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Payment (Credit) Departments are used to finalize guests’ payments from the front office billing screens in order to reduce their open balance and have the ability to check out their reservations, a simple example for payment departments is Cash or Credit Cards. Adding Payment Departments helps you and your staff in finalizing guests’ payments using various payment methods. How to add a new payment method? Front Office → Settings Gear Sign → Income → Departments & Payment → Departments → Add New All mandatory information are written in Bold:
  • Code: a serial number for the payment department, make sure to follow the serialization of your revenue payment methods in order to have everything organized correctly.
  • Description: the name or the explanation for the new payment method that will appear on the guests’ billing screen and their printed out invoices. i.e. Cash USD, Credit cards etc.
  • Statistic type:
  • Receivable account: only use this option when the payment department will be used in your AR accounts sub-module from back office. i.e. City Ledger Payments.
  • Account: linking your payment method to an Asset account from your chart of accounts is very important, credit departments are to be linked to asset accounts only.
  • Group: select the asset account group that the account you selected belongs to in the chart of accounts.
  • Type: department type should be always credit for your payment methods.
  • Allow Manual: Should always be checked in order to be able to manually finalize payments from the billing screen.
  • Payment type: should be left as dashes unless you are adding a city ledger payment method or a new payment method with a currency different than your default currency of the system.
  • Currency: select the currency you desire for the new payment method.
  • POS payment: this box should be checked if you would like this payment method to be used in your POS cashiering screens.
  • Open Cash Drawer: use this option when there’s an integrated cash drawer at your POS terminal to automatically open your cash drawer when used.
  • Active: since you cannot delete departments, you can activate or deactivate revenue departments when you desire.
  • Tender rounding:
Don’t forget to click Save to be able to use the new payment method in your front office billing screens.