House Accounts - Add, Void or Refund Payments

Juss Reyes

Updated June 13, 2023 16:50

The article explains how to add, void or refund payments to your House Accounts on Cloudbeds PMS.

Add, Void or Refund Payments to House Accounts

Starting from the House Account section of your Main Menu, click on the House Account where the payment should be added
Click Add/Refund Payment button
Select Add Payment

Enter the amount
Select the Payment Method
Post with current date and time - When this box is checked the current date and time will be posted for the transaction when you click Continue button. You can uncheck if you are adding a transaction for the past.

For accounts with Payment Gateway enabled:

Choose to either charge only, or record previous payment (don't charge)
If you choose the Record previous payment (Don't charge) option, the system will add the payment as a record and won't charge the card.
If you choose Credit Card as a payment method and charge the amount, enter and store the credit card details. Check the box if you are charging a card with details not already in the system.

The date of processed payment can only be the current date and can't be set to the past or future even if Post with current date and time option is off (this option puts a date of transaction = today, but disabling it doesn't mean you can process payment for a future or past date)
This functionality does not work with cash payment

The Payment Allocation feature allows you to allocate a payment or a refund to a specific revenue item. To allocate a payment in a House Account:

Mark the Allocate Payment check-mark when adding the payment
The window displays all posted and pending transactions from the selected folio that have not yet been allocated. Select the items you want to allocate the payment to
Click on Submit

Learn more about Payment Allocation.

To void the payment (delete the record) click on the gear icon on the right side of the payment to be voided, and click on Void:

Cash payments can't be voided after 24 hours.

Before getting started, note that it is not possible to delete a refund.

Starting from the House Account section of your Main Menu, click on the House Account where the payment should be added
Click Add/Refund Payment button
Select Refund Payment

Select the Payment Type
Choose the Refund Type
- Capture/Note Existing Refund - will add refund as a record to your house account, won't refund previously charged amount to credit card
- Refund Payment Gateway Transaction - will actually process refund to previously charged credit card through Cloudbeds PMS (will only be active with payment processing option enabled)
Enter the refund amount
Post with current date and time - When this box is checked, the current date and time will be posted for the transaction when you click the Continue button below. You can uncheck it if you are adding a transaction for sometime in the past.
Enter your notes if desired
Click on Add Refund

Refund will be displayed on House Account in blue color

Refund the allocation to specific revenue item if you have this functionality enabled:

Mark the Refund Allocation check-mark when adding the refund
The window displays all posted and pending transactions from the selected folio that have not yet been refunded. Select the items you want to refund allocation to.
Click on Submit