Understanding Payment Options
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)
ResPax has multiple payment options available. There are 5 Collection types described below:
Collect By | |
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Agent | Agent is used for payments that are transacted with the agent. |
POB | POB (Pay on Board) is used for when there is an outstanding balance to be paid by the customer. |
Reservation | Reservation is used when you have processed a payment or received a payment with the Customer rather than the Agent |
Outside Operator | Outside Operator is used when the 3rd party supplier is collecting the payment from the customer |
Second Agent | Second Agent is used when an Agent other than the original Booking Agent is collecting the payment from the customer for part a specific portion of the booking. |
Payment Types can be added or renamed by the ResPax staff. These affect all users logins, and for bookings for all Financial Entities and Sites.
Payment Types are saved within Payment Lines
Payment Lines can be linked to authenticated gateway charges, or be used as a reference for other ResPax processes like Financial Exporting.
Payment Lines are saved to Reservations (Bookings)
All bookings greater than $0.00 must have at least one payment line to balance the Payments to the Booking value before the Booking can be saved
Collect by Agent
Agent is used for payments that are transacted with the agent.
The Agent value may be for the full amount, the nett amount, the deposit amount , or a combination.
Payments collected by the Agent may be:
invoiced out of ResPax Reports or
via an integrated accounts application through the ResPax Financial Archive/Export section to the Agent, or
the nett rate collected by credit card, stored token
Payment Types | |
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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) |
Collect by POB
POB (Pay on Board) is used for when there is an outstanding balance to be paid by the customer.
These payment lines are "placeholders" until the money is received by another means.
The usual process is to change the POB to Cash or Credit Card prior to travelling.
On the Day of Travel (before the tour departs) there should be no POB payment lines remaining in bookings for that departure.
Payment Types | |
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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. |
Pre-Payment
Set a prepayment reminder with the number of days before travel.
Select POB/Pre-Payment
Save Changes.
The Pre Payment Reminder window opens and you can select the number of days before travel, and add a Diary reminder.
This sets a Diary Action Note.
You can edit this to make the reminder as a pop up or an email.
You can also set which user or usergroup receives the reminder.
Collect by Reservation
Reservation is used when you have processed a payment or received a payment with the Customer rather than the Agent
Payment Type | |
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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.
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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
Collect by Outside Operator
Outside Operator is used when the 3rd party supplier is collecting the payment from the customer
Collect by Second Agent
Second Agent is used when an Agent other than the original Booking Agent is collecting the payment from the customer for a specific portion of the booking.
There is a set of default Payment Options in ResPax, each with their own rules.
Gateway Charge, Void and Refund Examples
Add a Payment Line
Send a Payment Link
Follow the Payment link in the email to pay in the Online Checkout
Hosted Payment Page (Windcave example)
Example of Payment Successful
Click next
Example of Pending and Approved Payments
The Pending Payment Line can be voided
The Approved Payment can be Refunded
The Refund fee can optionally be refunded
With the resulting Payment lines, the booking no longer has a value and can be cancelled.
Cancel the Booking and enter why
The Cancelled Booking will show the status at the top the active page (and on the list view)
Payment statuses
Payment statuses | |
Header for editing booking: |
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No approved payments on booking |
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Approved payments on booking, but paid total is less than booking total |
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Approved payments on booking equal total of booking |
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Approved payments on booking, but paid total is more than booking total
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Booking statuses | |
Draft booking, not confirmed, tentative, cancelled, quote or archived |
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Tentative booking, not cancelled, quote or archived |
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Confirmed booking, not tentative, cancelled, quote or archived |
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Cancelled booking |
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Quote booking, not cancelled or archived |
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Archived booking, not cancelled |
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