How to create a payment rule

This guide explains how to create a payment rule. Payment rules define when and how payments are processed for hotel bookings based on specific conditions.

Navigate to Payment Rules
- Go to Settings > Payment Rules in the left-hand panel.
- If no payment rules exist for the selected hotel, you’ll see an empty page where you can create a new rule.
Start Creating a Payment Rule
- Click the +New Rule button in the upper-right corner of the Payment Rules page.
- A configuration panel will appear on the right side, containing sections to define the payment rule’s settings.
Configure Payment Rule Settings
The configuration panel includes multiple sections. Complete each as follows:

a. When
- Rule Name: Enter a descriptive name for the payment rule (e.g., “Refundable Payment Rule”).
- Rule Type: Select when the rule is triggered:
  - Booking Date
  - Arrival Date
  - Check-in Date
  - Check-out Date
  - Departure Date
- Rule Shift: Adjust the timing of the rule, if needed:
  - Choose Add or Deduct and specify the number of days (e.g., deduct 2 days from Arrival Date to apply the rule 2 days before arrival).
  - Select No Shift to apply the rule on the exact date.
  - Optionally, set the hour of activation (e.g., 12:00 PM).
b. Conditions
- Specify the conditions under which the payment rule applies. Select one or more conditions from the dropdown menu:
  - Cancellation Policy: Apply the rule to Refundable or Non-refundable bookings.
  - Channel: Restrict the rule to specific booking channels (OTAs).
  - Market Segment: Apply the rule to selected market segments (e.g., leisure, corporate).
  - VCC (Virtual Credit Card): Choose Yes to apply the rule to VCC bookings or No to exclude them.
  - Rate Plan: Select one or more rate plans to which the rule applies.
  - Payment Mode: Apply the rule to Pre-pay (payment upfront) or Post-pay (payment later) bookings. This is directly connected to the Rate Plans and it is already set up in the Rate Plans created for the venue.
    
    Note: Non-refundable Rate Plans are always created in Pre-pay mode and Refundable Rate Plans are always created in Post-pay mode.
  - Balance: Set a balance threshold (e.g., greater than, less than, or equal to a value) and specify the currency.
    - Note: If combining Balance and VCC conditions, ensure:
      - For VCC payments, select VCC: Yes and set a balance of your own wish in the correct currency to be charged (e.g., Balance > 0.01 will charge any amount greater than 0.01).
      - For non-VCC payments, select VCC: No with the wished balance settings in the correct currency.
c. Amount
- Define the amount the payment rule applies to:
  - First Night: Apply to the cost of the first night.
  - Product Type: Apply to a category of products (e.g., rooms).
  - Specific Product: Apply to a specific product (e.g., Deluxe Room).
  - Full Amount: Apply to the total booking amount.
  - Any Amount: Apply on the manually specified amount and currency.
- Specify the rule to Exclude All Taxes or Include All, or select Manual Taxes to choose specific taxes for the rule.
d. Shift Amount
- Choose whether to adjust the payment amount:
  - No Shift: Apply the rule to the full amount.
  - Shift Amount: Add or deduct an amount, selecting:
    - Absolute: A fixed value (e.g., €50).
    - Relative: A percentage (e.g., 10%).
  - Specify the Shift Value and Currency.
- Select an Action:
  - Authorize: Reserve the amount on the payment method.
  - Charge: Process the payment immediately.
  - Payment Link: Send a payment link to the guest.
e. Select Payer
- Choose who is responsible for the payment:
  - Booker: The person making the booking.
  - Company: A corporate entity.
  - Channel: The booking platform.
  - Guest: The individual staying at the hotel.
Save the Payment Rule
- Review your settings, then click Save in the lower-right corner of the panel to create the payment rule.
- To discard changes, close the panel on Cancel without saving.