A Client payment documents the Trip that the client has made a payment. Adding a Client payment does not charge the Client's credit card.
From the trip screen open the Payments subfolder and click + Add Payment to generate a popup.
Note: If the agency has enabled Trip Payment Authorization in Agency Settings, the Payment screen will be split into two sections. Learn more about Trip Payment Authorization.
- Select Paid By: Client and Paid To: Supplier or Agency in the dropdown menus.
- The Client field has auto populated to the client you associated the trip to. If this payment is from a traveler not associated with the client, you will need to enter the payment from the main Payments folder.
- The payment date will default to today's date.
- Payment Amount: The payment amount will default to whatever is still owed on the Trip. If recording a partial payment, change the payment amount.
- The payment method will default to Credit Card. Select the dropdown and change if cash or check was received or if an EFT payment was received.
- Select the traveler's profile whose card you're using to make the payment from the Traveler dropdown menu. The primary traveler will be the default. Select the credit card used from the dropdown menu.
- If there are credit card numbers stored in the Traveler profile, click in the 'Enter/Select Credit Card field and chose the appropriate credit card number. This should pre-populate the Name On The Card and the expiration date.
- If the credit card number is not stored in the Traveler profile, enter the credit card number and expiration date.
- If the credit card number is not known, or you have only a partial credit card number, free-flow 'credit card' or 'XXXX1234' in the field. You must enter an expiration date so any date in the future will work.
- Apply the payment to the reservation(s). The system will automatically display any reservations on the trip with a client balance. Reservations that have already been paid in full will not be displayed.
- Enter appropriate dollar amounts in the Applied column and click Apply. Click Unapply to remove any reservations you are not applying this payment towards.
- Note: The amount of the payment must match the Applied amount(s) of the reservation(s).
- Add optional tags and remarks as needed.
- Click Save in the upper right corner.