Payment Allocation Overview

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With payment allocation functionality myfrontdesk allows you to "allocate" a payment or a refund to a specific revenue item. This article describes how to enable this feature in myfrontdesk and how to use it.

Where to Enable/Disable Payment Allocation

'Payment Allocation' is an optional feature and can be manually enabled/disabled by any property. By default, it is disabled for all.

To enable/disable 'Payment Allocation'

1. In myfrontdesk go to 'General System Settings'
2. Scroll down to 'Miscellaneous Preferences' and switch the 'Payment Allocation' toggle

Enabling this feature will make the payment allocation functionality available. “Add Payment”/”Refund Payment” window may then be accessed through:

  1. "Add/Refund Payment" button on the folio
  2. “Capture credit card” modal via “Add Card” button on the Credit Cards page*
  3. “Add Item”  window  via 'Add/Adjust Charge' button on the folio
  4. Through the gear icon next to the transaction amount on the folio (for previously posted payments)
How Payment Allocation Works
1. “Allocate Payment” section in the “Add Payment/Refund” window

1. On reservation folio or house account click 'Add/Refund Payment'
2. Enter the payment details and make sure that the box 'Allocate Payment/Refund' at the bottom of the window is checked (it will always be checked by default and you may un-check it if you don't wish to allocate this payment/refund)
3. Clicking on Continue submits the payment and, if successful takes to the allocation section

Note: if you process a credit card payment, have payment processing enabled, and select the “Authorize card” option, it will un-check the box and will not continue to the next step with “Payment Allocation” view. A popup message will be shown explaining that allocation can’t be made when authorizing a card without posting an actual transaction.

4. The allocation 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.
5. Confirm the amount of payment allocated to an item. You may correct it if needed.
6. Click 'Submit' to complete allocating the payment or click 'Cancel' if you would like the payment not to be allocated. In this case, the payment transaction will be posted to the folio but will not be allocated. You will be able to allocate it at a later time.

7. Payment appears in the corresponding folio with 'i' tooltip - clicking on the tooltip shows the details of this payment allocation.
8. Clicking the gear icon next to the payment transaction on the folio allows you to edit previous allocations or add new ones.

2. “Allocate Payment” section when capturing credit card on the Credit Cards tab
  • This option is only available for users who have payment processing enabled
  • You can allocate payment only when charging a card, not when authorizing

1. Go to a reservation and open 'Credit Card' tab
2. Select the credit card to charge. You should have a credit card added and authorized in order to charge it
3. Click 'Capture' to add the payment using payment processing

4. Edit/enter the capture amount
5. Make sure that the box 'Allocate Payment' at the bottom of the window is checked (it will always be checked by default and you may un-check it if you do not wish to allocate this payment)
6. Click 'Capture'. You will then be taken to the allocation window.

7. The allocation window displays all posted and pending transactions that have not yet been allocated. Select items you want to allocate the payment to.
8. Confirm the amount of payment allocated to an item. You may correct it if needed.
9. Click 'Submit' to complete the allocation or click 'Cancel' if you do not want the payment to be allocated. In this case, the payment transaction will be posted to the folio but will not be allocated. You will be able to allocate it at a later time.

10. Payment appears in the folio with 'i' tooltip - clicking on it shows the details of this payment allocation.
11. Clicking on the gear icon next to the payment transaction on the folio allows to edit previous allocations or add new ones.

3. “Allocate Payment” section on “Add Item” window

Allocate payment option is also available when you add items to the folio and collect the payment immediately.

1. In a reservation folio click 'Add Item'

2. Select an item to add
3. Select payment type
4. Make sure that the box 'Allocate Payment' at the bottom of the window is checked (it will always be checked by default and you may un-check it if you do not want to allocate this payment)
5. Click 'Add Item'. You will then be taken to the allocation window.

7. Select items you want to allocate payments to
8. Confirm the amount of payment allocated to the item. You may correct it if needed.
9. Click 'Submit' to complete the allocation.

10. Both charge and the payment transactions will appear in the folio.

4. Allocation of already posted transactions on the folio

Already posted transactions/payments appear on the reservation folios with a gear icon. Clicking on the icon allows to allocate or re-allocate an existing payment.

1. Go to a folio
2. Click the gear icon next to the payment/refund transaction and select 'Allocate Payment/Refund'. Then follow the same steps as described above.

How to check/track allocated payments

1. Popup on payment in the folio with allocation details

Once payment has been allocated and posted to the folio - an “i” sign appears next to the amount on the transaction in the folio, indicating that this payment has been allocated (fully or partially). The user should have an ability to see what transactions it has been allocated to, by clicking on the “i” sign to open the popup with details.

2. Payment Allocation Report

In future releases it will be easier to track all payment allocations with 'Payment Allocation Report'. Please stay tuned for our updates to be among the first users to hear about the Payment Allocation Report.

Have more questions? Contact Support

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