How to register a payment and refund a booking
Record money a customer paid you outside your booking page, and refund a payment when you need to. Online payments and travel agencies' payments are recorded by themselves.
Register a payment
- 1
Open the booking
Open it with Manage booking and find the Status box, in the Booking section.
- 2
Choose the method
Click Register payment and choose how the customer paid.
- 3
Enter the amount
Type the Amount, or click Pay total for all that is left to pay. Add a Transaction code if you have one, and click Confirm.
- 4
Save
Click Save. Then click Send e-mail to send the customer a payment confirmation, or Do not send.
How payments set the status
| Paid so far | Status |
|---|---|
| Nothing | Unpaid |
| Part of the total | Deposit paid |
| All of it | Paid |
On a booking that is Not confirmed, Register payment appears once you set its status to Unpaid. A refund lowers what is paid, unless it lowers the booking's value too (below).
Refund a payment
- 1
Open the payment's menu
In the Status box, open the menu (⋮) on the payment's row and choose Refund payment.
- 2
Choose how
For a payment made online, choose the refund through its gateway, such as Refund via Getnet, to send the money back at once. Choose Mark as refunded when you return the money yourself.
- 3
Enter the amount
Type the Amount, or a Percent of the payment, and choose a Reason.
- 4
Decide on the booking's value
Leave Lower booking value on when the customer gets less than they booked: a negative refund line keeps a paid booking Paid. Turn it off if they still owe the full price.
- 5
Confirm
Click the gateway's button, such as Refund via Getnet, or Confirm for a marked refund. Then Save the booking.
A refund through the gateway already sends the money back. Don't also return it yourself or mark it as refunded: the customer would be refunded twice.
Undo a refund or a payment
- A refund sent through the gateway can't be undone.
- A marked refund can: choose Remove marked refund in the payment's menu, then Save.
- A saved payment is never deleted. For one that bounced, choose Mark as rejected: it no longer counts as paid.
Every payment in one list
Bookings → Payments lists every payment and refund for the dates you choose, with Money in, Money out and Net for each currency. Search it, filter it by Payment type or currency, and export it to Excel. Seeing it is a permission of its own: access to Bookings → View doesn't include it.
Payments customers declare
Customers who pay by bank transfer, Global66, Wise or Zelle declare it on their booking page, and you confirm it when the money arrives: see bank transfers.
Questions we get asked
The payment wasn't made online, its gateway can't refund, or the booking is cancelled. Return the money outside TourTask, then use Mark as refunded.
More was paid than the booking's total, for example after you removed a tour. Refund the difference, or add what the customer paid for.