Process Group Payments

When you add itineraries to a group reservation, you enter the number of people attending and select the appropriate price types. You also define each itinerary by adding the daily admission programs, scheduled events, and custom items the group will attend. After you configure the attendees, select price types, and build the itinerary of things the group will do, a total price is calculated and displayed on the group reservation under Pricing.

After itineraries are added and a price is calculated, you can add payments to the group order on the Payments tab. Any payment added to the order is applied to the deposit until the deposit is met. All other payments received after the deposit is met are applied to the order balance. You can also add payments for the group’s security deposit if one is required.

When you satisfy a requirement for an order, a green checkmark appears beside the requirement on both the Due Dates tab and in the order summary under Due Dates. For example, if the deposit has been met, contract received, and balance paid, a green checkmark appears beside the deposit, contract, and order balance sections along with the date completed.

As the requirements are completed, the status of the group order changes from pending to tentative to confirmed to finalized. You can also manually change the status of the order. For information about how to manually change the status, see Change Group Reservation Status.

Note: If the reservation pricing structure is “Flat rate,” the entire flat rate amount that the group is charged for tickets must be fully applied and allocated. If 100% of the flat rate is not applied, a group cannot make payments on the reservation and they cannot check in. For more information about applications, see Configure Flat Rate Applications.

Warning: Before you can complete the payment process, an administrator must map the program and payment method, as well as any fees, taxes, or discounts included in the order to accounts in the General Ledger so the revenue can be distributed properly. For information about how to map revenue to General Ledger accounts, see the GL Mapping section of the help file.