Finance Workflow Change – Host Resolution Payments Handling

Summary

The Finance team is introducing a structural change in how Host Resolution Payments are recorded and processed in our systems. This affects the source of truth for these transactions and requires a coordinated update across our Data Warehouse (DWH) and reporting models.

What’s Changing?

Previous Approach:

Host resolution payments were handled as bank transactions.
Stored in the xero.bank_transactions table.
Payments categorized using:
- account_code = 323 → E-Deposit Resolution - Host Payment
- account_code = 316 → Resolutions - Host Payment

New Approach:

Host resolution payments will now be handled as credit notes instead.
Stored in the xero.credit_notes table.
Categorization remains the same:
- account_code = '323' → E-Deposit claims
- account_code = '324' → Check In Hero - Resolutions (Guest) (new as of 23.04 7pm)
- account_code = '316' → All other resolution payments

Effective Date

🔔 This change applies to all resolution claims made on or after

📆 March 31st, 2025

Implementation Plan

Step 1: Create Unified Resolution Payments Table

A new table will be introduced in the DWH that consolidates host resolution payments from both:

bank_transactions (for transactions before March 31st, 2025), and
credit_notes (for transactions from March 31st, 2025 onward).

This ensures continuity in analysis and reporting across the transition.

Step 2: Review & Update Downstream Models

We will review all DWH models that depend on:

xero.credit_notes
xero.bank_transactions

…and assess how the change might affect:

joins
any possible aggregations that might be affected

Credit Notes Downstream Analysis

Step 3: Update Reporting

The following reports are expected to require updates:

Main KPIs Report
Host Resolutions Report

More may follow depending on dependencies.

Key Considerations

Ensure no double counting during the transition period (e.g. if one payment is mistakenly captured in both sources).
Validate that the new credit notes data includes all fields currently used in bank_transactions.
Coordinate QA testing with Finance to verify totals match.

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