Payments and Finance Reconciliation

Separate sales from payments

A sale records what was provided. A payment records how money was received. Transferring a POS charge to a room moves responsibility for collection; it does not create a second payment.

Reconcile by source and method

1. POS: review bills, discounts, cancellations, cashier payments, room charges, and reopened or corrected payments.
2. Front Desk: review stay charges, POS Bill charges, payments, refunds, bills, balances, and checked-out stays.
3. Inventory: review receipts, consumption, stock adjustments, and valuation.
4. Back Office: review invoices, invoice payments, cash books, expenses, receivables/payables, accounting reports, and payment methods.
5. Compare totals by business date, currency, and payment method.
6. Trace every difference to its source record and assign an owner.

Multi-currency control

• Record the amount in the currency actually received.
• Keep separate payment records when several currencies are received.
• Verify the original amount, configured exchange rate, converted amount, and remaining balance.
• A Multi-Currency Bill changes presentation; it does not record payment.
• Reconcile both original-currency tender and the property's main-currency reporting value.

Never create a false transaction to force two reports to agree.