Making a Booking without Taking Payment

For the majority of travel and activity bookings, full payment is taken by the agent at the time of booking, in order to complete the transaction with the client and produce a ticket for them to present to the operator. This is the standard agent booking process, and it is strongly recommended that this practice is adhered to whenever making bookings through RTBS.

However, there are also a variety of reasons why a reservation might be made by an agent without them taking payment, and so the RTBS system does allow a booking to be completed without any payment having been made. This might be used, for example, if the client wishes to use a payment type which the agent does not accept (i.e. Amex), but that is accepted by the operator; or if the client simply expresses a wish to make their payment directly to the operator.

Please note: Whatever the reason for an agent making a booking with an activity provider without taking payment from the client; it is essential that the operator is aware of it, and agrees to accept such a booking.

Many operators may ask for credit card information from the client as a security against them defaulting on unpaid reservations.

The process for completing a booking in RTBS without taking payment is as follows:

Make the Booking

The booking procedure is followed as with any other booking; except that both ‘On Call’ and ‘Live’ operators will need to be contacted and informed that the agent is not taking payment.

The booking form is completed with the client’s details and the ‘Select Booking Numbers’ section of the form is completed with the number of units required for the reservation.

Delete the Payment Line

At the ‘Payment’ section of the booking form, click ‘Delete Payment’ next to the existing payment line:

The Payments box will disappear, leaving just the totals line showing that the ‘Total Paid’ is $0, and the ‘Balance of Booking Value Unpaid’ matches the total ‘Booking Value’:

To complete the booking; click ‘Book now’. The system will throw up a warning that the payment is outstanding, and ask for confirmation to proceed with the booking:

Once ‘OK’ is selected, the booking is complete and a ticket can be produced for the guest.

It is advisable to always highlight on the printed ticket that the total value of the booking remains unpaid, so the operator is reminded that they need to process payment when the client hands them the ticket upon arrival or check in.

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