Balance Administration

Applies for Administrator and Financial

This module contains 5 other submodules:

Unregistered payments

The unregistered payments are the booking payments with no corresponding booking number. It should be possible to assign an unregistered payment to a certain booking; thus, the modified record won’t appear anymore as unregistered, but it will be found in Payment Registration.

Table Fields Explained

Negative balances

All the bookings for which money should be returned to the customer will be displayed here. The seller decides if the money must be returned to the customer, and this should be set from the booking page.

Functional Options

• Seller Filter: Dropdown to view negative balances linked to specific sellers.

• Show Release Payment Only: Checkbox that filters the list to show only records marked for release payment.

Table Fields Explained

Unpaid bookings

Here should appear all the bookings that haven’t been paid until today. It should be possible to filter the data by departure dates and payment due dates. The following is an extract of the information that could be displayed:

• Booking number

• Seller - Seller ID

• D.Due.Date - Departure due date

• SP.Due Date - Second payment due date

• RP due Date - Rest payment due date

• Departure date - Day of the departure

• Customer - Booking customer name

• Booking total - Total sum of the booking

• Paid amount - The amount that was paid

• Balance - How was remeain to be paid

• Due amount It should be possible to sort the data from all 3 submodules by agency and seller.

GDS payments

The GdsPayments section allows users to track and manage payments related to Global Distribution System (GDS) bookings, including ticket costs, airline details, and passenger information.

1. Filter the Data:

   • Use Departure Period and Booking Period filters to narrow down transactions.

   • Select a Seller to view specific payment records.

   • Click + More filters for additional filtering options.

2. Review Payment Records:

   • Check the booking number to identify a specific transaction.

   • Review customer, phone number, and passenger details for accuracy.

   • Verify PNR codes, airlines, and cost prices to confirm payment details.

   • Cross-check departure & arrival airports for route confirmation.

3. Manage Comments & Notes:

   • Review payment comments for any transaction-specific notes.

   • Check Admin Comments for additional insights or follow-ups.

4. Edit or Update Payments:

   • Click on the Edit (Pencil) Icon next to a record to modify details.

   • Ensure all updates align with booking and financial records.

Key Fields Explained:

• Booking No.: Unique reference number for the transaction.

• Customer & Phone: Identifies the traveler and contact details.

• Passengers No.: Number of passengers for the booking.

• Departure & Arrival Dates: Flight schedule details.

• PNR Codes & Airlines: Booking reference and airline information.

• Cost Price: Total ticket price in the designated currency.

• Departure & Arrival Airports: Flight route details.

• Payment & Admin Comments: Notes related to transaction status.

Additional Actions:

• Use the filters to refine searches for specific time frames, sellers, or bookings.

• Ensure cost prices match expected payments to avoid discrepancies.

Refund payments

The refund process allows users to return payments to customers when there is a negative balance in the system.

Filter and Select the Seller (Optional):

• Use the dropdown menu to filter refunds by seller.

• Check "Show release payment only" if applicable.

Review Refundable Transactions:

• Look at the list of transactions with negative balances.

• Identify the customer and transaction details.

Initiate the Refund:

• Click the "Refund" button in the Account column.

• Confirm the refund process as prompted.

Verification:

• Ensure the Balance column updates accordingly.

• Verify if the refund status is marked as completed.

Key Fields Explained:

• Booking No.: the booking number for the transaction.

• Seller: The party responsible for the booking.

• Creation Date: Date the transaction was recorded.

• Customer: Name of the customer requesting the refund.

• Booking Total & Paid Amount: Original transaction value.

• Balance: Negative amount indicating a refund is needed.

• Released Payment & Financed: Indicators for processed payments.

• Comments: Additional notes related to the refund.

• Account: The action button to trigger a refund.

Additional Actions:

• Use the Print button to generate reports of pending refunds.

• Check financing and released payments before issuing refunds.