Booking Details: Applying a Payment

Add Payment

Invoice Add Payment

Admin or Staff members can manually apply a partial or full payment to a booking by clicking on the Add Payment button in the left sidebar, or the Pay Now options within the invoice, to open the Add Payment Modal.

When a payment is made, a transaction will be applied to the Invoice and the Balance Due will be updated.

If the full payment is supplied, the booking status will automatically be set to PAID, otherwise, it will be set to DEPOSIT.

Payment - Credit Card

Add POS Payment - Credit Card

If you have a Payment Provider activated you can enter Credit Card details and automatically bill the Customer.

- Credit Card Payment Fields

Field	Description	Learn More
Amount	The total Amount of the payment. The Amount is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale.
Name on Card	The Name of the Cardholder as it appears on the credit Card.	This should include any middle initials.
Card Number	The Number displayed on the Customer's credit Card.	Format and number of digits vary depending on the card type.
Accepted	Visual of credit cards Accepted for payment.	These are configured within Ecommerce Setup (Manage > Settings).
Expiry Date	The Expiry Date as it appears on the Customer's credit card.
CVC	The credit card security number as it appears on the credit card.	The number of digits and location of this number varies depending on the type of credit card. Check the back of the card next to the signature!
CVC Not Present	Check this box if you do not have the CVC number.	Processing a payment without the CVC could result in higher transaction charges due to the increased security risk. Check with your Payment Provider and merchant agreement, if you have any concerns.
Address	The billing Address for the card.	It is important for this information to be accurate if your Payment Provider does Address Verification (AVS).
Postal / Zip	The Postal or Zip code for the card.	It is important for this information to be accurate if your Payment Provider does Address Verification (AVS).
Options - Send email notifications	Opt to Send email notifications with the payment.	These are configured within Notifications (under the Manage menu).
Options - Show note on customer invoice	Opt to Show the note entered with the payment on the Customer's invoice.	Notes are only visible to Staff if this is not selected.
Notes	Add a note to be included on the invoice.	See the above setting for visibility options.

Payment - POS

Add Payment POS

Alternatively, you can add a payment processed outside of Checkfront. POS payments create a transaction in Checkfront but do not collect any funds.

- POS Payment Fields

Field	Description	Learn More
Amount	The total Amount of the payment. The Amount is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale.
Payment Type	For example: POS - Cash POS - VISA POS - MasterCard POS - AMEX POS - Credit POS - Debit POS - Voucher Cheque Bank Transfer Gift Certificate	Payment Type used to accept the Payment outside of Checkfront. These are configured within Ecommerce Setup (Manage > Settings).
Payment Date	This is the Date the Payment was processed.	Those with permission to process payments - Admin permissions or the permission to Process Payments - can specify this date. This date can be edited for up to 6 months by those with those same permissions.
Options - Send email notifications	Opt to Send email notifications with the payment.	These are those configured within Notifications (under the Manage menu).
Options - Show note on customer invoice	Opt to Show the note entered with the payment on the Customer's invoice.	Notes are only visible to Staff if this is not selected.
Notes	Add a note to be included on the invoice.	See the above setting for visibility options.

POS Payment Types are also useful for tracking payments processed through previous booking systems for those transitioning to Checkfront from another booking system.

Due to Payment Card Industry (PCI) compliance issues, you absolutely must not store any credit card details within your Checkfront account. If you apply a POS payment, which was paid for with a Credit card, DO NOT add the Credit card details to the notes section of the invoice. Failure to comply can result in the suspension of your account until such issues are rectified.

Payment - Gift Certificate

Add Payment Gift Certificate

A third payment type is Gift Certificate. Simply enter the Gift Certificate number (GCN Code)and the payment amount due will be deducted from the balance of the Gift Certificate.

- Gift Certificate Payment Fields

Field	Description	Learn More
Amount	The total Amount of the payment. The Amount is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale.
GCN Code	Enter the Gift Certificate Code for the Gift Certificate to be redeemed, then click Search.	The matching Gift Certificate is loaded into the Add Payment modal including information, such as the outstanding Balance, Valid From date, Expires date and the original Total value.
Options - Send email notifications	Opt to Send email notifications with the payment.	These are those configured within Notifications (under the Manage menu).
Options - Show note on customer invoice	Opt to Show the note entered with the payment on the Customer's invoice.	Notes are only visible to Staff if this is not selected.
Notes	Add a note to be included on the invoice.	See the above setting for visibility options.

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