How-to Reverse A Payment On A Reservation

Processing/Reversing a Payment on a Reservation

Accepting credit cards, checks, and cash on reservations/trips allows is your business accurately record these vital transactions, even if you’re not using a Gateway for the credit card transactions.

NOTE: Even if your company does not process of the credit card through Limo Anywhere, recording the information in the reservation is a handy way to retrieve the credit card information for future use, accurately reflects any outstanding balance, and to have accurate sales reports.

For more information on Gateways please see Knowledge Base article ‘Real-time Payment Processing‘.

Adding a New Credit Card to a Reservation

1. Open an existing reservation or start a new reservation.
2. Add the necessary information to complete the trip.
3. Click the ‘Payment Info’ tab.
4. Select the appropriate ‘Payment Method’ from the drop down list.
5. Select the option ‘Pay with a new card’ radio button.
6. Enter the ‘Credit Card #’, ‘Exp. Dt.’, ‘CC Type’, and ‘Name On Card’.
7. Select ‘Bill to’ or ‘Pax to’ check box to indicate whose card it belongs to.
8. Enter the credit card ‘Billing Address’, ‘State/Province’, and ‘Zip/Postal code’.
9. (OPTIONAL STEP) Enter any ‘Credit Card Notes’ that are applicable to this card.
10. Click the ‘Save’ button.

NOTE: If the customer has an Account on the reservation and a new credit card is added to the payment info section, the credit card information will be saved to that account for easy retrieval in future reservations.

Adding an Existing Credit Card to a reservation (Account Holders Only)

1. Open an existing reservation or start a new reservation.
2. Add the necessary information to complete the trip.
3. Click the ‘Payment Info’ tab.
4. Select the appropriate ‘Payment Method’ option from the drop down list.
5. Select the ‘Use existing card’ radio button.
6. Select the ‘Stored Credit Card’ from the drop down list.
7. Click the ‘Save’ button.

Processing a Credit Card Payment

1. Open an existing reservation you would like to take the payment on.
2. Click on the ‘Payments’ icon. The option ‘Use a Stored Credit Card’ will be selected by default.
3. The credit card entered into this reservation will be selected by default. If a different Stored Credit Card is to be used for this transaction it can be selected from the drop down list.
4. Select the ‘Use a New Card’ ONLY IF you would like to use a new credit card. Then enter the  ‘Credit Card #’, ‘Exp. Dt.’, ‘Name on Card’, and ‘Billing Address’ fields.
5. Select the type of charge to be processed in the ‘Transaction Details’ box.
   

   Authorize: Does not charge the card, but makes an inquiry as to whether the amount is in their account and places a temporary hold on the customer’s credit card for that amount.

   Authorize & Capture: Determines the amount being processed will be accepted and charges the customer’s credit card account moving the funds to the limousine company’s merchant services account.

   Pr. Capture: Finalizes the transaction of a previously authorized amount charging the customer’s credit card account moving the funds to the limousine company’s merchant services account. Note: To process a PR Capture select the Authorized transaction from the Posted Transaction list which will auto populate the Authorization # and Transaction ID

6. Enter the Amount to be processed.
7. Click the ‘Submit Transaction’ button.

Processing a Cash/Check Payment

1. Open an existing reservation you would like to take the payment on.
2. Click on the ‘Payments’ icon. The option ‘Use a Stored Credit Card’ will be selected by default.
3. Click the ‘Cash/Check’ tab.
4. Select the ‘Pmt Type’.
5. Enter the amount that needs to be applied in the ‘Amount’ field.
6. Click the ‘Submit Transaction’ button.

Reversing a Credit Card Payment

1. Open an existing reservation you would like reverse the Credit Card payment on.
2. Click on the ‘Payments’ icon.
3. Select the credit card transaction in the ‘Posted Transactions’ box in the upper left.
4. When the credit card transaction is selected the credit card data will be auto-populated into the data fields.
5. Select either ‘Void’ or ‘Credit’ to create the negative transaction.
6. The default Amount will be the amount of the original transaction.NOTE: The action Void or Credit creates a negative transaction so the amount entered should be a positive number.
7. Click the ‘Submit Transaction’ button.

Reversing a Cash/Check Payment

1. Open an existing reservation you would like to reverse the non-credit card payment on.
2. Click on the ‘Payments’ icon.
3. Click the ‘Cash/Check’ tab.
4. Select the posted transaction the in box on the left hand side of the ‘Payments/Deposits/Credits’ window.
5. Change the amount to 0.00 in the ‘Amount’ field.
6. Click the ‘Submit Cash/CHK Transaction’ button.