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This is a short manual to set up a repayment, used to refund/repay the amount to its customers.
Because of the GDPR rules we deleted personal information in the screenshots. That's the reason you see several black spots.
1. Introduction
The Repayments module is used to refund/repay the amount to its customers. Payments that were taken as deposits or excess payments that were made in the reservations. The reservations can be filtered by various criteria’s in this module. The re-payments can be refunded to Customers, Paying customers and Agents.
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So the deposit is presented as a negative amount (should be repaid to the customer). It can be paid by cash at the reception. The other option (at night) will get the reservation into the script which runs on a nightly basis at the back end and it creates automatically the contra entry of the “Deposit” -50.00 as mentioned in the below screenshot.
Processing Repayments
First we need to find the reservations for repayments.
There is a refined search criterion for searching the reservation under the “Repayments module”.You can search on:
- Departure date
- Reservation category
- Matching Resort
- Distribution channel
- Country
- Reservation status
We like to clarify the search criterion Matching because there are 3 options in the drop-down menu:
a) Show matching: When this option is selected all the “Deposit” due amounts are visible.
b) Show not-matching: When this option is selected all the refund due amounts except for “Deposit” are visible.
c) Show all: When this option is selected all the reservations including “Deposit” and other refund amounts are visible. The options for “Matching” are mentioned in the below screenshot.
For this example, we have just one reservation that needs to be repaid.
Generate payment file repayment
Generate the Paymentfile from the “Generate file” button on the “Repayments module” page. The different formats of the payment file are:
- Pain File.
- ClieOp03 File.
- PAYMUL File.
- MT101 File.
- BSIFile
Before you can create a payment file, be aware that you first need to change the repayment status (1) into ''pay due'' for all the reservations you want to repay. After that, you can successfully create a payment file (2), see the screenshot below. After that, you can download the file from the server to your own device (3).
5. Change Repayment amount in case damage has been found to the accommodation.
Example:
During cleaning one of the employees has found that one of the doors has been damaged. The travel party has already checked out. Total repair cost: EUR 40,–.
First, we need to change the repayment status ''on hold''. There will be no repayment when that status is selected.
Secondly, we go back to the Frontoffice Manager and search for the specific reservation. We add an add-on to charge the travel party for the extra costs. If there is not yet an add-on created, you first need to do this in Content Manager. It is wise to create an add-on with the possibility to adjust the price depending on the level of damage. The total amount will be recalculated. If the total amount is still negative (so customer received still money) you can change the payment status in Newyse back into ''pay due'' and follow the steps as mentioned above. If the amount is positive (so the customer needs to pay) it is wise to keep the status ''on hold'' and cut this (hopefully) incidental case out of this workaround. When there is an agreement with the customer and the amount is 0 the reservation will disappear from the Repayment module.
See attachment:
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Final step is to create a payment file for repayment!