Payment Capture

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 > Financials tab by clicking the Record Payment button. When Record payments is accessed from here there is a Return to Reservation button that 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.

Click here for Payment Capture Terms and Definitions »

Record a Payment

  1. Enter the payment receipt details (see terms and definitions for detailed information).
  2. Click the Add Payment Item button to allocate the payment to a reservation (if the user has accessed this screen from the Billing tab, the details on this pop-up are pre-populated with the respective reservation number and name).

Edit a Payment record

Only the payment header can be edited by users with Payment: Managementaccess. Payment items cannot be edited, to rectify an incorrect payment a reserver transaction must be made to cancel the error.

Terms and Definitions

Payer/Payee 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.
Date The date the payment is being recorded. This date defaults to the current date.
Currency 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.
Method of payment 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.
Reference/Receipt number 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.
Notes 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.
Add Payment Item 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. Details on the Payment Item pop-up include:
  • Res No: 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.
  • Amount: 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.
Return to Reservation This button is available when the user has accessed the payment screen from the Billings tab. Clicking this button will return the user to the respective Reservation > Billings tab.
Documentation Once a payment has been captured, the updated amount is displayed in the list of payments linked to the ‘Payment Details’, the button to the right of the list will open a pop-up with the updated reservation information, the updated information can be emailed or printed for the client.