Payments

Every payment is recorded on its booking. The Payments page lists all of them in one place — online payments, bank transfers, cash, card on site or on board — so you can find a payment or check what came in over a period.

Record a payment

1. Open the booking and click Add Payment. The window shows the booking total and the balance.

2. What is being settled? (shown when the booking has fees paid on board):

   • Guest owes — before departure (or Agency owes on an agency booking): the balance of the booking;
   • Guest pays on board — collected by the crew: tick the Lines collected on board you are being paid for;
   • Both — the balance and the on-board fees, in one payment: one payment that settles both;
   • Attribute money already received — no new payment: when the guest already paid more than the balance, use that money to settle on-board lines.

3. Amount: the balance is filled in for you. Change it for a part payment.

4. Payment Method and Type (Deposit, Balance Payment, Full Booking Payment…). The method sets the currency the money arrives in; if it differs from the booking currency, enter Today’s rate.

5. Processing Fees: the method’s fee is filled in as Fee %; the Fee Amount and the Total (incl. fee) — what the guest is actually charged — are calculated.

6. Payment Date, Reference / Transaction ID and Notes, then save.

To have the guest pay online instead, use Send Payment Link on the booking (see Bookings). When they pay, the payment is recorded on its own.

A processing fee is not a payment

The fee covers the cost of the payment method (for example a card fee). It is charged to the guest on top of the amount, but it does not reduce what they owe. If the balance is 1,000 and the method adds 3%, the guest is charged 1,030; the booking is credited 1,000 and the balance becomes 0.

Find a payment

Payments & Accounting › Payments lists every payment with its Date, Payment #, Booking (click it to open the booking), Client, Amount (and the amount received, when it came in another currency), Method, status, Location (Online, On-Site, On-Board), Receipt, Card and Collected By.

Filter by status, Only Completed, Method, Location, Type, currency, payment date (Paid From / Paid Until) or Split Payments. You can also find a payment from the search field at the top of any page, by payment number, transaction reference or booking number.

This list is read-only: payments are recorded, changed and deleted from their booking, on its Payments tab.

Payment methods

The methods your team can choose, their Processing Fee and the currency the money arrives in (Money arrives in) are set in Setup & Admin › System Admin › General Settings, tab Payment Methods, section Booking Payment Methods. Each method has a Location: Online (Gateway), On-Site (Office) or On-Board (Trip).

Correct a mistake

• A payment that is still waiting (for example an unpaid link) can be deleted from the booking’s Payments tab.
• A payment that was really received can only be deleted by an administrator, with Delete payment and a reason. Use it only for a payment recorded by mistake — wrong amount, recorded twice, wrong booking. The booking balance and the guests’ paid amounts are updated, and a full copy is kept in the audit log.
• Online gateway payments, refunds, split payments and payments that settle an agency invoice cannot be deleted. Refund a gateway payment at the gateway, then record the refund.