Method of Payment

Configure payment methods (payment types) in Tourpaq Office Finance. Set debit/credit, online payment, bank import, gift card, and guide payment flags for correct reporting and reconciliation.

Overview

Method of Payment (also called Payment Types) is where you manage the payment methods used across Tourpaq Office Finance.

Every payment in Tourpaq uses a payment code (payment type). This controls how transactions are tracked for reporting, reconciliation, and imports.

Related modules:

• Payment Registration

• Payment File Import

• Refund File Import

Common examples:

• Bank transfer payments (bank import)

• Card and online payments (for example DIBS)

• Cash payments

• Gift card payments

• Refund payment methods (credit)

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Purpose

The Method of Payment module defines, controls, and governs all payment types used within Tourpaq Office Finance. This documentation establishes standardized procedures for creating, maintaining, and reviewing payment methods to ensure:

• Accurate financial classification and reporting

• Compliance with internal controls, accounting standards, and regulatory requirements

• Proper segregation of duties

• Consistent handling of payments across bookings, guides, agents, and integrations

• Reliable reconciliation and auditability

This document forms part of the organization’s financial control framework.

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Preconditions

Before configuring payment methods, ensure the following:

• You have access rights as either an Administrator or Financial user role.

• You understand the financial flow within your department or company (i.e., which payment types are considered debit vs. credit).

• You are aware of any special or custom payment methods used by your organization (e.g., Dankort, Gift Cards, or imported payments).

• The accounting system or ERP (if integrated) is aligned with the same payment classification structure.

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Method of Payment (payment types) list

Payment methods (payment types) define how payments are recorded and reported in Tourpaq Office.

Responsibilities

Roles

Role	Responsibilities
Administrator	Create, modify, deactivate payment methods; assign accounting codes; configure integration flags.
Financial User	Validate accounting mappings; review payment method usage; support reconciliation.
Finance Manager / Controller	Approve creation or modification of payment methods; ensure alignment with accounting policies.
Internal Audit / Compliance	Periodically review configuration, access rights, and audit trails.

Approval Workflow

All changes to payment methods must follow this workflow:

1. Request submitted by Administrator or Financial User

2. Review by Finance Manager

3. Approval documented and stored (ticket, email, or change log)

4. Implementation by Administrator

5. Post‑implementation validation by Financial User

No payment method may be created or modified without documented approval.

Payment type categories

There are two main categories of payments:

1. Debit payments

• Represent transactions where money is received by the company.

2. Credit payments

• Represent transactions where money is given or refunded.

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Special payment types

The following payment types should be specially categorized and identified due to their source or behavior:

Special Payment Type	Description
Online Payments	Payments made directly through an integrated online payment gateway.
Imported Bank Payments	Payments imported into the system from a bank file or automated sync.
Dankort Payments	Payments made using the Dankort card system (specific to certain markets).
Guide Payments	Payments handled and received directly by the travel guide.
Agent Machine Payments	Payments made using an agent’s card terminal or in-office POS device.
Gift Card Payments	Payments made using valid company-issued gift cards or vouchers.

These special payment methods may affect reporting, reconciliation, or automation and should be flagged accordingly.

Create a new payment method

Overview

This section explains how to define and insert a new payment method into the system. Each payment method determines how a financial transaction is recorded, processed, and reported—whether it's a cash payment, an online transaction, or an import from a bank file.

This process is applicable for users with Administrator or Financial access.

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Purpose

Creating a well-defined payment method ensures:

• Accurate financial tracking and categorization

• Compatibility with integrated systems like DIBS or banking imports

• Clear differentiation between debit (incoming) and credit (outgoing) payments

• Proper association with reporting accounts (credit and debit)

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Preconditions

Before creating a new payment method, ensure:

• You have Administrator or Financial permissions.

• You understand the nature of the payment method (cash, card, online, etc.).

• You have the required accounting codes (Credit and Debit accounts).

• You are aware of any system integrations that may affect the method (e.g., DIBS, bank import, Dankort).

• The payment method is relevant to the company you are currently working under in the system.

Create a new payment method form

Create a payment method with a payment code, debit/credit type, and flags for online payments and imports.

Instructions: Create a new payment method

1. Navigate to: Admin Panel > Financial Settings > Payment Methods

2. Click the "Add New Payment Method" button.

3. Fill in the following fields:

   Field	Description
   Payment Code	A short identifier for internal use (e.g., VISA, BANK, CASH).
   Payment Full Name	The user-friendly name (e.g., Visa Card, Bank Transfer, Cash Payment).
   Type of Payment	Select Debit (money in) or Credit (money out).
   Credit Account	The accounting code to be credited during the transaction.
   Debit Account	The accounting code to be debited during the transaction.
   Is Online Payment?	Check this box if the payment is processed via an online platform (e.g., DIBS, Stripe).
   Used for Bank Imports?	Check if this method is used for imported bank transactions.
   Used for Dankort Payments?	Check if this payment is made using a Dankort card.
   Used for Guide Payments?	Check if guides can receive payments using this method.
   Is Cash Payment?	Check if this method represents a cash transaction.
   Active	Enable this option if the method should be available for use in bookings or financial operations.

Note: If selecting VISA as the card type and the customer pays using a Visa/Dankort on the DIBS platform, DIBS will treat this as a VISA transaction. As a result, the payment will be registered using the VISA payment method in Tourpaq, not the Visa/Dankort method.

1. Other useful fields:

Checkbox	Description
Is GDPR Sensitive	Anonymize the payment type on anonymized customers for users with a role other than Administrator or Financial.
"Pay from home" payment	Allow this payment method in the Guide App for Extra Orders payments.
Agent machine payment	Allow guides to register payments using a payment terminal (POS).
Booking gift card payment	Allow the gift card to be used for an agency other than the one it was created for (used when All brands is enabled on the gift card).
Booking gift card own agency payments	Allow the gift card to be used only for your own agency payments (used when All brands is enabled on the gift card).

Checkbox screenshots

Pay from home payment checkbox

“Pay from home” payment: enable the method for Guide App Extra Orders payments.

Agent machine payment checkbox

Agent machine payment: enable the payment terminal (POS) option for guides.

Booking gift card payment checkbox

Booking gift card payment: allow gift cards across agencies when All brands is enabled.

1. Save the new payment method.

It will be automatically associated with the currently selected company in the system.

Integration & Automation Controls

Online Payment Gateways

Payment methods flagged as online must:

• Match gateway configuration

• Use correct accounting codes

• Be tested before activation

Bank Imports

Payment methods used for bank imports must:

• Match bank file codes

• Support reconciliation rules

• Be validated during monthly close

Error Handling

Any failed import or mismatched payment type must be:

1. Logged

2. Investigated

3. Corrected

4. Documented

Deactivation of Payment Methods

A payment method may be deactivated only when:

• It is no longer used operationally

• All open transactions are resolved

• Finance Manager approves deactivation

• Audit logs capture the change

Deactivated methods must remain visible for audit purposes but unavailable for new transactions.