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How to Collect Payments on the Booking page.

This guide explains how to efficiently collect payments using the method that best fits each reservation—whether via payment gateway, payment link, terminal, or manual entry.

 

  • Open the booking page after locating the concerning booking first. This can be achieved from the Booking List or the Rooms Calendar:

 

  • Access the Billing Area:
  • Confirm that a Proforma has been created for the booking.
  • Review the Proforma to ensure all details (e.g., amounts, services, and guest information) are accurate.
  • Click on the Charge button:

  • A pop up screen will appear with the payment method options to choose from:

    • Payment Gateway - This option will allow you to charge credit cards on file directly through the interface with Stripe, the service that processes payments.

      • When you select this option, a pop-up window will display the credit card(s) on file. These may include the booker’s credit card used during the online reservation and/or a virtual credit card (VCC) issued by the OTA:

      • If there are multiple credit cards attached, firstly choose the one you would like to charge by clicking on it:

      • Select the first field to indicate whether you wish to process a payment or authorise the credit card.  
        Choose the relevant Proforma you want to charge, or select “Charge Free Amount” to enter a specific value you wish to collect:



      • The card will be charged after you hit the button Charge:

       

    • Payment Link - choosing this option will allow you to send a payment link to the guest who will be able to pay by credit card, Ideal or any payment method that was set up in your account. When paid (processed by Stripe), the system will generate a receipt instantly in the booking. 

      The system will send a default template which is already created for you in the Emails feature.

💡Tip: Check out the below article if you would like to know more about the email templates you can create in the system to personalise your Payment Link email:

👉'How to create a new Email template?'

 

The email template sent via the Payment Link option is managed within the Events section of the system’s Email feature. If you need guidance on creating or customising a personalised email template for Payment Link payments, please reach out to your account manager or contact Support.

 

      • Choose the payer (one of the guests of the booking, a Company that is attached, or the Channel is applicable).
      • Input the Email address the payment link needs to be sent to.
      • Select the amount you would like the payer to settle. By default, this will match the outstanding balance of the booking, but you can adjust this amount as needed.
      • Enter the number of days you would like to give the payer to complete the payment.
      • Send a personal message or a description in the message field.
      • Click on Send. 


         

    • Terminal Payment - The guest can make a contactless payment using their mobile device, or enter their PIN directly when the terminal is activated at the reception.

      • If there are multiple terminals on site, choose the correct one.
      • Choose the type of action: Payment or Authorisation.
      • Choose document or enter a free amount you wish the guest to pay for.
      • If Document is chosen , you can still amend the amount you wish the guest to pay for.
      • Activate Terminal, hand out the terminal to the guest and have the guest settle the applicable amount.

 

    • Manual ☝️This method is mainly used for Cash transactions, but also any other payment options available at your hotel such as Bank transfer or On account:
      • A pop-up screen will open to make a manual payment:

 

        • Type - Payment or Refund.
        • Cover Reference - Select the document you wish to settle.
        • Total - The amount to be paid on the document. You can change this to a different amount.
        • Payment Gateway - Select "Simple Post" when processing manual payments.
        • Payment Method - Select the payment method.
        • Currency - If available, select the appropriate currency.
        • Tags - Tag your payment to categorise it.

      • Click Create New Payment to post the payment on the Billings section of the booking.

☝️Please note:

This is a manual payment, which does not use the payment gateway.

When you choose a credit or debit card as the payment method in a manual payment, you are only registering the payment method; no transaction is actually processed. To collect the payment, you must either use the Payment gateway option or process a Terminal Payment.

The option to manually select a credit card is intended for cases where the payment for this booking was already taken in your previous PMS or outside Noovy, but still needs to be recorded in the system so that the Proforma has a corresponding payment.

 

 

💡Tip:

If you have not selected a document to attach the payment to, you can still attach it after the payment has been created. Read in the following article how:

👉 'How to Attach a Payment to the (correct) document?'