NerveDokumentasi

Front Desk

Taking payments and issuing refunds

Record a card, cash or other payment against a folio, flag it as a deposit, and refund up to the net amount paid.

Terakhir diperbarui

Who this is for: Front Desk, Manager, Owner — requires frontdesk.payment.take to take a payment and frontdesk.payment.refund to issue one back. Where: Front Desk → Payments

Payments works from the same stay-and-folio view as Folios & Billing, with the money actions instead of the charge actions. Pick the stay from Stay at the top; its folios appear below with balances.

A payment always lands on a folio, never on a stay. A stay with a guest folio and a company folio has two balances, and it matters which one you credit.

Catatan

On staging, a card payment is recorded against the folio with its reference — no charge is authorised, because no payment gateway is wired. In production the gateway responds before the payment posts. Declined-card behaviour cannot be demonstrated on staging, and a real card number must never be entered there.

Take a payment#

  1. Select the stay.
  2. On the folio being paid, select Take payment.
  3. Choose the method — Card, Cash or Other.
  4. Enter the amount.
  5. Enter a Reference — the gateway token, the drawer reference, the cheque number.
  6. Select Take payment.

The balance drops by that amount immediately. The payment shows on the folio with its method and reference, which is what makes a query three weeks later answerable.

Amounts must be positive. To reduce a bill rather than collect money, post a negative Adjustment instead — see folios.

Record a deposit#

A deposit is a payment taken before the charges it will cover exist.

Tick This is a deposit taken in advance in the payment dialog. It posts as an ordinary payment against the balance, and shows on the folio as Deposit rather than Payment.

The distinction is for reading the folio, not for arithmetic: a deposit reduces the balance the same way any payment does. Guided check-in takes one for you — see check a guest in.

Issue a refund#

  1. Select the stay.
  2. On the folio holding the money, select Refund.
  3. Choose the method, amount and reference.
  4. Select Refund.

The refund appears on the folio as a reversing entry, and the balance rises by that amount.

Penting

A refund cannot exceed the net amount paid on that folio. Refund a 100.00 deposit twice and the second attempt is refused — the folio cannot pay out money it never took in. If a refund is refused, check you are on the folio the money actually landed on: a transfer moves charges between folios but leaves payments where they were paid.

Refunds remain available on a folio that is no longer open, which is what makes a post-departure refund possible. Only a voided folio takes no further movement.

What's next#