If a client selects a payment method online that isn't a card payment (e.g. bank transfer, cheque etc.) The option chosen will filter through into a booking and show which method was selected in the Payment method drop down. This helps you to know whether to check your bank account for a transfer, or expect a cheque in the post.
If a guest selects a card type then the type chosen will display here instead.
If the guest selected a card type, but the transaction failed, it would just stay as "Select" from the drop down, and the booking will still show as an unpaid booking.
How to navigate to the payments section of a booking
1. First you need to navigate to the booking.
2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number.
You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.
3. Once you’re in the booking, scroll down and the Customer Payments tab will be selected by default.
4. To mark a payment as paid, either tick the deposit or balance tick boxes (depending on what has been paid by the guest). Select a payment method then ‘Save’. To process a payment using a payment processor (Sage Pay, Secure Trading, HolidayRentPayment) click here.
5. To mark a payment which is different from the main deposit and balance amounts as paid, you can enter this within the ‘Enter Custom Payment’ area. Enter a caption, date, payment method, amount and click ‘Save’.
If a guest would like to pay for their booking over the phone, you have the facility to take this payment directly within their booking on SuperControl. This feature is enabled for Opayo (Sage Pay), Secure Trading and HolidayRentPayment.
1. First you need to navigate to the booking.
2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number.
You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.
3. Once you’re in the booking, scroll down and the Customer Payments tab will be selected by default.
4. To mark a payment as paid carry out these steps:
- Next to "Payment type" select your payment method eg. Visa or Mastercard. (How do I enable these card types if they don't show). This will open up additional fields for you to enter card details. Make sure you complete all fields.
- Tick Deposit paid and/or Balance paid depending on what money you wish to take.
- Tick "Process online using Sage Pay", the wording will change accordingly based on what payment processor you are using. Click OK.
- Click Save.
- You will receive a SUCCESS message to say the payment has gone though. Click OK and the booking will refresh with the payment logged.
A payment can only be processed successfully if the guests address is added to the booking. Always ensure this is added before attempting to take a payment.
5. To mark a payment which is different from the main deposit and balance amounts as paid, you can enter this within the ‘Enter Custom Payment’ area.
- Firstly next to "Payment type" select your payment method eg. Visa or Mastercard. (How do I enable these card types if they don't show). This will open up additional fields for you to enter card details. Make sure you complete all fields.
- Enter a caption, date, payment method, amount and click ‘Save’.
If you took payment for a booking via Bank transfer, Cash, Cheque or an External Card Machine, and need to record the refund of that payment, in part or in full within the booking, please follow the steps below.
You can also use these instructions if you need to record in a new booking a payment made on a previous booking (by BACS, Card etc.)
1. Navigate to the booking in question, and go to the 'Customer Payments' section at the bottom. Using the grey 'Custom payments' bar, fill in the type of refund you are recording to the left, the method by which the refund was issued (i.e. Bank Transfer), and then set the right hand box to 'Refund' or 'Payment' as required.
2. If a Refund, a box will appear to ask what sort of refund you are recording. Select the option that applies and then 'Proceed'.
3. Press the green 'Save' button to the right of the Customer Payments area. This will then record the refund or payment in the booking. If a refund, you would of course have to actually refund the guest their money directly within your online banking, or by sending a cheque by post.
If you need to send or re-send a letter from a booking, with a payment link included, please do the following. You must have a payment processor integrated into your SuperControl account in order to do this.
-First, make sure you are in the correct booking and have the History & Correspondence tab selected
Then:
1) Select the letter you want to send,
2) make sure that there is an email address in the booking and the 'Email' option is selected,
3) select to append or insert the booking summary,
4) click 'Generate'
In the pop-up that opens you can see that letter that has been created. When scrolling down you will see the link the guest can click to pay the remaining amount by card.
Click Send in the button left corner of the window.
1. Go to Bookings > Payments reminders.
2. In this page you can see “Due payments” and “Recent bookings”. Here, you an easily keep track of bookings with upcoming due payments.
