Guest Payments and Balances for Tour Operators
Money received from a guest or a retail agent is posted against the booking it belongs to. The balance due before departure is on the same screen.
What is recorded against a booking
A tour is rarely paid in one go, so each receipt stands on its own line.
Reminders and collection
Bookings with a balance due show as a list by departure date. A reminder can go by WhatsApp or text with the amount and the due date. Sales see which guests have not paid before the group leaves, which is when the office still has room to act. Reminders stay off until your office switches them on. Sales decide the wording.
Cancellations and refunds
A cancellation is recorded against the booking, with the date it came in. The seat returns to the departure, and vendor cancellations are raised separately. What is deducted and what is returned follow the terms your office publishes. A guest who cancels one passenger out of four keeps the booking open, and the file shows the reduced count against the money already received. The refund is posted on the booking, so the account closes.
What this module does not do
- It does not post entries into Tally. An export is quoted on its own.
- It does not set cancellation charges. Your published terms decide those.
- It does not take money. Collection happens through your bank or gateway.
- Tax treatment of a package is for your accountant or advisor to settle.
Frequently asked questions
Can a guest pay by UPI from a link?
Where your office uses a gateway, a payment link can be sent with the balance, and the receipt is matched to the booking.
How is cash at the counter handled?
It is entered by the person who took it, and a receipt prints for the guest. The booking balance drops by that amount.
Are refunds tracked until the money goes out?
Yes. The refund stays open on the booking until it is marked paid, with the date and the mode recorded.
Can one receipt cover two bookings?
Yes. A payment can be split across bookings, which happens when one person pays for two families on the same departure.
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