Payment Term Set setup instructions
- Carin van de Velde
Introduction Payment Term Sets
When a reservation is made, the guest will have to pay for it. Because there are multiple situations, it could differ, when and how much the guest will have to pay. To automate this, there are payment terms. Payment terms can be created with multiple dependencies.
The highest level of the Payment Term configuration is the Payment Term Set. On this page it is described, how a Payment Term Set could be set up.
Setup Payment Term Sets
This section will explain how to setup a payment term set in Newyse.
First, open the Payment Terms menu in Newyse. For this, go to the Marketing tab and click on “Distribution Channels”.
Navigate to the respective Distribution Channel. Before selecting the respective Distribution Channel, you need to decide if the payment term should be valid to multiple Distribution Channels or not. If this is the case and those Distribution Channels are covered by the same Parent Distribution Channel, you can select the Parent Distribution Channel. Configuration will be inherited to the child pages. If this isn’t the case, you can also select only one Distribution Channel at the time.
For example:
When the payment term should be applicable for all Distribution Channels according to ‘Directe Boekingen’, like ‘Callcenter' and ‘Internet’, you can configure the Payment term under 'Directe Boekingen’.
When the payment term shouldn’t be applicable for all Distribution Channels according to ‘Directe Boekingen’ and it should only be applicable for ‘Callcenter’ and not for ‘Internet’, you can configure the Payment term under ‘Callcenter’.
Once there, click on the “Payment Terms” tab.
To configure a new payment term set, click on the “Add” button under the “Sets” table as shown below.
You should get the following pop-up:
Mandatory fields
Name of this payment term set
Priority: This represents the importance of your payment term set compared to other payment term sets. Priority really comes into play when you have multiple payment term sets for the same validity period. The priority has to be a positive number and. The payment term set with the lowest number as priority will be valid for the respective reservation. When there are payment term sets configured on the Parent and the Child Distribution Channel, the system takes the priority number into account when deciding the set in the reservation
Some examples:The Parent Distribution Channel has a payment term set with priority 10. The Child Distribution Channel has a similar set with the same conditions, but with priority 2. The reservation module will take the set from the Child Distribution Channel.
The Parent Distribution Channel has a payment term set with priority 2. The Child Distribution Channel has a similar set with the same conditions, but priority 10. The reservation module will take the set from the Parent Distribution Channel.
The Parent Distribution Channel has a payment term set with priority 2. It has a similar set with the same conditions, but priority 10. In that case the reservation module will take the set that is set on priority 2.
Optional fields
Description: Here can you add some extra description to the payment term. This text will only be shown in this wizard.
Extra costs: Here you can choose to add a an add-on (the need to have been already configured as an add-on/extra) to add extra costs (or decrease the bill) when this payment term is used.
Example: when the reservation is made via a TO, there are extra costs added of 5%
Example: when the reservation is made via Internet, there is a discount of 5%
Extra costs fall under what is called “add-ons” in Maxxton Software. They can be configured in the Content manager under Add-ons. They don't need to be of a special add-on type, although in Newyse they have to be an Extra to be able to select the add-on in the Payment term set.
Choose a reminder set: This field allows you to link a reminder set (a set of conditions that apply to when a reminder should be sent about the booking).
Reminder sets (& reminder levels) can be configured in the Configuration Menu in the Finance Manager. They can be created and linked to a payment term set after initial setup. See Reminder configuration for more information.
Autopay: This is used when a script collects the money automatically from a saved credit card. Because this is a special feature within the Payment term set configuration, the detailed information could be found on the sub page Payment Term Set - Autopay function
Once this part is finished, click on “Next>>”. The following new set of fields to fill in should pop-up:
Minimum / Maximum number of days before arrival: These fields are used to create the deviation that you want for your payment term set based on reservation date and arrival date. They are used to decide the time frame in which the payment term set should activate.
Examples :
If you want to have a payment term set that activates for reservations made 120 or more days before arrival, you will have a minimum number of days before arrival of 120 and no maximum number of days before arrival.
On the other hand: if you want to have a payment term set that activates for reservations made 27 or less days before arrival, you will have a maximum number of days before arrival at 27 and no minimum of days before arrival.
Valid from: Select the date from which this payment term set is valid and applicable. This means that the payment term set is valid while making the reservation.
Valid to: Select the date until when this payment term set is valid and applicable. It is possible to leave this empty, if you don not have the intention to shut this payment set off from a specific date.
If you would like to close a payment set from a specific date (so it won’t be attached to new created reservations), you can add a ‘valid to’ date.Minimum number of days of stay: Select the minimum number of days of stay in a reservation for which this set should be applied.
Maximum number of days of stay: Select the maximum number of days of stay in a reservation for which this set should be applied.
Set valid with arrival from / Set valid with arrival till: You can use these fields to further increase granularity in your payment term set. They allow you to have multiple sets for the same minimum & maximum number of days before arrival & the same validity but for different periods (e.g. high season & low season).
After filling in all relevant fields, click on “Next>>”. The following new set of fields to fill in should pop-up:
Here you will be able to select all of the locations for which you wish to apply this payment term set. To do so, select an item from the “Available” box on the left and use the single right arrow to transfer it to the “Selected” box on the right.
Please note that for the screenshot above and all of the following that are with the same layout, when the “Selected” box on the right is empty, this means that all items on the left in the “Available” box have been selected. If you do not select any items from the left and transfer them to the right with the single right arrow, all of the items that are on the left will be selected.
When you have made your selection click on “Next>>”. The following new screen should pop-up:
On this screen you can select all of the rate types for which you wish this payment term set to be applied. Once done, click on “Next>>”. The following new screen should pop-up:
Here, you can select all of the reservation categories that should apply to this payment term set. Once you have chosen all of the relevant reservation categories, click on “Next>>”. The following new screen should pop-up:
On this screen, you can select all of the accommodation kinds for which this payment term set will be applied. Once you have chosen all of the relevant reservation categories, click on “Next>>”. The following new screen should pop-up:
Here you need to configure the way of notification to the customer about the payment term(s):
Mail: the guest will be informed via hard copy letters by postal mail.
E-mail: the guest will be informed via e-mail.
At least the e-mail method must be selected. However, we strongly suggest selecting both elements as this gives maximum flexibility. You can also set a priority for each element. We suggest giving a higher priority (so a lower number) to the e-mail method. To setup these notifications, you need to set-up tasks.
Once you have chosen the sending methods, click on “Next>>”. You should get the following new screen:
Here you can configure the payment methods that you want to link to the payment term set.
Post: the guest pays the payment terms via a link or bank account number that is shared via hard copy letters by postal mail.
E-mail: the guest pays the payment terms via a link that is shared via e-mail
Paymentslip: This option can be used for guests that don’t have the possibility or don’t want to work with online banking. Where most people actually work with online banking, there are still (some) people left that don’t work with this.
Once you have chosen the payment methods, click on “Next>>”. You should get the following new screen:
Here you have the list of all of the existing reservation statuses. By default, all of the reservation statuses are available for payment term sets. Selecting a reservation status in this list does make the payment term set exclusively available for the selected status.
Click on “Next>>”. You should get the following new screen:
In the Correspondence window, you can add the information that the customer will receive when the payment term set will be activated. This information is not mandatory.
Send method: This field allows you to choose in what form the customer will be notified. Via e-mails or via hard copy letters sent by postal mail.
Language: Here you can add the different languages in which you would like to notify your customers. Press “Add” to add a new confirmation text.
Confirmation Text: Here you have a free text field where you can add the message that the customer will receive upon activation of the payment term set.
Confirmation Text on due amount: If an amount is due on the payment term set activation, you can add another specific text that will be sent instead of the regular confirmation text. You can configure this text in this field.
Once the correspondence window is configured, click on “Next>>”. You should get the following new screen:
This is the final window where you have a recap of all of the setup you just went through. You can navigate back if you need to make any changes. You will also be able to edit the payment term set once it is created. Click on “Finish” to finalize the set-up of your payment term set.