How to Process Payment in myfrontdesk

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This article will walk through the process of adding payments to a reservation: through payment gateway and as a record (without charging the credit card). This helps to track the guest's balance and keep reporting accurate.

How to Process Payment Through Payment Gateway

Option 1. Processing payment by clicking 'Add Payment'

Payment processing enabled in Myfrontdesk automates payment transactions between you and the guest. It allows you to process, verify, and accept or decline credit card transactions on behalf of the merchant through secure Internet connections. This article will show how to charge the guest's credit card through one of the supported payment gateways.

Processing the payments through Myfrontdesk is only available for those customers who have Payment Processing enabled and correctly connected.
Check this article to learn more about Payment Processing functionality or check the section below on to learn how to add payment to a reservation as a record without processing it.

1. Go to Reservation and click on 'Folio'
2. Open a folio you want to add payment to (if you have several)
*You can select another folio in steps later
3. Click 'Add Payment/Refund' and select 'Add Payment'

In a new window:
4. Select which guest you want to assign the payment to
5. Select which folio the payment should be added to
6. Enter the amount of payment (by default, it will be the balance due, but you may edit the amount.)
7. Select the Payment Type > Credit Card 

  • You may select either 'credit card x(last 4 digit numbers of the card)' if the card details are already entered on the 'Credit Card' tab
  • or just select 'Credit Card' and then enter its details from the beginning (step 9)
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8. Select how to process the payment

  • Charge: processes the payment from guest's card through the payment gateway immediately)
  • Pre-authorize: holds an amount on the guest's card, which can be charged later on 'Credit Card' tab
  • Record previous payment (don't charge): adds a record of payment to folio and won't process any payment through the gateway. Useful if the payment has already been processed through an external system
    • 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.
    • Enter and store credit card details - Check the box if you are charging a card with details not already in the system.

9. Input the card information
10. Input notes
11. Click 'Continue'

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Please Note:

- 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

You can allocate the payment to specific revenue item if you have this functionality enabled.

Learn more about payment allocation in our Knowledge Base: Payment Allocation

The payment processed will appear in Folio, its 'Type' will show that the payment was added: "Using gateway connection". Next, to it, you can see the gear icon with an option to refund the payment through gateway:

To learn more about how the refund works in our system, please visit this article

Option 2. Processing payment from 'Credit Cards' tab

1. Go to Reservation and click on 'Credit Cards'
2. Click '+Add Card'

If you have already entered the card details, or if the reservation has been imported with credit card details, just select the credit card needed and proceed to step 4:

3. Enter the credit card details and Save it
-Mark card as active to be able to process it
-Select a type of credit card
-Enter cardholder name
-Enter card number
-Select Expiration Date
-Enter CVV if needed

4. Click on the card on the left, then click blue Authorize button.

Enter the amount to authorize (hold) on the guest's card.  

Now you can
5. Authorize another amount
6. Capture the total authorized amount
7. Void the authorization

In order to add payment (charge guest's credit card) - select 'Capture'
In the new window, you'll be able to enter the amount to be charged (by default it will be authorized amount)

How to Add / Post Payment to Reservation as a Record (Without Using Payment Gateway Processing)

How to add/post payment to reservation

IMPORTANT: the steps described below do not process any payment from the guest's credit card.
In order to charge the guest's credit card added to the reservation you need to have a payment gateway connected to Myfrontdesk.
Click here to learn more about Payment Processing and how to process real payments with the guest's credit cards.

1. Go to Reservation and click on 'Folio'
2. Open the folio that you want to add a payment note to (folio can be changed later)
3. Click 'Add Payment/Refund' and select 'Add Payment' button

In the new window enter the payment details:

4. Select the payment type:
The list will include all default payment types (cash, credit card, PayPal...) and custom payment types.

5
. Choose who to assign the payment to
Can be used if you have group reservation so that the payments are assigned to the person who has paid.

6. Select the folio to add payment to

7. Enter the amount of payment
By default it will be the balance due of the reservation but you may edit the amount. If you enter an amount which is higher than the balance due - the system will show a notification and ask to confirm the action.

8
. Choose the date of the transaction
It can be either today or a date in past or future.
Please note: if date in future is selected - the transaction will appear in folio as pending. Date of transaction can be changed after payment is added only for transactions done in a custom payment type, which means the transaction that was not made through the payment gateway or with cash.

9. 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 adding a transaction for sometime in the past.

- The date of processed payment can only be the current date and can't be set to the past or future even if this option is unchecked
- This option does not work with cash payments

10. Select credit card type

(Only displayed if credit card is selected)

11. Select whether you want to enter and store credit card details

If selected, you will be able to enter the credit card details which will appear on reservation in 'Credit Cards' section.

(Only displayed if credit card is selected)

12. Enter the notes if needed

13. Click 'Continue' to add the payment

You can allocate the payment to specific revenue item if you have this functionality enabled.

Learn more about payment allocation in our Knowledge Base: Payment Allocation

The posted/recorded payment will appear as a record in selected Folio.
Next to the payment there will be a gear icon which allows you to void the transaction. Please note:
the possibility to void the payment can be limited according to your user permissions

If you have selected a future date of payment, the payment will appear as pending in the folio.
To see it - set the filter to show 'Pending' transactions as well:

Adding payment- Frequently Asked Questions
I have added the guest's payment through Myfrontdesk but haven't received it. Why?

In Myfrontdesk payment can be added in 2 ways:

- as a record (only posts the note about payment to folio, does not charge the guest's card)
- as a real charge (Myfrontdesk processes the payment through connected gateway)

The process described above does not process the payment, but adds a record about it to folio. Click here to learn more about Payment Processing and how to process real payments from the guest's credit cards.  

If I do not have payment gateway connected through Myfrontdesk, how may I collect the payment?

You would need to process the payment through an external system (POS, terminal, online-banking). If you have stored the credit card details when adding a payment as a record, you may use them to process the payment through the external system.

Is it possible to edit the added payment?

No, if the payment was added by mistake or with incorrect details, you may
1) (if the payment was added less than 24 hours ago) click the gear icon next to it, void the payment and add new one;
2) (if the payment was added more than 24 hours ago) you may add refund of the amount added and add new correct payment.

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