CareMaster

TRIPS Web

TRIPS Desktop

Managing Booking Payments and Transactions

# Managing Booking Payments and Transactions

Transactions make it easier to record payments against bookings, including payments made before a booking takes place. You can also 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 invoices and transactions.

### Recording a Payment for a Booking

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

#### Option 1 – From a Booking

You can also record a payment directly from an individual booking.


1. Click on the ellipsis icon under the action’s column on the “bookings” tab
2. Select **Pay for a booking**.


 ![Pay for a booking link for a specific booking](https://support.caremaster.com.au/api/attachments.redirect?id=eb07cd25-1623-4221-a010-bcb141809df9 " =1227x238")

The Transactions page will automatically populate:

* The client
* The booking
* The payment amount

Simply complete the remaining fields:

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

Save the transaction to record the payment.

 ![View once "Pay for a booking" link has been clicked from the booking list tab](https://support.caremaster.com.au/api/attachments.redirect?id=3af46690-3777-424c-89bc-1666d15b6a9f " =1898x302")

#### Option 2 – From the Client Profile

Use this option when you want to record a payment and the bookings are not yet entered


1. Open the client's profile.
2. Select **Pay for a booking**.
3. Select the booking from the drop-down list if the booking exists in the system or leave blank if no booking exists as yet. 
4. Complete the remaining payment details:
   * Payment Method
   * Amount
   * Receipt Number (if applicable)
   * Comments (optional)
5. Save the transaction.

 ![Pay for a booking button on Client's profile](https://support.caremaster.com.au/api/attachments.redirect?id=af5c71f2-08f0-44e1-99da-a3b17e7ad83c " =1326x281")


 ![Client populated - remaining details to be completed](https://support.caremaster.com.au/api/attachments.redirect?id=38009492-16a0-4915-b461-28420406d4be " =1895x387")

#### Booking List - Prepayment Column

Once a payment has been recorded, you'll be able to identify prepaid bookings directly from the Booking List. When a booking has a linked transaction, the Prepayment column will indicate that the booking has already been paid. This allows staff to quickly identify prepaid bookings without opening each booking individually.

 ![Prepayment status column](https://support.caremaster.com.au/api/attachments.redirect?id=286c4ca7-fa8c-4669-9e7c-5e9b93d79bbf " =1212x391")

## Verification

The Verification page has been updated to better reflect booking costs and recorded payments.

### Updated Columns

The following changes have been made:

| Previous | New |
|:---|:---|
| Amount Asked | Expected Cost |
| Invoice Total | Removed |
| — | Actual Cost (new) |

 !["Expected cost" and "Actual cost"](https://support.caremaster.com.au/api/attachments.redirect?id=ca90de62-5bbb-4c04-bc8e-78b5343f7533 " =437x127")

### Expected Cost

The **Expected Cost** displays the amount originally calculated for the booking.

For most bookings, no further action is required.

### Actual Cost

The **Actual Cost** field allows you to override the booking cost if the final amount charged differs from the Expected Cost.

Initially, the field will display **Click to add**.

Only enter an Actual Cost when the final amount charged is different from the Expected Cost.

 ![Correcting booking costs using the new "Actual cost" column ](https://support.caremaster.com.au/api/attachments.redirect?id=ef794712-99dc-4fb0-a72a-6cedcc7f264e " =1892x596")

#### Example

When the booking was created, the Expected Cost was $15.00. After the booking was completed, the final amount to be charged was $20.00. Enter $20.00 into the Actual Cost field. This amount will then be used when the booking is invoiced. If the final amount is the same as the Expected Cost, simply leave the Actual Cost field blank.

### Viewing Existing Transactions

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

 !["View Transaction" link will navigate users to the Transactions page](https://support.caremaster.com.au/api/attachments.redirect?id=ccff8908-29d1-4bb9-8d56-29963ae19b9a " =1882x716")

## 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.
* Confirm the payment method used.
* View receipt numbers and comments.
* See which booking the transaction relates to.

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


 ![Comments column on the Transaction page](https://support.caremaster.com.au/api/attachments.redirect?id=b7931e60-44d3-4e80-88ae-bb6ab5e55f83 " =1867x510")


 ![Editing options from the transaction list page](https://support.caremaster.com.au/api/attachments.redirect?id=3372ebe6-712a-4c0a-a3b5-c26fa11bc665 " =1872x550")


 ![Editing options from clicking on the "comments" icon](https://support.caremaster.com.au/api/attachments.redirect?id=b34d91e3-150b-417c-9bd9-46bc46758d4c " =1890x524")

## Summary

Transactions provide greater visibility of booking payments throughout TRIPS.

You can:

* Record payments before a booking takes place.
* Record payments from either the Client Profile by clicking the “Pay for a booking” button or directly from a specific booking.
* Quickly identify prepaid bookings from the Booking List.
* Record an Actual Cost when the final amount differs from the Expected Cost.
* View and linked transactions directly from the Verification page.
* Manage all booking payment transactions from a single Transactions page.




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TRIPS Web - Transaction Management

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