Import and Reconcile Paymode-X

Before your first reconciliation of Paymode-X data, you must maintain providers. By maintaining providers, you establish mappings of Paymode-X providers to GlobalWare providers. For more information, see Commission Maintain Providers.

Importing

Before you import, make sure the previous file has been reconciled as much as possible. When you import, the data from the previous file will be deleted. Then follow these steps:

  1. Download the file from the website.

  2. On the Commission submenu, click Comm. Reconciliation.

    The Commission Reconciliation screen appears.

  3. In the Reconciliation File field, select Paymode-X from the drop-down list.

  4. In the File to Reconcile field, specify the location of the file (type the drive, path, and file name).

    Note: You can use the ellipsis () button to the right of the File to Reconcile field to navigate to the file you want to reconcile.

  5. Click List Disk if you need to review the transactions in the file before you import.

  6. GlobalWare will not import the file if the GlobalWare provider for a Paymode-X transaction is NOPROV. Also, the file will not be imported if the Paymode-X provider in a transaction is not in GlobalWare as a provider.

    Click FIND MISSING PROVIDERS to search the selected Paymode-X file. If records with the preceding conditions are found, a report prints with the Paymode-X Vendor Number and Vendor Name and the GlobalWare Provider. Providers that do not exist in GlobalWare are indicated by no value in the GW Provider column. Providers that exist in GlobalWare, but need a specific provider, have NOPROV in the GW Provider column.

    Use the Commission Maintain Providers function to add providers that do not exist and edit providers with NOPROV for the GlobalWare provider.

  7. Click IMPORT.

Reconciling and Reporting

Apply negative commission adjustments before reconciling. Then, perform the following steps:

  1. The Paid Date field defaults to the header record Payment date. If you want a different date stored for commission received date, change the Paid Date. For example, for October bookings, you might want the payment received date to be October 31 for agent reports, even though Paymode-X collected the commissions and paid you in November.

  2. Select Reconcile Transactions and the matching type (Standard Match or Optional Match) to reconcile the payments with GlobalWare transactions. For details about standard and optional matching, see How Commission Reconciliation Finds Matches.

  3. Select Reconciled Transactions Report, Unreconciled Transactions Report, or both.

  4. In the Sort Reports By field, select how the reports are sorted.

    Note: The Reconciled Report is subtotaled by booking location, and the sort options for this report are within each booking location.

    • Sort by chain code, then property name, then arrival date (at the hotel).

    • Sort by traveler, then chain code, then property name, then arrival date.

    • Sort by confirmation number, then chain code, then property name, then arrival date.

  5. Select Update Tracking Items Only or Update Only if Paid = Due, as desired.

  6. Click OK.

After you reconcile, use the Unreconciled Transactions report to review transactions and determine what you need to edit to make the items reconcile. Use the Invoice Edit & Query function or the Commission Tracking function to edit the transaction. Then you can run the reconciliation again to reconcile transactions that did not reconcile the first time. Or you can mark them received in Commission Tracking (this will not remove them from the Unreconciled Report).