The OwnerRez system handles auto-cancellation and reminders about payments not received. Services for scheduled payments, security deposit collection, reauthorization, and release occur at midnight in each property's time zone. The service operates around that time, so it may not start exactly at midnight, but any properties in that timezone will be queued up.
While guest payments are mostly automated in OwnerRez, you may need to collect payments manually for pending bookings, extending or changing a stay, changing charges, or moving a booking to a different property.
- Collecting Payment Manually
- Request Payment from Guest
- Schedule Future Payments and Security Deposits
Collecting Payment Manually
If you have credit card information already on file in OwnerRez for this booking:
First, if you're unsure, check Booking's Transactions tab. If there are any credit card charges, they will appear there, along with an icon of the card and the last four digits of the card number. This shows that a card is on file, and you can process an additional payment from the same card.
If the booking has a balance due, you can process a payment manually by navigating to the Booking > Transactions tab and, from the Payments dropdown list, selecting Collect Payment (Run Card).You can collect this amount directly via the Payments dropdown, selecting the Collect Payment option. This will simply charge the card on file for the remaining balance or a portion of it if you specify an amount.
Or, if the Booking is still a ways off in the future and there is a Scheduled payment still coming, you can just let the extra charges be picked up by that scheduled payment automatically.
If the guest paid you directly, but via some method other than a credit card:
You can request an additional payment from the guest by using the Request dropdown button on the Transactions tab shown above, and selecting "Request Payment". This will format an email to the guest requesting payment of the outstanding amount. They can do this via any acceptable payment method you have made available to them, and it will be handled in the usual way.
Request Payment from Guest
There may be situations where you need to directly request payment and new credit card details from your guest.
You can do that by navigating to Booking > Transactions, then, from the Payments dropdown menu, select Request Payment from Guest.
In the Request a payment from guest pop-up, you can include the requested payment amount and any additional instructions or notes for the payment form, or leave it blank to use the default note. Click on Compose Email.
Preview the secure online guest form that your guest will see when they click on the link from the email you are sending to the guest by clicking on the Preview button or clicking on the Copy button to copy the URL and paste it into a new browser tab to view. Please note that the guest can update their credit card details on this form by clicking the Pay now by credit card button.
Schedule Future Payments and Security Deposits
It's vital that your guests pay for their reservations on time. However, sometimes, in our haste, we forget that "collecting" a payment, especially with Pending Bookings, does NOT automatically schedule future guest payments.
When users collect payments manually, the Options > Schedule Payments section automatically schedules future payments and security deposits (if configured) by default.
Even though the "Schedule Payments?" option is checked by default, users can always choose to "uncheck" it when collecting a payment.