Oracle Hospitality Point of Sale Reconciliation Presented by

Oracle Hospitality Point of Sale Reconciliation Presented by: Jason Timian, CBORD 1 | CBORD 2018 User Group Conference | Presentation

Reconciliation Ø The process of ensuring that two sets of financial records are in agreement. Ø Verifies that transactions processed on an Oracle Hospitality system are posted to the card system (Odyssey/Gold) successfully Ø Regular reconciliation keeps a site from unnecessarily losing funds Ø Should be completed on a daily basis 2 | CBORD 2018 User Group Conference | Presentation

Cash - Reconciliation • Variance will represent overage or shortage • Use Employee Financial Report 3 | CBORD 2018 User Group Conference | Presentation

Employee Financial Report Simphony Revenue. Reporting Center Financial Report 4 | CBORD 2018 User Group Conference | Presentation ü Location ü Date for the Report ü Employee ü All Financial Information ü Tender Breakdown

Cash Control Prevent Fraud/Theft • Employees may steal money as it is exchanged with a customer • Fraud usually occurs in retail businesses where there a high number of low value transactions and lots of clerks • Proper controls and reviews will help to prevent theft 5 | CBORD 2018 User Group Conference | Presentation

Cash Control Best Practices • Do not allow clerks to share a drawer • Institute a blind drop policy • Limit use of functions that are able to aid fraud – paying negative transactions, voids, cancel transaction, & no sale • Require cash drawer closure between sales 6 | CBORD 2018 User Group Conference | Presentation

Cash Control Best Practices • • Randomly pull drawers and complete a reconciliation Require each customer to receive a receipt Review reports for any irregularities Regularly require clerks to change sign in code or use cards for sign in 7 | CBORD 2018 User Group Conference | Presentation

Credit Card - Reconciliation • Verify amount of credit cards on RVC reports matches batch/settlement reports • Verify batch/settlement reports match reports provided by the bank/processor 8 | CBORD 2018 User Group Conference | Presentation

Credit Card - Reconciliation 9 | CBORD 2018 User Group Conference | Presentation

Credit Card - Reconciliation 10 | CBORD 2018 User Group Conference | Presentation

Credit Card - Reconciliation Freedom. Pay example 11 | CBORD 2018 User Group Conference | Presentation

Credit Cards Best Practices • Verify batches have been created and settled daily • Reconcile between Oracle Hospitality system, gateway provider & Processor/bank. • Watch for voids/refunds 12 | CBORD 2018 User Group Conference | Presentation

Card System - Reconciliation • Verify tender amounts for each RVC matches amounts in the card system • If discrepancy is found, look for offline sales that were rejected upon upload • If discrepancies are not resolved by offline transactions, look at individual terminals/transactions to find discrepancy. • If further help is needed, contact CBORD helpdesk 13 | CBORD 2018 User Group Conference | Presentation

Odyssey – Reconciliation Simphony Revenue. Reporting Center Financial Report 14 | CBORD 2018 User Group Conference | Presentation ü Location ü Date Range for the Report ü All Financial Information ü Tender Breakdown ü Card system tenders

Odyssey – Reconciliation Odyssey Reporting POS Reconciliation Failures by Terminal Represents All Terminals in a Revenue Center 15 | CBORD 2018 User Group Conference | Presentation ü Date Range for the Report ü Location ü Totals (counts & amounts) - Accepted by Odyssey - Rejected offline transactions - Oracle POS submitted - Variances

Odyssey – Reconciliation Odyssey Reporting Checker’s Log 16 | CBORD 2018 User Group Conference | Presentation ü Date Range for the Report ü Location ü Transaction Date & Time (Actual) ü Posted Date & Time ü Patron ID and Name ü Error that caused transaction to fail ü Missing/Lost Funds

Odyssey – Checker’s Log Report Common Issues ü ü Over Credit Limit ü Patron has gone over their credit limit with offline transaction ü Can be resubmitted after the credit balance is reset Account Balance is too low to complete sale ü Patron has over spent to balance on their declining balance tender ü Once Patron has added funds to their account the transaction can be resubmitted ü Transaction after plan end date ü The patrons is on an expired plan ü Plan has not yet started (beginning of semester) ü Plan has end (end of the semester) ü Patron has been terminated / drop out and is in the hold plan ü Patron record not found ü The card that was used for the transaction does not match any card in Odyssey ( no name and now id number will show) this is a loss 17 | CBORD 2018 User Group Conference | Presentation

CS Gold – Reconciliation CS Gold Reporting Transaction Activity by Location Group Represents All Terminals in a Revenue Center 18 | CBORD 2018 User Group Conference | Presentation ü Date Range for the Report ü Location ü Totals (counts & amounts) - Accepted online & offline - Offline rejections ü Rollback Transactions

CS Gold – Reconciliation Represents All Terminals in a Revenue Center 19 | CBORD 2018 User Group Conference | Presentation

CS Gold – Reconciliation Important Points and Concepts • RVC must be equivalent to location group • Gold Parameters will impact offline behavior when uploaded • SVC_OFFLINE_ENFORCE_BAL_LIMITS – drive balance negative • CALCULATE_OFFLINE_DISCOUNTS – apply host-based discount Represents All Terminals in • a Revenue Center RECALCULATE_OFFLINE_REPORTED_TAX – strip tax for offline sales where appropriate • RND Tenders – used when tax is owed and last tender keyed is non-taxable SVC plan 20 | CBORD 2018 User Group Conference | Presentation

CS Gold – Reconciliation Important Points and Concepts • Rollback Transactions • Transaction has been successfully recorded by CS Gold, but not committed • An offline situation occurs, and not knowing whether or not the transaction was committed, the POS – CS Gold Interface creates a duplicate (offline) transaction to send to CS Gold Represents All Terminals in a Revenue Center • An online state is re-established. • If the original transaction WAS committed successfully in CS Gold, the duplicate (offline) transaction is rejected and posted to the Transaction Fail Ledger. • If the original transaction WAS NOT committed (it is still pending), then it is "rolled back", and the offline (duplicate) transaction is posted and committed. 21 | CBORD 2018 User Group Conference | Presentation

Questions? 22 | CBORD 2018 User Group Conference | Presentation

We want your feedback! Please evaluate this session in the ERMobile app. Your feedback helps us improve future sessions. Find this session in the app, and touch COMPLETE SESSION SURVEY. Thank you! 23 | CBORD 2018 User Group Conference | Presentation