Adding payments to booking invoices
Learn how to add a payment to a Booking Invoice, including by credit card, POS, or gift certificate
Kevin Penner
Last Update hace 9 meses
Admin or Staff members can apply a partial or full payment to a booking by clicking on the Add Payment button in the top action bar or payments tab in the booking invoice to open the Add Payment Modal.
A transaction is applied to the invoice when a payment is made, and the balance due is updated.
If the full payment is supplied, the booking status is automatically set to PAID; otherwise, it is set to DEPOSIT.
You can learn about the different payment options in more detail below.
The total amount of the payment.
The currency of the payment prefixes the Amount field.
Your system currency is configured within your Locale setup (Manage > Setup > Locale).Name on Card
The name of the Cardholder as it appears on the credit card.
This should include any middle initials.Card
This is the number displayed on the Customer's credit card.
Format and number of digits vary depending on the card type.Accepted
A visual reminder of credit cards accepted for payment.
These are configured within Payment Settings (Manage > Payment Settings).Expiry Date
The expiry date as it appears on the Customer's credit card.
CVC
The credit card security number as it appears on the credit card.
The number of digits and location of this number varies depending on the credit card type. Check the back of the card next to the signature!CVC Not Present
Check this box if you do not have the CVC number.
Processing a payment without the CVC could result in higher transaction charges due to the increased security risk. If you have any concerns, check with your payment provider and merchant agreement.Address
The billing address for the card.
This information needs to be accurate if your Payment Provider does Address Verification (AVS).Postal / Zip
The postal or zip code for the card.
This information needs to be accurate if your Payment Provider does Address Verification (AVS).Options - Send email
Opt to send email notifications with the payment.
These are configured within Email templates (Booking > Email templates).Options - Show note on Customer invoice
Opt to show the note entered with the payment on the Customer's invoice.
Notes are only visible to Staff if this is not selected.Notes
Add a note to be included on the invoice.
See the above setting for visibility options.Allow Overbooking
Allows Staff to proceed with a manual payment if a booking conflicts with another.
Rebilling credit cards
Payment providers may have the option to re-charge a Customer's credit card using previously provided payment information.
If supported by your payment provider, credit card details are prefilled in the Add Payment window, and Staff can manually add an amount to process. If rebilling is not supported, you can add a POS payment instead.
Not all payment providers support rebilling. View our help articles to learn more about the capabilities of each payment provider here:
The total amount of the payment.
The currency of the payment prefixes the Amount field.
Your system currency is configured within Locale setup (Manage > Setup > Locale).Payment Type
For example:
- POS - Cash
- POS - VISA
- POS - MasterCard
- POS - AMEX
- POS - Credit
- POS - Debit
- POS - Voucher
- Cheque
- Bank Transfer
- Gift Certificate
The payment type used to accept the payment outside of the application.
These are configured within Payment settings (Manage > Payment Settings).
Payment Date
This is the date the payment was processed.
Admin or those with permission to Backdate POS Payments can view and specify this date.
Options - Send emails
Opt to send email notifications with the payment.
These are those configured within Email templates (Bookings > Email templates).Options - Show note on Customer invoice
Opt to show the note entered with the payment on the Customer's invoice.
Notes are only visible to Staff if this is not selected.Notes
Add a note to be included on the invoice.
See the above setting for visibility options.Allow Overbooking
Allows Staff to proceed with a manual payment if a booking conflicts with another.
Learn more about this option here.POS Payment Types are also useful for tracking payments processed through previous booking systems for those transitioning from another booking system.
POS payments are limited to being added to bookings retroactively as far back as six months prior.
Due to Payment Card Industry (PCI) compliance issues, you must not store any credit card details within your account.
If you apply a POS payment that was paid for with a credit card, DO NOT add the credit card details to the notes section of the invoice.
Please comply to avoid suspension of your account until such issues are rectified.
The total amount of the payment.
The currency of the payment prefixes the Amount.
Your system currency is configured within Setup: Locale (Manage > Setup > Locale).GCN Code
Enter the gift certificate code or the gift certificate to be redeemed, then click Search.
The matching Gift Certificate is loaded into the Add Payment modal, including information such as the outstanding Balance, Valid From date, Expires date, and the original Total value.Options - Send emails
Opt to send email notifications with the payment.
These are those configured within Email Templates (Bookings > Email Templates).Options - Show note on Customer invoice
Opt to show the note entered with the payment on the Customer's invoice.
Notes are only visible to Staff if this is not selected.Notes
Add a note to be included on the invoice.
See the above setting for visibility options.Allow Overbooking
Allows Staff to proceed with a manual payment if a booking conflicts with another.