Processing Repayments

Owned by Frank Louwerse
Last updated: Aug 11, 2020

Various scenarios can lead to a open due amount in a reservation which is to be repaid to the guest. Often this is repayment of deposits, but also cancellations ban be repaid. Repayment of open due amounts can be achieved via generating a payment file in Repayments module. 

This article describes how to generate a repayment file.

Searching for reservations

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

There are 3 options in the drop-down menu to search for Matching:

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

Generate the Paymentfile from the “Generate file” button on the “Repayments module” page. The different formats of the payment file are:

  1. Pain File.
  2. ClieOp03 File.
  3. PAYMUL File.
  4. MT101 File.
  5. 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. If not all reservations are ready for repayment and updated to 'pay due', filter out the reservations up for repayment via the search filters on repayment status. 

Next, 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).

Please note: It is only possible to generate a payment file when all visible entries have correct data. In case an IBAN number is missing, the system will throw an error irrelevant if the applicable incomplete entry is selected for repayment or not. 

Advised method is to update all bookings in scope for repayment to 'Pay due' and filter the list on repayment status 'Pay due' to have a clear search result. 

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.

Note: Prerequisite Configuration

  • It is important a bankaccount is configured in Resort module which can be used for payment files (outgoing payments)
  • It is important Country settings are as per country-specific bank details (IBAN country or not), refer NL as example, where IBAN Display = IBAN and bank account type display = No

  • It is furthermore important the Bank Account Type for IBAN countries (like NL) is not activated as 'Is pain account', since an IBAN bank account is present in the booking

NOTE: This configuration in Country module makes the system support repayments for both IBAN countries as non-IBAN countries.