Auto Payment

Overview:

The auto-payment feature will automatically make the payments for each reservation based on the setup we made. The auto payment will be made at 1 AM CST each night for the condition-matched reservations.

Auto payment should be made in the PMS based on the setup condition.

How to setup:

1. To set up, navigate to Setup >> Front Office >> Auto Payment.
2. Condition – Both options can also be selected and have different conditions and amounts.
3. Enable / Disable – When it is enabled, only the feature will work. Even the condition (Before Arrival Date and Before Departure Date) is checked, the auto payment will be made based on when this is enabled.
4. Conditions
   1. Before Arrival Date – This condition will check based on the reservation’s ARRIVAL date.
   2. Before Departure Date – This condition will check based on the DEPARTURE date of the reservation.
      1. Day(s) – If the auto payment needs to be done for all the reservations before some defined days, the defined days will be mentioned here.
      2. Charge Condition – There are three predefined conditions where auto payments can be made.
         1. No Of Nights – It will charge the room total + taxes based on the number of nights entered  here.
         2. Full Amount Due – The amount due for each reservation will be charged.
         3. Custom Amount – The entered amount will be charged for all the matched reservation conditions.
5. Both the condition (Before Arrival Date and Before Departure Date) can be turned on, and both will work based on the condition given, or anyone condition can also be enabled. Ensure the checkbox is selected for the conditions to process the auto payment.

Example for an auto-payment condition:

Setup:

1. Before the Arrival date is checked, days =2, and charge condition is no of nights =1.
2. Before departure date is checked, days =1, and charge condition is the full amount due.

Reservation is made on 02/15/2022 for 2 nights. On the 13^th, at 1 AM CST, the one-night room charge + tax amount will process the auto payment. On 16^th, the full amount due will be charged.

How it will show the auto payment:

1. The billing page for the matched conditions reservations will show a payment row created with the setup charge condition amount.2. The history tab will be tracked with the worker name as “Auto Payment.”3.In the activity by employee report, the auto payments can be viewed for different date ranges.