The Payments by Booking report gives the total value of all transactions entered for each booking, thereby clearly identifying any bookings with an outstanding balance.

Report Overview

This report offers agencies an easy way to check that the transactions entered against their bookings match the booking value.

Transaction mistakes most commonly occur when editing a booking, if the value of that booking goes up or down. For accounting reasons, it is not possible to edit a transaction that was entered on a previous date, and so the user must add either a Payment or a Refund transaction in order for the booking to balance. Occasionally this can be forgotten, or the incorrect value entered, and a discrepancy is caused. This report is intended to assist in these instances, by reporting any booking that has either a positive or negative outstanding balance.

Booking Status Filter

The report will default to display all bookings, but it can be filtered to return just those bookings with a status the user is interested in seeing - just active bookings (excluding any in a cancelled state), just cancelled bookings, or just those with an outstanding balance (Not fully paid).

Internal Transactions Only

If unchecked, this tickbox will include transactions in the report that have been entered by operator users. In general, running this report with the checkbox unticked will only change the data returned if your agency often makes deposit-only or referral bookings.

When a deposit-only or referral booking is made, the client pays the balance directly to the operator. If the operator uses RTBS, they will enter a transaction into the booking when they take payment, and so these transactions will appear in this report if the Internal Transactions Only filter is not applied. Occasionally agents may wish to remove the filter to check whether their bookings have been correctly settled with the operators.

Amendments and Cancellations

If a booking is edited and it causes a new version of the booking to be created with #A, this updated version will only appear on the report if the selected date range covers the day the amendment was made. The original booking will show on the report in a cancelled state, and appear if the date range covers when the booking was originally created.

Cancelled bookings show in a grey italic font on the report. The Booking Total given is how much the booking was worth when it was active - not the current 'Booking Value', as detailed on the Bookings by Operator report. However, the To Pay column uses the current booking value to ascertain if there is a balance outstanding or not - for active bookings this will show as $0.00 if the transactions recorded against it match the Booking Total, whereas for cancellations, To Pay will show as $0.00 so long as the value of refund transactions applied to the booking match the value of payment transactions.

If a user cancels a booking (for which a payment transaction was recorded) without applying a Refund transaction, a negative amount will appear in the To Pay column, to indicate that the booking is unbalanced because overpayment has been recorded.

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