Payment Overview      
 

Payments are available to internal users who have read, update or management access to Payments. Payments can be accessed from the Payments menu or from the Reservation-Billings tab.

Multiple payments can be recorded or a payment for a specific reservation. Once a payment is recorded, the reservation payment analysis is updated and the payment record is stored for reporting.

Record payments can also be accessed from the reservation billings tab by clicking the Record Payment button. When Record payments is accessed from here there is a Return to Reservation button where the user can click to return to the respective reservation billing tab to preview an update of the payment analysis or to continue working on the reservation.

There are two parts to capturing a payment:

  1. Payment details: this includes information such as the payment receipt number, the payer/payee, the payment date, currency and any references or notes related to the payment
  2. Payment item: this is the actual amount paid or credited to a reservation


 

Payment Details

Payment details includes information such as the the payer/payee, the payment date, currency, payment receipt number and any references or notes related to the payment. This information is stored for future reports and payment searches.

 

 

       
  • This is the name of the person making the payment (usually a contact)
    • When the user accesses this screen from the main menu, the payer/payee field is blank
    • When the user accesses this screen from the Reservation-Billing tab the payer/payee defaults to the Agent allocated to the reservation, where there is no agent allocated this field defaults to the contact person for the reservation. If there is no contact person, this field is left blank
  • To allocate or change the payer/payer, click the Search button and select a contact from the pop-up

Payer/payee
     
       
  • The date the payment is being recorded
  • This date defaults to the current date

Date
     
       
  • The currency payment method (currencies listed in here are linked to the currency code table)
  • The currency the user selects here should be the invoice currency for the reservations for which payment is to be recorded· If the user opens the Record payment screen from a reservation, the currency defaults to the Invoice currency set for the reservation
    • When the Payment Item is captured, only reservations with the selected Payment currency are listed
  • Only one currency can be allocated to a payment record
    • Where actual payments are made in currencies different to the invoice currency for reservations, the conversion must be calculated outside of Resrequest and the converted amount (i.e. the value of the actual payment converted to the invoice currency) must be input
      • The notes area can be used to display details of the conversion

Currency
     
       
  • This is the type of payment the principal is using, for example: cheque, cash, credit card
  • Records displayed here are from the Method of Payment code table

Method of payment
     
       
  • A reference for the payment or credit, this usually refers to the cheque number the client is paying with or a number from a credit or receipt book

Reference/Receipt number
     
       
  • A free-format field to enter any general information regarding the transaction
  • Where the payment is set as ‘direct’ the notes field is compulsory to ensure that the user enters the respective information

Notes
     


  Functions: Payment Details
       
  • On entry to the screen the Payment Details form opens in new mode (the New button on the toolbar is impressed)

New
     
       
  • The open toolbar button will link the user to the Payment Find screen

Open
     
       
  • This will save payment details information

Save
     
       
  • Only users with Payment-Management access can edit the payment details screen once it is saved

Edit
     
       
  • This button enables multiple payments to be captured per payment record
  • Clicking the Add Payment item will save the Record Payment details and open the Add Payment Item pop-up for specific payment information to be entered

Add Payment Item
     
       
  • If the payment screen was accessed from the reservation, the Return to Reservation button will return the user to the reservation-billing screen of the reservation for which the last payment was captured

Return to Reservation
     

 

Payment Item

Payment item refers to the specific payment allocated to a reservation. Payment items can be captured once all payment details are entered and the Add Payment Item button is selected. Multiple Payment Items can be added when payments are being recorded, provided all the reservations the payment is being allocated to have the same Invoice currency (which matches the currency setup on the payment details)

 

 

       
  • This is the reservation number of the reservation that the payment is being allocated to
  • The reservation number and name is pre-populated if the user accessed the Record Payment screen from the Reservation-Billing screen
  • To allocate or change the reservation number, click the Search button and select a reservation to allocate payment to
  • Only reservations that have an invoice currency that matches the selected currency set on the payment details are listed

Res No
     

       
  • This is the amount entered for the payment
    • Where the actual payment currency differs from the Invoice currency, the calculation must be made outside of the system and the converted amount entered
  • An amount can be entered as a negative (i.e. a credit), where an amount is credited a note must be entered for the payment item

Amount
     

       
  • Once a payment item is allocated, the payment details screen is updated with the respective payment, further payment items can be allocated at this point or an updated version of the documentation can be displayed
  • A payment item cannot be edited, a reverse payment item would need to be entered to make the respective change

Payment Item List