Payment Transactions

In this tutorial we will go over how to record payments, including credit card transactions, and how to issue and record refunds.

Recording payments

There are several spots in Retreat Portal where you can record a payment.

Program Details

Click the Record payment button on the right in program details. This will record a payment against the Program (which typically goes to the group) and not the reservation which typically goes to a guest.

Reservation Record

In the program details, under Reservations, click the three dots for a registrant and select Record payment. This will record a payment against the Reservation which is typically a guest.

Reservation Details

Click the Record payment button on the right in reservation details. This will record a payment against the Reservation which is typically a guest.

Invoice Listing

Invoice listings are available in many locations in Retreat Portal. They can be found under the program details, reservation details, guest and group records, as well as in the main menu. When you are viewing a list of invoices click the three dots and then select Record payment. This will record the payment against whoever the invoice is issued against - guest or group.

Invoice Details

If you are accessing a specific invoice, then click the Transactions tab on the invoice, and then click the Record payment button.

Payment Details

Any Record payment button will take you to the same screen to provide payment details.

By default the Payer is whichever party is responsible for the program, reservation, invoice, etc. where the payment was initiated. You can click the 'Change' link to pick another payer. You also get confirmation of what the payment is for.

The Credit on file will report whether the chosen payer has any credit on their account. See this tutorial for information on managing credit on file. If the payer has credit on file, then you can optionally select 'Yes' for Apply credit on file to select an amount to apply for the payment.

The Tender dropdown allows you to select the type of payment being given. This is configurable, but if you have credit cards processing enabled, then you will also see various credit card options.

The Reason dropdown is a configurable list of reasons for why payment is being recorded and typically indicates reasons like 'Depost', 'Final payment', etc.

The Amount allows you to indicate how much the payment is for.

For any type of payment other than credit cards you can provide a note and date the payment is effective, if different than the current date.

You can also indicate if you want a receipt to appear after you process payment so you can print the receipt.

If you have credit card processing enabled and you select a Tender that is a credit card, then the page changes a bit to load the fields to collect credit card details. Depending on your configuration you may be asked for billing details as well. You must also provide an Amount greater than zero for the credit card fields to appear.

Viewing Payment Transactions

You can access all payments by clicking the top-left icon and then select Payments under Financials.

Or, under any program, reservation, guest, or group details page you can expand Financials on the left and then select Transactions. To only see the Payment records click the Transaction Type header and select 'Payment'. By default the Transactions shows both credits and debits against the respective entity (program, reservation, guest or group) allowing you to see both what was paid and services rendered.

Or, if you are viewing an invoice, you can select Transactions and, like above, click the Transaction type header and select 'Payment' to just see payments.

Refund a credit card payment

When viewing a credit card payment you'd like to refund click the three dots and then select Edit.

The edit payment screen will be shown and, at the bottom, will be a Refund section.

Select the reason and enter the amount to refund. Then click Process transaction. You may not refund more than the original amount, but you can issue multiple refunds against the same, original, credit card payment.

NOTE: If you are refunding a credit card payment on the say day the payment was captured, then the page will say 'Void' rather than 'Refund'. You are also, generally, limited to issuing credit card payments within 180 days of the payment capture.

Issue a refund (non-credit card)

You can only create a refund record in the invoice details screen. By clicking Transactions, then Record refund button.

The details are similar to when creating a payment.

The Tender options do not show credit cards (see above for refunding to a credit card). Generally a refund of this type is a check issued by your center.

The Reason dropdown is configurable, but helps indicate the reason for refund.

The Amount allows you to specify the amount of refund (it does not have to be negative). The Note lets you indicate more details (e.g. the check number of the refund) and if you want you can set the Effective date of the refund.