Cash Receipts
Purpose
A closed reservation is a returned booking that has a balance owing of $0 and has been marked closed from the reservation payments page. These bookings cannot be updated unless they are re-opened by head office users using the Re-Open Contract feature. The Cash Receipts function allows you to process additional payments for a closed reservation, without having to re-open it.
This is a handy tool for those times where an additional charge is received after the reservation is closed, such as a traffic infringement, toll charges and damage payments.
Accessing Cash Receipts
To access Cash Receipts go to Reservations >> Cash Receipts.
Creating the Additional Charge and Payment
Enter the reservation number of the closed reservation and click on Load.
A list of fixed rate Extra Fees will be displayed:
Select the Extra Fee(s), Qty and Rate to add to the closed reservation and click on Next.
This will open the Payment page. From here, you can select which payment method you with to use.
1 - Manually Record Payment
You should use this method if you have already or are currently charging the customer the cost of this new extra fee. It will add the new extra fee to the booking, and allow you to create a manual payment record for it.
You will need to select the Billing Location and Payment Date, as well as the Tender Type. You can also choose to process a Merchant Fee against the payment. If you tick this option, you will only be able to select Tender Types that have Merchant fees setup against them. You can then enter the Payment Amount; this field will automatically be filled by the Total Extra Fee value you have added but you are able to change this to any value. If you have selected to add a Merchant fee to the transaction, the Merchant Fee and Total Transaction field will automatically display the calculated value.
Once done, click "Submit", and both the extra fee and payment record will be added to the booking.
2 - Create Payment Using Windcave/Stripe
This option will be available if you have a Payment Gateway set up in your system.
This allows you to immediately charge the customer the amount of the new Extra Fee through a re-billing token in saved in the payment gateway.
Once you have selected this option, click "Submit".
This will add the extra fee to the booking and will take you to the following page. From here, clicking on the 'Open payment screen' button will open up the bookings Payment Page. From here you can charge the customer using a new or existing re-billing token, in the same way you would charge them any other payment. For more information on how to use the Payment Page, please see the Stripe User Guide and Windcave User Guide articles.
3 - No Payment
This option will add the Extra Fee to to booking without creating any payment record, resulting in an amount owing. The booking will likely have to be reopened to record a payment for this amount.
This should be used if you have not yet charged the customer for this new Extra Fee, and want their amount owing to be recorded against hte booking.
To do this, simple select the 'No payments' option then click 'Submit' and the Extra fee will be added to the booking.
Viewing on the Booking
The additional charge and payment can now be viewed in the Booking Details
Important Articles
Related Articles
Cash Receipts Report
Purpose: Rental Car Manager allows additional charges to be added to a reservation after it has been returned and closed. Examples of this are when a late infringement notice, or speeding fine is received or when damage is not noticed at the time of ...Cash Receipts Analysis Report
Purpose: The Cash Receipts Analysis Report displays your cash receipts for pickups before, between, and after a given range of dates. Normally, this report is generated daily, allowing you to assess your total cash-flow position at the end of each ...Daily Receipts Report
Purpose The Daily Receipts report displays all receipts for the selected date. Receipts are generated for any payment made for a reservation using any tender type, including cash payments and on account payments. This report can be useful for viewing ...Cash Receipts: Assisting with Financial Integration
The Cash Receipts function allows you to process additional payments for a closed reservation. This new functionality allows you to send an invoice through to Financial Integration. This has been introduced to stop users from re-opening bookings ...Dec 2023: Additional Feature - Gateway Payments on Cash Receipts
If you have a Payment Gateway set up in your system, RCM now allows you to take a payment through it when you create a Cash Receipt. This allows for the immediate addition and charge of an extra fee to a booking that is already closed. This feature ...