Once you have previously set up either one of the external Payment Gateways available (Syspay, Stripe, AddonPayments)
or if you do not use any Payment Gateway (Octorate's only credit card visualisation).
access the Settings > Takings and terms of sale section to set up and manage Automatic Payments from its dedicated section
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Click on the [+] to start the set up and split the payment according to your needs
Set up the rules for the payment:
Complete all the options and pay particular attention to:
- Select rooms or rate plans in which apply this taking rule
- Set up how many days in advance before the customer's check in date the transaction needs to be made.
- Choose the amount due and decide the amount to charge
- Deselect Charge on credit card in case you only ask for the credit card as a guarantee, but then you let the customer decide the payment method (bank transfer, for example)
You can also choose the type of Card you wish to charge: all card types, virtual cards only, exclude virtual cards.
- Set up the value of the amount to charge: fixed and percent value can be activated simultaneously.
You can also decide to charge the amount of a specific number of nights. - Choose the reason of the payment from the drop-down menu: is it for the Room, is it an Extra or for the City Tax?
🔺 If you're using Octorate's Payment Gateway, which does not include an automatic debiting system, you will get a notification email according to the timing scheduled, in order to proceed manually to the debiting.
Select the email type you want to get as a reminder for you and the one to be sent to the customer, if the transaction process is denied 📩
Create a template to use your own customized message!
⚠️ WARNING - The Scheduled Takings are realized only once the reservation is completed. Even if you enter 999 days in advance: the collection will take place on the same day of the booking, but always after its completion and confirmation.
To request an amount as a deposit, which payment is necessary in order to complete the reservation itself, you must activate the Deposit option in Booking engine EVO > payment setup
The deposit option can only be activated for the Booking Engine.
⚠️ If you use Rate plans in your property, you can chose whether manage the automatic takings by connecting them to the rate plans or whether to manage them independently, simply by setting the collection rules we've just explained.
- If you want to manage the automatic takings by using your rate plans, you must to set the option "ignore rate plan" on NO, in this case, the collection will be processed only if the rule has been correctly configured in the rate plan:
Furthermore, automatic takings are used to manage VRBO payment rules.
Check out this article 👉 Payment management with VRBO (HomeAway)
--- Manage and check the takings from the Scheduled takings report!
Talk to you soon!
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