additional step of reconciling the invoice for the acquiring fees.
⚠️Important: Net settlement will mean that you need to use Omnipay more extensively, particularly the Daily Funding Report and the Merchant Payment Advice.
Quick overview of the GuestPay reporting tools
There are two applications that provide reports on Guestpay transactions:
MyST
This records all transactions that are processed via the gateway including pre-authorisations. It displays the transaction status such as pending and suspended etc.
When using MyST to report on processed transactions make sure you use the correct report filters. When reconciling payments, the filters to be used are: Acquirers - STFS (for Ecom and MOTO transactions) and STFSPOS (for payment terminal transactions Settlement Status - 100 Settled).
Reports can either be viewed on the screen or output as a CSV or Excel file format
Omnipay/Ramtool
This reports on payments that have been processed and will only include payments that are part of the card schemes on your Guestpay/Trust Payments agreement. Currently, these are Visa and Mastercard.
Payment transactions in Omnipay are reported by MID. If Guestpay has been set up to process eCommerce, MOTO and Payment Terminal payments, there will be 3 MIDs. More complex configurations are likely to have more MIDS.
The reconciliation process
The following section describes a recommended approach to reconciling payments with your bank account.
To generate a Rezlynx payment report, follow the steps below:
Within Rezlynx, navigate to Accounting, then Period End menu select Payment Analysis.
Select Search next to Period ID and find the end of day period required.
Click View to see the search results.
Ensure all payments recorded within Rezlynx are correctly accounted for and these agree with other third-party systems such as EPOS.
If you refer not to use the Payment Analysis, then you can use the PMS End of Day Report (within Rezlynx, navigated to Accounting, then Period End, then Period End Archive) or MyST report for that day. Remember that payments run between 2am and 2am, so if your business trades around these times it may be easier to use the PMS Payment Analysis report or MyST Transaction Report. Transactions can then be verified in MyST or this step can be skipped and the transactions can be viewed and reconciled directly in Omnipay as below.
To reconcile your payments within OmniPay, follow the steps below:
Navigate to OmniPay Ram Tool and log in.
Select the MID to be reported on - marked with the red arrow in the image below:
Select Reports at the top of the screen, then Funding, then Daily Funding report. The Daily Funding report details the value of the payments taken and the amount that is funded to the bank account.
Select the same Date as your Rezlynx report, and click Search to see the report generated on screen.
⚠️Important: Remember this report is calculated based on the batch times - 2am to 2am and that reports generated in Omnipay are per MID.
The report is generated on screen. At the top of the report, the total amount of payments processed can be seen (Total Accepted Transactions).
If the settlement for this MID is gross and there have been no other deductions or adjustments, the transaction amount should equal the Actual Payment funded to the bank account as shown within the Payment Analysis report.
If this MID is settled net, the various acquiring fees will be seen on the report. In this scenario the Actual Payment will be the Total Accepted Transactions less any fees
The Total Accepted Transactions should match the total within the Payment Analaysis report.
Check the transactions in a batch
If the totals between the PMS/MyST report and Omnipay do not immediately reconcile, the transactions in the batch need to be checked.
To check the transactions in the batch, use either of the reports below:
Click on Total Accepted Transactions on the Daily funding report, to display a detailed report.
Alternatively, the same data can be viewed and downloaded by using the Processed Transactions report, found under Transaction Activity, then selecting Processed Transactions. Selecting the date required will produce a report on screen.
The advantages of using this report over data from the Daily Funding Report are:
Data is easily downloaded and can be used in Excel.
Can be used to check the payment fees on a transaction basis. The payment processing fees are in two columns on this report, Acct. Commission Charges and Additional Charges.
If the MID that is being reported on is a payment terminal MID, the third column from the end of the right side of the report contains the terminal ID of the device that processed the transaction.
Once the transaction reconciliation has taken place. The payment can be cross-checked with the bank account by using the Merchant Payment Advice.
Each payment made has its own unique 11-digit reference number. This can be found in the column Bank Reference. This number will appear on your bank statement.
The columns Work of Date and Value Date contain the date the funding was created, this is linked to the transaction date.
The Funding Date is the date the funds go into the bank account. Be aware that funds are only processed on working days, so after a weekend or a public holiday that funds go into the bank account on the next working day.