You may have a purchase with open balances in need of collection for a number of reasons.
- A purchase was made using deposit workflows from your website or your back office.
- A purchase was made via the back office using the "Pay Later" payment method.
- A purchase was made via the back office using a credit card, but with the "Do not charge card now" box ticked.
- An online purchase was manually accepted with the "Do not charge card now" option selected.
- A purchase has had additional charges added or modifications made (ie, adjusting guest count, adding a charge, or switching experiences), but payment for those has not yet been collected.
All collection of open balances is manual and can be initiated at your discretion.
What's covered in this article:
Collect a Balance from Dashboard/Roster
Collect a Balance from Purchases
Collect a Balance from Dashboard/Roster
- As soon as a balance opens, a red balance will appear on the Dashboard.
- Click on the red Balance. This will bring you to the Roster where you can scroll down and find the guest(s) with the balance due.
- Click on the red Balance in the Roster.
- In the window that opens, the Amount field will default to the full amount of the balance. If you're collecting the full balance, simply choose the method of payment and click Collect. If you only want to collect a partial amount, type in the amount, choose the payment method and then click Collect.
- You’ll immediately see the balance adjust in the purchase to reflect full or partial settling.
Pro Tip: You can collect a balance with multiple cards, just add a new card when collecting the balance, by clicking on the Add New Card hyperlink, on the collecting balance window.
Collect a Balance from Purchases
- Go to the Purchases Tab and find your customer.
- Click Collect Balance in a booking with an open balance.
- In the window that opens, the Amount field will default to the full amount of the balance. If you're collecting the full balance, simply choose the method of payment and click Collect. If you only want to collect a partial amount, type in the amount, choose the payment method and then click Collect.
- You’ll immediately see the balance adjust in the purchase to reflect full or partial settling.
- Once you've collected the full balance you'll see the Payment Summary changed to "Paid".
Pro Tip: You can collect a balance with multiple cards, just add a new card when collecting the balance, by clicking on the Add New Card hyperlink, on the collecting balance window.