Reconcile Payments

Charge card payments are processed securely over the Internet. CardKnox accepts the credit/debit card information through the web form and passes it to the credit card processor. The processor processes the payment and sends a response back to CardKnox. In return, CardKnox sends the payment confirmation to Aluvii. There are times when that communication back to Aluvii is interrupted. This results in the card being processed properly, but because the confirmation does not make it back to Aluvii, the payment is not recorded in Aluvii. See this article for more information.

This Reconcile Payments feature will assist in recording the missing payment in Aluvii.

Aluvii code queries the CardKnox database via API for all payment records. It then checks against the payments in Aluvii to see if there are any discrepancies. Once you have the list, you have the ability to record missing payments in Aluvii. 

Recording Missing Payments in Aluvii

1. Go to the Administration activity, click on the Accounting tab, and click on Reconcile Payments.

2.  Filter the Start Date and End Date range that you want to check for missing payments.

Important Note: Aluvii code does an API call to Cardknox and returns the results here in the grid. The result set only returns 1,000 records at a time. So the longer the date range, the less likely to return all the results. It will only show the first 1,000 records even on longer date ranges, so we recommend keeping the date range search relatively small. For example, we recommend you set the date range to 3 or 5 days to find the missing payment rather than setting it to a 1-month range or more. For larger businesses that have more than 1,000 transactions in a day, even a 1-date range may not display all the results in these cases.

3. Make sure that the Show Unmatched Payment Only checkbox is enabled to immediately show the unmatched records.

Important Note: This reconcile feature is pulling payments from Cardknox that are in Cardknox but not yet in Aluvii. The "Is Voided" field is a value that Cardknox sends back as part of the query. So if the value on that column relative to that payment is "TRUE", it's likely that the payment has already been voided in Cardknox. When you see that a payment has already been voided, it's recommended to NOT ADD those to Aluvii. Instead, you can ignore those. 

4. On the right-hand side of an unmatched record, you can click the Add Payment option to add it to the Aluvii system.

Important Note: Adding a payment in reconcile payment page is not necessarily the same as completing a normal transaction process through the register. For example, if the missing payment was from a membership purchase, the membership record will likely not add to the account after adding the payment. Therefore, if you were to look in Guest Management you will not see the membership assigned to the guest. The payment will be recorded to Aluvii, but other logic may not happen as would normally happen during a normal sale. For issues like these, contact Aluvii Support.

What if This Process Doesn't Find the Missing Payment

If this process does not find any missing payments, but there are missing payments, send an email to support@aluvii.com with some detail about the missing payment.

Payments are matched behind the scenes in this manner:

1. A list of charge card transactions is pulled from Aluvii and from Cardknox
2. For each of the Cardknox entries, there is an attempt to find a corresponding match in Aluvii on the following criteria:
   1. Cardknox invoice = Aluvii OrderId
   2. Payment amounts match
   3. Reference numbers match
   4. Last 4 card number match
3. If a match is not found, and Cardknox has the invoice field populated, then a new payment record will be added to Aluvii to match Cardknox.