The Payments screen

Payments shows the money that came in, the money customers still owe, and the papers that go with it. The finance team works here every day; sales staff use it to follow up balances.

What you see

At the top: Export (on the Received and Outstanding tabs) and Record payment. Below them, the tabs. The screen opens on the tab you used last. You only see the tabs your role allows.

Received today / Received

The payments and refunds recorded in a period. The tab is called Received today while the period is today.

• Period: Today, Last 7 days, This month or Dates (then From and To; neither can be after today).
• Method: Every method or one payment method. Kind: In and out, Payments or Refunds. The period, method and kind are remembered for you.
• Search: Receipt, booking or customer.
• Totals for what is shown, in the agency's main currency: Received (payments minus refunds), Online, Cash in the drawer (payments made with the cash method) and Refunded. Online and Cash in the drawer show when no method is chosen.
• The table: Time (or Date for more than one day), Customer, Booking, Method (a refund also shows Refund), Amount (refunds in red, as a minus) and a printer button to Print receipt. Click a row to open the booking. Press Show more to load more rows.

Outstanding

Every confirmed booking that still owes money, the earliest due first, so overdue balances are at the top.

• Owed on these bookings and Overdue: the totals of what is listed.
• Search: Search a name or booking number.
• Remind everyone overdue: sends the payment reminder to every overdue customer, after you confirm.
• Tick rows (or Select all shown) to send Remind to the ticked customers only; Clear removes the ticks.
• Each row: the customer, the booking number, when it is due (for example overdue 3 days or due today), the trip and the balance, with Remind (it becomes Reminded after sending), Link and Record balance.
• At the bottom: how many open balances there are and how many are overdue.

Payment links

The payment links you created, with Open, Paid, Expired, Cancelled or All (your choice is remembered) and the Total of the list. Columns: Customer, Booking (and trip), Status, Expires (or Paid on the Paid filter), Amount. An open link has Copy link and Cancel link.

Invoices

Tax invoices, credit notes and debit notes: All, Invoices, Credit notes or Debit notes, and a search for Number or customer. Pick one on the left to see it on the right, with Print or save PDF, Issue credit note and Booking. See Issue an invoice.

To confirm

Transfers that customers reported from their trip page, or that a colleague entered, waiting for someone to check the bank account. The tab shows how many are waiting. See Confirm a transfer the customer reported.

Gateway log and Reconciliation

Every call to your payment gateway, and a comparison of what the gateway took with what is in the books. See Check a call in the gateway log and Reconcile online payments with the gateway.

What you can do here

• Record a payment for any booking with a balance: Record a payment.
• Remind customers and send payment links: Send a payment link or a reminder.
• Approve or reject reported transfers: Confirm a transfer the customer reported.
• Print a receipt: Print a receipt.
• Export payments or open balances to Excel: Export payments and open balances.
• Check online payments against the gateway: Reconcile online payments with the gateway.

Who sees what

Keyboard: press / to jump to the search box of the tab you are on, and Enter on a row of Received to open its booking.