Method of Payment

Overview

The Payment Types Module is a core administrative and financial feature of the system, designed to manage and categorize all payment methods accepted within the platform. This module enables the insertion and classification of various payment types, ensuring consistent tracking and reporting of financial transactions across bookings, agents, and customers.

Each time a payment is recorded in the system, a payment type must be specified to indicate how the transaction was carried out (e.g., via bank transfer, card, online payment, etc.).

Purpose

The purpose of this module is to:

• Define and maintain the list of accepted payment types in the system.

• Differentiate between debit and credit transactions for accurate accounting.

• Ensure traceability of all payments made by customers, agents, and guides.

• Identify and flag special types of payments (e.g., bank imports, gift cards).

Preconditions

Before configuring or using the Payment Types Module, 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.

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.

Special Payment Types

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

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.

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)

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.

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.

4. Other useful fields:

1. Save the new payment method.

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