Project managers may need to include additional payments in the case that they need to charge bookers for additional products/services that aren't available on the form, (perhaps because they have occurred during or after the event) or to refund bookers.

Possible scenarios for additional payments:

  • Participant has extended their hotel stay during their stay

  • Product is not available on the form

  • Product is no longer bookable on the form

  • The booker is purchasing an individual flight ticket

  • Incidentals incurred during the event 

  • Project manager needs to correct a wrong balance

  • Project manager needs to register a manual credit card refund

  • Refund rules are not applicable for a particular booking and booking balance must be corrected

And so on. This function is flexible and so will suit most scenarios where additional charges aside from the form need to be posted. As this is done outside of the form booking, it won't show on the booking confirmation but will be visible on the final invoice specification or credit card receipt.



HOW TO ADD AN ADDITIONAL PAYMENT

  1. Head to the relevant booker's booking details.

  2. Scroll down to the bottom and click Financial payments.

  3. Select the relevant product type:

4. The following will appear and you will see the option to:

  • Select the relevant product category (if your office has product categories enabled)

  • Add a description (type what the additional payment is or for)

  • Choose who it is to be paid by - booker or customer (or refunded to incase of a refund)

  • Select the correct article - art. no.

  • Manually add the amount(s) (net amount, selling amount)

5. Click save to register the additional payment on the booking.

📌 NOTES REGARDING REFUNDS:

To register a refund, the Project manager must input a negative amount, as shown in the above screenshot.

If you are using Netaxept to register payments, then this refund must be done in Netaxept to complete the actual refund. Learn how to register Netaxept credit card refunds here.

📌DELETE AN ADDITIONAL PAYMENT

If you have registered an amount or payment incorrectly, then you can delete this by clicking the red bin and registering a new one. If a refund is already made in Netaxept then the correction will need to be made in Netaxept too.



REPORT ON ADDITIONAL PAYMENTS

List with additional payments
Head to lists and create a Dynamic list of Bookings and select 'additional payments' in List fields. Your list will look something like below.

Need to share this list safely with your customers or suppliers? 🔐 Learn how to here.



Credit card report
In Forms --> Booking, you can download a credit card report with a summary of credit card payments per VAT article.

Learn more here

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