Skip to main content

Record payments and settle balance due

Start at: Solidres → Reservations → open the reservation
Use for: deposits, partial/manual payments, balance collection, reconciliation, and invoice follow-up.

Before touching a payment​

  1. Confirm reservation code, guest, property, status, total, total paid, balance due, and payment history.
  2. Match the amount to evidence: terminal receipt, bank reference, cash record, or approved payment-gateway transaction.
  3. Check whether a tourist tax is payable at the property and whether it is included in the balance being collected.
  4. For cancellations, use Cancellations first; do not create a refund or retained-fee entry without an approved decision.

Record a deposit or partial payment​

  1. Open the payment history/payment area of the correct reservation.
  2. Enter the actual received amount, date, approved method, and reference.
  3. Save and verify that Total paid and Balance due changed by the expected amount.
  4. Attach or retain supporting evidence through the property’s approved accounting process; do not place card-security details in notes.

Collect the balance​

  1. Reconfirm the final booking total, extras, taxes, and prior payments with the guest.
  2. Take payment using the approved method and record the exact amount/reference.
  3. Reopen the reservation and confirm the balance is zero or the authorised remaining amount is documented.
  4. Issue the appropriate receipt or invoice only after checking legal guest/business details and final figures.

End-of-shift reconciliation​

  • Compare cash, card-terminal, bank, and payment-gateway totals with the payments you recorded.
  • Investigate differences by reservation code; never edit a history entry merely to force totals to match.
  • Hand unresolved differences to the manager/accountant with the evidence and reservation code.
Refunds need authority

Do not delete or overwrite a payment to simulate a refund. Process refunds, credit notes, chargebacks, and payment reversals only under the property’s accounting and authorisation policy.