Work with Transactions

You can use transactions to manage deposits, payments, prepayments, refunds, and adjustments. Although each transaction type serves a different purpose, the process for voiding transactions is the same.

If necessary, search for an existing transaction before creating a new one to verify that it has not already been entered or voided.

Enter a transaction

  1. Do one of the following:
    • Open the reservation in the Navigator and, on the Transactions tab, select New > Payment.
    • Select Billing > Payments > Payment entry, and then select New.
  2. In Transaction type, select the type of transaction to create.
  3. Complete the required fields.
  4. Select OK.

Transaction types

Transaction type Description
Adjustment Adjusts the amount due on an invoice, such as applying a discount or late fee.
Damage deposit Records a refundable deposit intended to cover potential damages during an event.
Deposit (Reservation) Applies a deposit to an entire reservation and is best suited for reservations that will be invoiced after all bookings are complete.
Deposit (Bookings) Distributes a deposit across multiple bookings. This option is useful when a reservation spans multiple billing periods and invoices are generated over time.
Payment Applies funds to an invoice and reduces the outstanding balance.
Prepayment Applies funds to a reservation before invoicing and functions similarly to a deposit.
Refund Returns funds to the payee.

Payment Entry fields

Field Description
Transaction date Defaults to the current date. Update the value if necessary.
Department Select the department associated with the transaction.
Payment type Select the payment method.
Check no. Enter a check number when the payment type is Check.
Amount Enter the transaction amount. To reduce a balance, enter a negative amount.
Currency Select the transaction currency.
Reservation no. Select or search for a reservation when applicable.
Invoice no. Select or search for an invoice when the transaction type requires an invoice.
Notes Optional. Enter additional information about the transaction.

Understand reservation and invoice associations

  • Deposits and prepayments are applied to reservations before invoicing.
  • Payments, refunds, and adjustments are associated with invoices.
  • Damage deposits are not consumed during invoicing and must be refunded separately when appropriate.

Void a transaction

  1. Open the reservation in the Navigator.
  2. On the Transactions tab, select the transaction to void.
  3. Select Void.
  4. Enter a reason for the void.
  5. Select OK.
  6. When the confirmation message appears, select OK.

You can also locate and void transactions from Billing > Payments > Payment entry.

After a transaction is voided, the Void column displays Yes for that transaction.