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How to collect payments on the booking page.

This guide offers clear and practical steps for efficiently collecting payments. You will gain insight into choosing the most suitable payment method, whether it's via a payment gateway, payment link, terminal, or manually. This minimizes administrative tasks and increases the likelihood of fast, accurate payment for reservations. This approach allows you to maintain control over the collection process and ensures clarity and convenience for both you and your guests.

 

There are several payment methods you can choose in the booking page. Open the booking page after llocating 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 amount 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).
      • 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:

A pop-up screen will open to make a manual payment:




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.

  • 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 your payment method, you only select the payment method; the actual transaction is not processed. For this, you must select the "Payment gateway" option or make a terminal payment.

The option to manually select a credit card is intended, for example, for situations where the payment for this booking has already been made in the previous PMS system, as there must be a payment against the Proforma.

 

 

Linking a payment to a document:

If you have not selected a document to link the payment to when creating a payment, you can easily do so later.

If the payment is not linked to a document it will look like this:

  • Click on the More actions button (3 dots) behind the payment:



  • Choose Switch Proforma/Invoice:
  • Select the correct document (proforma or invoice) from the list and hit Save:



  • The check mark then indicates that a payment is linked to the Proforma or Invoice:
  • By clicking the check mark you open the payment document: