Reconciliation, manual match and the card terminal

Desk payments make their own receipt and are reconciled at once. The Reconciliation tab handles the rest, one payment to its own receipt.

Hospitality Cashiering

3 min read

Updated October 20, 2026

For Cashier Accountant Manager

Most days you will not need this page: every payment taken at the desk is reconciled the moment it is taken. It is for the few payments listed under To reconcile.

The card terminal

Card payments are taken on the hotel's own card terminal: the cashier runs the card on the terminal, then records the payment with tender Card terminal and the slip's Reference. The payment goes to the bank or card clearing account set for cards.

What reconciliation means here

Every payment taken at the desk writes its own receipt in Accounting the moment it is taken, so it is already reconciled. Payments › Reconciliation shows, for a period and per tender, what was received, what is already matched to a receipt, and the payments still To reconcile.

A payment is "to reconcile" when it has no receipt of its own (for example one recorded before the hotel started using receipts, or after an interruption). It is matched by hand to the receipt in Accounting that holds the money.

Worked example: a normal day on Payments › Reconciliation

For the day, By tender shows what each tender received and how much of it is reconciled:

Tender	Payments	Received	Reconciled
Cash	12	30,000	30,000
Card terminal	5	20,000	20,000
Bank transfer	2	10,000	10,000

Every payment made its own receipt in Accounting when it was taken, so the To reconcile list below is empty and the screen says "Everything received in this period is reconciled". Nothing needs doing.

Match a payment by hand

Open the payment under To reconcile and choose Reconcile payment
Who
Cashier or accountant
Where
Payments › Reconciliation
Name the Cash / bank voucher
What changes
The receipt in Accounting that received this money. Add the Settlement batch, and the Card or bank fee if the bank kept one (kept for the record; your accountant records the fee itself in Accounting).
Reconcile
Approval
A manager approves matching a payment to its receipt (always, in a new hotel).
What changes
The payment is settled against that receipt.

One receipt matches one payment: the receipt must be for this payment's amount, on the guest's account, and not already matched to another payment.

Worked example: matching one payment by hand

A payment of 5,000 shows under To reconcile: it was recorded before the hotel started using receipts, so it has none of its own. The accountant finds the receipt in Accounting that received this money: a receipt of 5,000 on the guest's account.

Open the payment under To reconcile and choose Reconcile payment.
Enter the receipt's number as the Cash / bank voucher. If the bank kept a fee, enter it as the Card or bank fee: it is kept for the record, and the accountant records the fee in Accounting.
Choose Reconcile. A manager approves with their PIN. The payment is settled against that receipt and leaves the list.

The match is refused when the receipt is not for 5,000, is on another guest's account, or is already matched to another payment: "That voucher is not a receipt of this payment's amount on its guest's account, or it is already matched to another payment." The voucher cannot be left empty: the screen asks for the cash or bank voucher number.

Card commission

The bank keeps a commission on card payments. The hotel screens do not post it: your accountant records it in Accounting when the bank settles.

Common questions

A card payment shows nothing to reconcile, but the bank paid less.

The bank keeps a commission on card payments. The hotel screens do not post it: the accountant records it in Accounting when the bank settles (Payment methods (tenders)).

Can one receipt match two payments?

No. One receipt matches one payment, and it must be for that payment's amount.