Reservations made in the Booking screen should be settled before travel. When a reservation is made in the Booking screen, there is always a sale type associated with the account - Direct, Agent All, Deposit or Referral. Payments for each Sale Type are handled slightly differently, so click on the relevant section to find out more about the correct steps to process payments for each.


TABLE OF CONTENTS


Settle direct bookings through Point of Sale

If the booking you have made is for your internal organisation, the sale type should always default to 'direct'. A direct booking is always settled using the Point of Sale screen.

  1. Once a booking is completed, click the To POS button at the bottom of the Booking screen.
  2. When the Point of Sale screen opens, enter your user PIN code if prompted (optional) and press OK.
  3. The details of the reservation will be displayed in the options grid. Add any retail items if necessary.
  4. Process the payment by selecting Payment (or use the keyboard shortcut P),  and selecting from the list of available payments.
  5. Follow the prompts to finish the sale and print a receipt (if required).


Process individual payments for groups

When you have groups of people paying separately and possibly at different times, it is helpful to use the People Tab on the Bookings screen. This allows you to build a list of names for the booking and take payment for each individual, meaning that you don't have to settle the whole booking amount at once. 


You can not process per person payments for the same booking on more than one till at a time. If you want to process payments for large groups on more than one till, use the Split booking function, then follow the steps below.
  1. Open the reservation in the Booking screen, then click the 4. People Tab.
  2. Click the Build for pax button at the top of the grid to generate a default list of names for the booking based on the options selected.
  3. If you want to record the customer's names, type over the default names entered numerically in the grid.

    People Tab

  4. Highlight the row(s) you wish to take payment for, then click the To POS button. Ensure you check the amount carefully, you may need to adjust the value in the Note field before proceeding to POS if discounts are applied only to some items in the sale or if the sale type is 'deposit'. 
  5. Complete the payment at Point of sale, and return to the Booking screen.
  6. Choose the next customer(s) to pay and repeat the process. You do not have to settle the whole booking at this time – you can settle the remaining transactions at a later stage. 


Pay for multiple bookings in the same POS transaction

You can use the Search tab of the Departures screen like a shopping basket to take payment for multiple bookings.

  1. Select multiple rows from the Search tab on the Departure screen by holding down the Ctrl key and clicking on the rows, or by holding down the Shift key and selecting consecutive rows.

  2. Once selected press the Proceed to Payment button at the bottom of the screen and all reservations will be included in a single Point of Sale transaction for processing.


Process a partial payment for a direct booking at Point of Sale

Full payment must be taken at Point of Sale to complete a transaction. If you only want to pay for part of a booking (e.g. for deposits), you must use the price override function to edit the amount to be paid.


Settle an agent all booking 

If the booking has been made by an agent and the customer has paid the full value to the agent, the sale type for this booking is 'Agent All'. You must post the full balance of the booking to the agent's account to settle the booking. 


All bookings posted to account will generate pending invoice records in the Invoicing screen. Bookings should be posted to invoice on the day of travel.

  1. From the Booking screen, click the Functions button, then click Post to invoice.
  2. The Post to Account popup will display.
  3. Amend any details as required. You can adjust the default commission rate and click Recalc to update the values. Note that a max commission override or non-commissionable price option will affect the overall commission paid.
  4. Press Apply to post the balance to an account.

    Bookings can be posted to more than one account, however further posts to the same account are not allowed. 

    If you make a mistake and need to redo an account posting, select Clear posting from the Function button. As long as the posting has not already been invoiced, you can clear and redo the posting.



Settle a deposit booking

If you allow an agent to take their commission upfront and the customer will pay the balance of the reservation with you directly, your booking should be made using the Deposit sale type. 


If this behaviour is not happening, check the System setting Auto Post Referrals to automatically post the commission to invoice during the sale process.
  1. Ensure that the Sale Type in the booking is set to Deposit,
  2. Click To POS on the bottom of the Booking screen, and the process deposit booking screen will pop up
  3. Confirm the deposit (i.e. commission) value matches what the customer has paid to the agent (if necessary, you can alter the amount), then click OK.
  4. The agent's commission is posted to invoice automatically, and the booking will be taken to Point of Sale with the remaining balance to pay - process the payment as normal.


Deposit Booking


Post referral commission to invoice

If an agent has made a booking with you but the customer will pay directly with you on-site, you should make the booking using the Referral sale type. 


If this behaviour is not happening, check the System setting Auto Post Referrals to automatically post the commission to invoice during the sale process.
  1. Ensure that the Sale Type in the booking is set to Referral
  2. Click To POS on the bottom of the Booking screen, and the process deposit booking screen will pop up
  3. Check the commission value, then click OK.
  4. The booking will be taken to Point of Sale with the full balance to pay - process the payment as normal.


Send a proforma invoice email

Pro forma invoices are useful if you have agents that prepay by credit card but want an invoice sent before travel. It can also be used for agents that prepay directly into your bank account. Once you have a proforma email template set up, you can then send the email directly from the booking screen as follows:

  1. Load the reservation into the Booking screen
  2. Select Functions > Email > Proforma Invoice
  3. The Emailer popup will open and display your proforma invoice - if you have more than one template, you can select it in the left panel.
  4. The email address field will automatically be populated using the email address against the account, or if there isn't one specified there, IBIS will use the email address listed against the contact. You can over-type the email address here if you want to send the invoice somewhere different altogether.
  5. When you are ready, click the Send button.
  6. The system will confirm that it has sent the email and you can then Close the screen.

Once payment is received, then amend the booking and settle using the agent's payment method. E.g. if your agent is pre-paying directly, take the booking to POS as normal and process the payment using a credit card. If your agent is pre-paying into your bank account, you need to follow the normal invoicing process by posting to invoice, and then generating the invoice so you can receive the debtor payment for it in your finance system.


Charging a stored credit card

If you wish to charge a stored credit card follow these steps. You cannot process a refund using the Integrated Windcave Online payment type - you have to log in to your Windcave PxPay account to do this.

PLease ensure you have Integrated PxPay setup correctly before using this function.
  1. Open the reservation in the Booking screen and click To POS as normal.
  2. Select the payment type Windcave Online on your Point of Sale menu to launch the Online Payment popup.
  3. Click Use this card to process the payment on the stored card. You can adjust the amount if you want to only process a partial payment on the card or click the blue Pay button to process a payment using a different card.


  4. If you see a "Payment successful" notification you can Continue or close the screen to process the payment in IBIS.

    If you see a confirmation page from Windcave first ("Transaction approved"), you must click Next before closing out of the screen, otherwise, the payment will be taken but not processed in IBIS. Please contact Windcave to Disable Result Page (SkipPage2) to prevent any issues.



Process a refund through Point of sale

If a booking has been cancelled or the units reduced after payment is completed, you may wind up with an outstanding balance that needs to be refunded back to the customer. In the case of a direct booking paid through POS, follow these steps:

  1. The outstanding balance will show in brackets at the bottom of the Booking screen.
  2. Click the To POS button to bring the refund through to Point of sale.
  3. Process the negative payment through POS by selecting your preferred payment type.
  4. Follow the prompts to finish the sale and print a receipt (if required).

    Check the Transactions tab on the Booking screen to see how the original payment was taken if you must use the same payment type for the refund.

    Booking Screen Refund


Partially refund money from a booking

Use this process if you need to split up the refund into different POS transactions. Please note it requires a specific order of entry to enter the negative amounts;

  1. From the Booking screen, click the To POS button to open Point of sale
  2. In the POS input box (the white field in the top left of the POS screen) type the $ symbol to open the price override function.
  3. In the Edit price box, enter the value of the first transaction to refund e.g. 100.00 and then press OK.
  4. Click on Payment and select the refund method e.g Cash or Eftpos
  5. This will complete the partial refund and there will still be an outstanding amount left on the Booking/Ticket which will need to be refunded later.


Refund through Windcave (E-Commerce or stored card transactions)

If a customer has purchased online and you need to refund through Windcave, follow these steps:

  1. Find the transaction in Windcave by copying and pasting the voucher number into the TxnRef field in Windcave and searching across the date parameters specified. You can view the transaction history to confirm the date the payment was made in the Booking screen.


  2. Click the transaction line in Windcave to open it, and under the Refund Transaction tab, click Refund



  3. Enter the value to refund and the email address to send the details through, then click Submit.



  4. Ensure you process the outstanding balance via the IBIS till as well following the steps above. Use the payment type "windcave refund" - if you do not have this setup, you can set up a new payment type.