How do I take an advance payment or any payment on a folio?
Short answer
Open the folio, go to the section Take payment, choose the Type, type the Amount, click Add Payment, then Save the folio.
Steps
- Open the reservation or in-house folio (or start a new one).
- In Take payment stay on the Payment Type tab. Use Show Payments (or Payments in the list on the left) to see the full list.
- Choose Type (cash, bank, card...). For a card, pick the saved card (Card #) or Device; tick Authorize to hold instead of charge.
- Type the Amount (switch currency from the currency menu if multi-currency is on). Add a Remark.
- Click Add Payment (the button reads Update while you edit a line). The line appears under Received Payments.
- Click Save in the folio header (or Reservation / Check In on a new folio). For cash with Display change screen on, enter Amount Paid in the Denomination window and click OK.
Check the result
The Payments line in Charges & balance goes up and Balance due goes down. Print the Payments Receipt from the Print Folio icon in the header.
Common problems
- Payments are stored only on Save; closing without saving loses them.
- Do not allow payment before night audit. Run the audit first.
- Generate the PG API Key before making a card payment. Card gateway not set up.
- Past date payment not allowed. Needs the past-date privilege.
- For a company paying, use the Sales & Channels tab; to pay for another guest use the Room / Guest tab (transfer).
- Messages: Reservation messages (files 07a-07k).