When a payment is made in Bookeasy, behind the scenes the system will break the payment up and allocate it to each fee, bond, booking or sale item on the itinerary.
Front-end transparency showcasing how Bookeasy has allocated a payment is also provided via a “Payment Breakdown Summary”. This summary can be seen when you click on an existing Payment Number (which takes you to the “Edit Payment” screen).
An example of what you'll see if you click on a Payment Number in the Bookeasy Staff Console
Note that the allocation of a payment in Bookeasy has zero impact on day to day operations, as this is all informational only. The breakdown can’t be edited and at this stage it does not have any effect on Bookeasy’s front-end functionality.
Why Does Bookeasy Split & Allocate Payments?
Bookeasy does this to help guarantee data consistency from one day to the next (especially when part-payments are made against itineraries, and when bookings are either modified or cancelled).
How Do Payments Get Split & Allocated?
Behind the scenes, Bookeasy will split and allocate a payment automatically. Payments will be allocated to fees, bookings, sales and/or bonds in the following order:
These are monies owed to our destination partners that are non-refundable, so we thought we might as well make sure our partners get payment allocated first.
- Legacy Retail/POS
Again, these are monies owed to our destination partners (although they are refundable). Like before, we thought we might as well make sure our partners get their money allocated first.
- Bookings, Deposit Payment Options and any associated due Bonds
For destination partners that allow an initial deposit amount to be paid (e.g. 5% deposit when the itinerary is over $1,000, applicable when the arrival/start date is 21 days after the booking date), the payment allocated to that deposit value will be evenly applied across all bookings on the itinerary.
Subsequent payments, or any remaining payment value leftover, will be applied to the earliest arriving booking first.
If there are multiple bookings with the same arrival date, then payment will be allocated to the earliest departure date first. If there are multiple bookings with the same arrival and departure date, then it will allocate payment to the lowest Booking ID first (i.e. the first booking recorded).
As soon as a booking is allocated payment in full, if there happens to be a bond due to be paid for that booking, then any remaining or subsequent payment made will be allocated to that bond, before payment is allocated to any other booking on the itinerary.
- Bonds, once due
If there’s no other fees or retail items to pay, once a bond becomes due then any subsequent payments made on the itinerary will pay off the booking and the booking’s bond before allocating payment to any other bookings on the itinerary.