TRIPS Web - Managing Booking Payments and Transactions

Transactions make it easier to record payments against bookings, including payments made before a booking takes place. You can record a single payment across several bookings, refund a booking's prepayment, view payment information throughout TRIPS and manage transactions from one central location.

This guide explains how to record and manage booking payments as you move through the application.

Client Profile

The Client Profile is where you'll begin managing transactions.

Recording a Payment for a Booking

There are two ways to record a payment for a booking.

:::tip Note: Prepayments can be added against bookings that are in a "future" or "waiting verification" status. :::

Option 1 - From the action button on a Booking

Use this option to record a payment for one booking.

The Transactions page will automatically populate:

• The client
• The booking
• The payment amount

Complete the remaining fields:

• Payment Method
• Receipt Number (if applicable)
• Comments (optional)

Save the transaction to record the payment.

Option 2 - From the Client Profile

Use this option when one payment covers several bookings, or when you want to record a payment before the bookings have been entered.

1. Open the client's profile.

2. Select Pay for a booking.

   • Page will prepopulate with the client’s name

3. In Bookings, select every booking the payment covers. If the bookings haven't been entered yet, leave this blank. You can link the bookings later (see Linking Bookings to an Existing Transaction).

   • Only bookings that aren't on an active invoice can be selected.
   • For multi-stop bookings, select each stop. Each stop is its own booking and gets its own Prepayment status.

4. Complete the remaining payment details:

   • Payment Method
   • Receipt Number (if applicable)
   • Comments (optional)
   • NOTE: Amount will auto populate as you add bookings

5. Check the allocation preview. TRIPS fills each booking's outstanding amount in booking-date order, starting with the earliest booking.

6. If the amounts don't match, a warning appears before you save:

   • Underpayment: "The transaction total is less than the selected bookings. Some bookings will show as partially paid." You can still save.
   • Overpayment: "The transaction total is more than the selected bookings. We recommend adjusting the amount or selecting more bookings so the totals match before saving."

7. Save the transaction. The Transactions page shows one transaction for the payment, along with the bookings it was allocated to.

Example: A client pays $100.00 for 5 bookings at $20.00 each. Create one $100.00 transaction and select all 5 bookings. Each booking gets $20.00 and shows as Paid.

:::tip Best practice: Make sure the transaction amount matches the total of the bookings you've selected before you save. Any amount left over is held as credit on the client's account, but this credit isn't currently visible in TRIPS and can't be moved onto a booking later. :::

:::tip Tip: Don't apply the full payment to the first stop of a multi-stop booking. Only that stop will be marked as paid, and the other stops will have a blank Prepayment status even though the client has paid in full. Select every stop when you record the payment. :::

Example of an underpayment transaction warning -

Example of an overpayment transaction warning -

Refunding a Booking's Prepayment

Use this to give back money a client prepaid for a booking, for example when the booking was cancelled or changed.

1. Open the booking's action menu and select Refund.

2. In the refund window, check the Amount. It's pre-filled with the most you can refund. Lower it for a partial refund.

3. Complete the remaining fields:

   • Payment Method
   • Receipt Number (if applicable)
   • Comments (optional)

4. Save the refund. A refund transaction is created for the client.

When the Refund option is available:

What you see	Why	What to do
Refund isn't in the menu	The booking has no prepayment (for example, it was billed to an account, paid by a funding payer or collected by the driver)	Nothing to refund.
Refund is greyed out: "Void the invoice first"	The booking is on an active invoice	Void the invoice, then refund.
Refund is greyed out: "Nothing left to refund on this booking"	The prepayment has already been fully refunded, or it was recorded against the payer, not the client	Check who the prepayment was recorded against.

After a refund:

• Prepayment status: cleared (blank) for future bookings. For bookings with any other status (for example, Cancelled), it shows Refund.
• Transactions page: refunds are clearly marked and show which bookings were refunded.
• Partial refunds: you can make more than one, up to the amount the client paid towards the booking.

:::tip Important: For a refund to be available, the prepayment must be recorded against the client. :::

:::tip Note: Refunds aren't sent to Xero. :::

Booking List - Prepayment Column

Once a payment has been recorded, you can see each booking's payment status in the Prepayment column of the Booking List, without opening each booking.

Status	Meaning
Paid	The booking's full cost has been paid.
Partially paid	Some of the booking's cost has been paid.
Refund	The prepayment was refunded on a booking that isn't a future booking, for example a cancelled booking.
(blank)	The booking hasn't been paid for, or it's a future booking whose prepayment has been fully refunded.

Viewing a Booking's Transaction

1. Open the booking's action menu from the Booking List or the client's Bookings tab.
2. Click the transaction link. It opens the Transactions page filtered to show this booking's transaction.

Viewing Existing Transactions from the Verification Page

If a payment has already been recorded against a booking, either through the Driver App or by an office user, it is automatically linked to the booking.

The Verification page will display the amount already collected.

Selecting View Transaction will open the Transactions page, where you can:

• View the transaction details.
• Edit the transaction if required.

This provides quick access to payment information without needing to search for the transaction separately.

:::info Please note: if there is no transaction assigned to a booking and you click on the “view transactions” from the verification page, you will be routed to the transaction page but there will be a filter applied using the bookings reference number. No transaction will display as no transaction has been created for the booking you selected. If you wish to add a transaction for you booking you selected, click on “add transaction” and search for the booking reference number :::

Transactions Page

The Transactions page is the central location for viewing and managing booking payments.

From this page you can:

• View transaction details.
• Edit existing transactions.
• Link bookings to transactions that aren't linked to a booking
• Confirm the payment method used.
• View receipt numbers and comments.
• See which bookings each transaction was allocated to.
• Identify refunds and the bookings they were for.

Any transaction recorded through the Client Profile, a booking or the Driver App will be available to view from this page.

Linking Bookings to an Existing Transaction

Use this for transactions that were recorded without a booking, for example a payment entered before the bookings existed, or one entered before multi-booking allocation was available.

1. Go to the Transactions page and find the transaction.
2. Click the three-dot menu (⋮) on the transaction and select Edit.
3. In Bookings, select the bookings this payment covers.
4. Check that the transaction amount matches the total of the selected bookings. If it doesn't, ideally change the booking selection until it does, then save.

Summary

Transactions provide greater visibility of booking payments throughout TRIPS.

You can:

• Record payments before a booking takes place.
• Record payments from the Client Profile by clicking Pay for a booking, or directly from a specific booking.
• Allocate one payment across several bookings, so each booking shows what has actually been paid.
• Link bookings to an existing transaction from the Transactions page.
• Refund a booking's prepayment from the booking's action menu.
• Quickly see each booking's payment status in the Prepayment column of the Booking List.
• View linked transactions details directly from the Verification page.
• Manage all booking payment and refund transactions from a single Transactions page.