Feedback on: EventPro User Manual - Payments from the Accommodations ScreenCH10_Payments_from_the_Accommodations_ScreenChapter 10: Accommodations > Accommodation Payments > Payments from the Accommodations Screen /Dear EventPro Documentation Department,
Payments from the Accommodations Screen
1.
Find the reservation in the Accommodations screen or the Accommodations tab of the Event Maintenance screen.
2.
You can make a payment from two different areas in this screen, depending on the person or company from which you are receiving the payment:
3.
In the Room Assignments tab, click the Payment button to the right. This allows you to receive a payment from an Accommodation Occupant, Accommodation Reservation,or a Company/Contact.
4.
In the Finance tab, click the Payments sub-tab and click the Create button to the right. This allows you to receive a payment from an Accommodation Reservation, or a Company/Contact.
In the Payment Creation page, choose the type of payment.
a.
Regular
b.
Deposit: It is very important to select Deposit Payment if it is a deposit, especially if you have created a Deposit Invoice. The Deposit will pay for the Deposit Invoice and may be applied as credit towards any other outstanding invoice. Review Chapter 4: Finance (Invoices/Payments), Payments: Entering a Regular, Deposit or Refundable Payment for more information.
c.
Refundable: A refundable payment will be recorded as a payment, but will not be used as a payment when calculating unpaid charges.
Enter the amount of the Payment and the Receipt Date.
2.
Choose a Payment Type from the drop-down list.
3.
The Description will default in, but you can change the description if you like.
4.
The Received From information defaults to the occupant (if making the payment from the Room Assignments tab) or reservation (if making the payment from the Finance tab), but you can choose a different payer from the Received From drop-down list (noting that the options will vary, depending on where you create the payment).
a.
If you choose Accom: Reservation or Accom: Occupant, the person’s information will default in and cannot be changed. To change either of these, you have to cancel out of the payment. To change the occupant, see Edit, View or Delete Rooms in a Reservation above. To change the reservation maker, see Edit, View or Delete Reservation above.
b.
If you choose Company/Contact, you can use the ellipses to select a different Company and Contact, if required.
5.
If applicable, you can enter further information in the Payment Details, Credit Card Information and/or Check Information fields. Note that this information is not encrypted, and local laws or company regulations may not permit you to record certain information such as credit card numbers
6.
If you created custom user fields for payments under Setup | User Fields | Payment In, they will appear under the User Fields tab. Fill in the User Fields as applicable. For more information about creating User Fields, refer to Chapter 14: User Fields.
7.
When you have entered all the payment information you need, click Next.
Review the Bill To and Payment Summary fields to ensure the information is correct. If it is not correct, click the Edit button in the upper right corner. Make your changes in the Payment [Edit] window and click Save to return to the payment.
2.
In the bottom selection grid, there will be a list of unpaid invoices belonging to:
a.
the current Room (if making the payment from the Room Assignments tab) or
b.
the Reservation (if making the payment from the Finance tab).
3.
There is a Show All check box on the right side of the Payment Summary. If it is unchecked, it will show only the invoice related to the reservation, and it will apply the payment to that invoice. If the Show All checkbox is checked, it will display all invoices for the booking to which the reservation is related, and it will apply the payment to the first invoice in the list (sorted numerically), which may not be the reservation invoice. If you check or uncheck the Show All checkbox while in the Payment Summary, the payment will be unallocated altogether. To manually allocate the payment to the invoice(s) you want, click in the This Payment column of an invoice and type in the amount of payment you want to apply to the selected invoice. Repeat to allocate the payment to as many invoices as you like. If you do not want to apply any amount to a selected invoice, click in the This Payment field for the invoice and type in 0. You do not need to allocate all of the payment at this moment. If you later create more invoices, you can re-allocate the payment. As you allocate the payment, the Payment Summary fields above will recalculate to show you the Allocated and Un-allocated amounts.
Click Finish. Click Yes in the Confirm box if you want to post the payment.
2.
Click Yes in the next Confirm box if you want to print the receipt.
When finished, go to the Payments grid to view the payment. If the reservation is linked to an event, the payments will also appear in the Finance tab of the Event Maintenance screen.
