Instructions
Step-by-step guide to understanding Payment Options and refunds
Payments (Quick Ref : Bookings / Existing booking / Add Payment)
From the main menu, click Bookings
Click on the pencil icon to open a Booking
Click Add Payment (only completely filled-out bookings will show an Add Payment option)
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ResPax has multiple payment options available. There are 5 Collection types described below:
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Payment Types | |
|---|---|
Credit Card | Automates sending the Agent a payment link via email for the full or nett amount to be paid via Credit Card. |
Prepay Token (Not available on RBE as of 21 November 2022) | Automates scheduling an Agent payment for the full or nett amount to be charged against a stored token of an encrypted Credit Card. |
On Account | The payment line that the agent will be invoiced (If full credit status, the nett rate is invoiced even thought the payment line is for the full value. This depicts the Agent keeping their commission) |
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Payment Types | |
|---|---|
On Account | Shows the outstanding payment. |
Pre-Payment (Not available on RBE as of 21 November 2022) | Shows the outstanding payment, set with or without a reminder. When selecting this Payment Type, a Diary Note is automatically added, and the staff-user is prompted to set a reminder, and how many days before travel the Diary reminder will popup. |
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Reservation is used when you have processed a payment or received a payment with the Customer rather than the Agent
Payment Type | |
|---|---|
Account (Not available on RBE as of 21 November 2022) | Charge to the customer’s account: Account Credit (a prepay with an overdraft credit limit) Gift Vouchers (a fixed prepay with no overdraft credit limit) Tab (not prepay and with an overdraft credit limit - like a bar tab) |
Cash | Cash has been received into cash drawer or register |
Cheque | Cheque has been received |
Manual Credit Card | For clients using non-gateway charges, ResPax staff can add this non standard Payment type to your database. It removed the need to click the "Manual Authentication" button, and requires a mandatory reference number by default. This removes one click from the process and enforces the reference |
Credit Card | A credit card payment has been processed and recorded manually; An email or SMS payment link sent to the customer; A credit card URL launched in the staff-users browser for immediate payment; A credit card URL payment link copied to clipboard and sent via instant messaging applications These are the credit card charge statuses:
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Direct Deposit | Payment has come in directly through Direct Deposit (outside of ResPax) but recorded as paid in ResPax. When selecting the Direct Deposit Type, a mandatory Reference Code field is shown.  You cannot Charge the Payment line without recording a reference number. The timestamp of the reference number entry is also saved in the Date field automatically.  |
EFTPOS | Payment manually processed via EFTPOS and recorded. |
Gift Certificate/Voucher | Gift Certificate can be used to record manually issued and redeemed printed gift certificates. |
PayPal | PayPal payments received from Online bookings through Resweb+, ResWeb2 and OBE (ResWeb3/ Online Booking Engine) |
Travellers Cheque | Travellers Cheque received from customer |
Refunds (Not available on RBE as of 21 November 2022) | When refunding a charged transaction, the original payment line will have a status of refunded or partially refunded, and a new payment line of type REFUND will be written for the refund transaction. |
See an example Refund process at the bottom of this document
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