How can I adjust the amount my attendees have paid for their room?
When using a payment gateway, the system provides you with the ability to adjust the values for how much an attendee has paid for their room! You just need to ensure that your payment gateway is enabled so that the option to do so shows.
Please note that when adjusting these values as explained below, nothing will actually be charged or refunded to your attendees credit card. This functionality is intended to be used in accordance with credit card transactions carried out directly in your payment gateway. Think of it like you're a hotelier, making changes in their property management system and then processing a change request accordingly in the Hotel Control Panel. Same concept!
Making the payment adjustment
Let's look at a sample booking to flesh out how adjusting payments works.
When this room was booked, a deposit of one night's room and tax was taken in the amount of $482.90. We can adjust this!
When your payment gateway is enabled, a new option will appear at the top of the Room Actions drop down menu called Payment.
Clicking on it will provide you with a pop-up dialogue where you can set up the payment as required. Everything entered here, such as the payment type, when it was charged, etc, will be displayed in the booking's History tab.
And the payment is now displayed in the History tab!
Using a Payment to indicate a refund
Just as adding a payment can be used to indicate a charge made in your payment gateway, you can use it to indicate refunds as well. And all you have to do to accomplish this is to use a "-" before the amount!
In the example below, we have a room that was charged a deposit of one night's room and tax in the amount of $482.90.
Let's suppose in this case that we want to refund the attendee their deposit. In this case, once we have actually processed the refund in our payment gateway, we can come back to the room in Meetingmax and hit the Payment button. Then we'll enter the amount that the attendee has already paid (that we want to refund), but preceded with a minus sign to indicate that this is actually a reverse charge. Then we click Save!
When we check the room again, we can see that it has been changed to a state of not having yet paid anything toward the reservation!