Notify Freedom Pay Gateway of EOD Settlement

Stay is enhanced to send an end-of-day settlement notification to the Freedom Pay gateway when date roll is completed and the accounting date for a property is closed. When the gateway receives the notification, the current transactions batch that consists of deposits, payments, refunds, and authorizations processed at the property for the current business date will be settled, and a new transactions batch will be created for the successive date.

This enhancement helps properties to process the transactions performed for an accounting date to be settled on the same accounting date in the Freedom Pay gateway. The transactions processed in Stay after the end-of-day settlement notification is sent will be processed in the Freedom Pay gateway in the next batch created.

Feature Setting

The following new feature setting must be enabled to send the end-of-day settlement notification from Stay.

  • Name: End-of-Day Payment Settlement Notification

  • Comments: License is not required

When the End-of-Day Payment Settlement Notification feature setting is enabled, the Freedom Pay gateway will be notified based on the following conditions:

  • When the Automatically Close Accounting Date checkbox in the Date Roll and Night Audit tab of the Guest Accounting screen is selected, the notification will be sent automatically from Stay when date roll for the property is completed and the accounting date is closed.

  • When users manually close the accounting date in the Night Audit tab of the Night Audit screen, the notification will be sent once the accounting date for a property is closed.

The following details will be included in the notification sent from Stay to Freedom Pay.

Field

Description

Store ID

The Store ID configured for the property in the Agilysys Pay Setup screen (All Settings à Accounting à Agilysys Pay Setup).

Terminal ID

The Terminal ID configured for the property in the Agilysys Pay Setup screen (All Settings à Accounting à Agilysys Pay Setup).

EOD Level

This field supports the following values:

  • P: Runs the EOD service for all relevant stores in a specific processor.

  • S: Runs the EOD service for the store ID provided.

  • T: Runs the EOD service for the terminal ID provided.

EOD Group Code

When the EOD Level is sent as P, the group code must be sent in the notification to run a batch in the processor.

When the gateway receives the notification, the current transactions batch that consists of deposits, payments, refunds, and authorizations processed for a property for the current business date will be settled, and a new transactions batch will be created for the successive date.

Error Logs

When the settlement process is not completed successfully, a record for the failure will be created in the End-of-Day FreedomPay Notification section in the Error Log tab of the Night Audit screen.

This section displays the following columns:

  • Date

  • Field

  • Value

  • Error

The following table lists the various scenarios in which the settlement process will not be completed successfully, and the details displayed in the End-of-Day FreedomPay Notification section.

Scenario

Details Displayed

When an incorrect Store ID is sent in the notification.

  • Date - Rolled over date

  • Field - Store ID

  • Value - Store ID

  • Error - The gateway authentication failed

When an incorrect Terminal ID is sent in the notification.

  • Date - Rolled over date

  • Field - Terminal ID

  • Value - Terminal ID

  • Error - The gateway authentication failed

When an incorrect EOD Level is sent in the notification.

  • Date - Rolled over date

  • Field - EOD Level

  • Value - EOD 

  • Error - Configuration for EOD Level can only be T or S or P

When EOD Group Code is not sent in the notification

  • Date - Rolled over date

  • Field - EOD Group Code

  • Value - EOD Group Code

  • Error - Configuration for EOD Group Code is required when EOD Level is P

Batch Creation and Settlement in Freedom Pay Portal

Users can view the batch created for the transactions performed for the current business date by logging in to the Freedom Pay Portal with the required credentials. The status of the batch will be set as Open for the current business date. Once the end-of-day settlement notification is received, the batch status will be verified both at the transaction and batch levels.

  • To view the batch status at the transaction-level, users must navigate to the Batch menu à View Transactions à Select the store name in the portal.

  • To view the batch status at the batch level, users must navigate to the Batch menu à Batching à Select the store name à Select the Business Date option à Specify the preferred date.

Once the end-of-day settlement notification is received, the batch status will be changed to ReadyToSend. After the batch processing is completed by the gateway, the batch status will be changed to Sent.

System Changes

To support this enhancement, a new section, End-of-Day FreedomPay Notification, has been added to the Error Log tab of the Night Audit screen.