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Manually Processing and Recording a Guest Credit Card Payment
Manually Processing and Recording a Guest Credit Card Payment

Steps to manually process and record a guest credit card payment

Brent Kleinheksel avatar
Written by Brent Kleinheksel
Updated over a week ago

The application will not allow credit card data to be entered until a payment gateway has been set up. Without a payment gateway, there is no way to store credit card data for your guests.

Once comfortable accepting guest credit card payments, they can be set to process automatically. Additional details and setup instructions can be found here.

Guest Control Panel Billing Tab

A payment gateway must be setup and your credentials entered. Once that is complete, your guest credit card data can be entered under the "Billing" tab within the guest control panel for each guest. Please note that the Billing tab will only become visible once a reservation has been entered for a guest.

Transactions Tab w/ No Credit Card Data

The Transactions tab is where payments can be both processed and recorded for a reservation. Note that ONLY the "Record Payment" button (1) will be active when no guest credit card data is associated with the reservation. Once the credit card data has been entered within the Billing tab, the "Process Payment" (2) button will become active.

  1. Record Payment: This is for payments made by some means other than the credit card on file. It will note that a payment was made for an invoice, and adjusts the invoice accordingly. It will NOT charge the credit card on file. This option can be used whether or not there is a credit card on file.

  2. Process Payment: This option can only be used when there is a credit card on file. It will process a charge on the guests credit card.

The link to the Virtual Terminal is a courtesy link for those rare times when you need to make an adjustment using the virtual terminal itself. For example, maybe you need to void a guest transaction. Clicking on the link will load the virtual terminal for your gateway and allow you to log in to the virtual terminal.

Invoice w/ No Credit Card Data

Payments can also be processed and recorded from within a guest invoice using the Transaction Window on the far right side of the invoice. If guest credit card data is not present, the "Process Payment" button will not be active.

Payments Tab w/ Credit Card Data

Once a payment gateway has been successfully setup and credit card data entered for a particular reservation, the Process Payment button will become active. When a payment is processed, securely communicates with your payment gateway to process the transaction, just as would normally be done through your virtual terminal.

If the payment is successful, it will show up under the transactions area showing the date and sum of the transaction. Additionally, you will know for certain that the transaction was processed successfully if the logo of your payment gateway appears next to the payment.

Invoice w/ Credit Card Data

The "Process Payment" button will be active on the invoice screen once a credit card has been entered for the reservation.

Processing Payment Options

When you choose to Process a payment, a modal window will open. This window will give you options to enter a manual amount to be charged, or you can have the application choose the correct amount to be charged by using the Confirm or Balance buttons. Confirm = amount required to confirm the reservation. Balance = remaining balance owed on the invoice / reservation. The card detail fields are grayed out because edits can only be made within the Billing tab of the guest control panel.

Record Payment Options

Recording a payment also allows you to specify the payment amount, select a date the payment was made, enter the payment method, and add any relevant notes about the payment.

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