Sometimes a guest settles their bill by card or by handing you cash at the front desk, or perhaps they have just sent you a proof of payment for an EFT transfer. Capturing these manual payments accurately is essential for keeping your records perfectly up to date and tracking any outstanding balances.
Here is exactly how to add a payment to a booking:
Step 1: Open the Booking Details
Simply click right on the specific booking on your calendar to open the Booking Details window.
Step 2: View the account
ext, look for the 'Account' panel and click the 'View Account' button to open up the guest's full Account Summary.
Step 3: Add the payment
Look for the option to add a payment on the screen and simply click on it.
Step 4: Capture the payment details
A little window will pop up where you can easily enter the specifics of the transaction:
- Date: Make sure to select the exact date the payment reflected in your bank account, as this is incredibly helpful for your own reconciliation.
- Type: Choose how the guest paid from the drop-down list, with options including Bank/EFT, Cash, Credit Card, or Commission.
- Amount: Type in the exact amount the guest originally paid to you.
- Reference: Add a handy note or reference so you remember what this payment was for when you view your payment reports later.
Once you are happy with the details, simply click 'Save'.
A quick tip before you save: Once a payment is captured, the system locks it in to keep your financial records secure, meaning you cannot edit it later. But don't worry - if you do accidentally make a mistake, you can simply search for our quick tutorial on how to correct an incorrectly entered payment!
Step 5: View your updated account
Once you save and return to the Account Summary, you will see the new payment beautifully and neatly displayed right on the guest's account.
Step 6: Update the booking status
Once you click 'Save', a helpful little window will automatically pop up asking if you want to change the booking status to "paid".
Simply click 'Yes'! This is just your system's clever way of keeping your calendar perfectly updated so you can quickly see at a glance who has already settled their bill.
