When recording a payment in Guesty, it's important to know how this action impacts existing payments automation on the reservation. Once a payment or refund is recorded, payment automations stops updating automatically. This means they will be charged as is, unless they are manually adjusted or canceled.
Scenario
Before the “100% at confirmation” payment is charged, the guest sends a portion of the payment as bank transfer.
The user should edit the existing payment automation by selecting the amount which was paid (through the Bank transfer) and transform it into a recorded payment.
The user will also need to create a new manual payment (can be scheduled for the future) for the remainder of the amounts that still need to be collected. It is also important to understand that this new payment will not be updating automatically
Example of payout changes:
If a guest adds services worth $200 after you've recorded their initial payment, the payment automation amount will not automatically adjust to include this additional $200. You will need to manually update the payment schedule (either change the amount of the second scheduled payment, or add a new payment) to ensure the complete amount is collected.
Key rule
Any action involving a payment line (e.g., recording, adding, or editing payments) will freeze payments automation updates. From that point, payments will only process as they are entered in the system.
Best practices
- Review payments after recording any actions, ensure the payment schedule reflects the correct state.
- Manually adjust any overlapping auto payments to prevent duplicates or overcharges.
- Confirm the total payout on the reservation matches the intended amount.
- Review and update payment amounts after any change to the reservation total if needed.
By carefully managing payment actions, you can avoid overcharging or undercharging guests. Always double-check payment lines after making changes.