Show office payment options
This guide starts at the point of confirming a payment to give you a detailed description of the options available.
To confirm a booking ...
We have 3 options to pay and confirm the booking:
Pay now
Defer payment
Add to previous booking (AMEND BOOKING). Only available if the client account manager has a booking with “pending payment” status. In this instance, all items added to this booking through the show office will be added to the same booking, the booking ID and status remain the same.
1. Pay now -
If you click Pay now, the system will show the following options:
Stripe
Use this option to process card payments
Complimentary
The booking is confirmed but it is free of charge for the client account.
Other payment methods
Gives you the option to record a third party payment process and allows you to add notes to this payment record. * Please note that the payments for these transactions are handled outside of our platform.
The options available are:
Cash
BACS
Credit / debit card
Cheque
2. Defer payment options -
If you click here, the system will give you these options:
Request, authorisation from the client account manager
You request an authorisation from your client creating an authorisation link that requires them to authorise for the booking to be confirmed. Once confirmed the booking will be automatically updated on times and results and will allow additions and amends.
Pre authorise, authorisation at the show office, on the organiser side
You request an authorisation from your client at your show office, this option allows you to enter the card details on your screen or ask your client to enter the details directly for you. Once confirmed the booking will be automatically updated on times and results and will allow additions and amends.
Outstanding* (NEW), the booking will require authorisation. be as pending payment (default method is Cash)
This option allows the show office to process a booking without requiring authorisation. These bookings are confirmed immediately by you. The default payment method for these bookings is cash. Once confirmed the booking will be automatically updated on times and results and will allow additions and amends.
NOTE: The option to “Automatically charged on the end of the event” applies to request and pre-authorisations only. By default this option is unchecked. Which means the organiser must execute the charges manually. When this is activated (green) the booking payment will be automatically processed for you at the end of the show (this process is automatically overnight after the end of the event)
On the booking list and the booking itself, these outstanding bookings will give you the option to “Balance now”
To balance a booking or the summary of an event ...
You can balance your clients accounts from the event summary or from a single booking. When you click this button, our platform will calculate the outstanding amount and prepare the system to process the payment.
Example
In the example below the outstanding balance is of £37.50
The options to balance this summary are:
Stripe
If your client has an authorised card on a booking for this event, you will have the option to use the authorised card or use a new card to make the payment.
If your client does not have an authorised card, Stripe will require card details to process the payment
Cash, BACS, Debit/Credit Card or Cheque
These are offline methods of payment (available only through the show office)These payments are recorded only.
* NOTE: once this step is taken and summary or booking has been balanced with a payment only refunds are applicable.
Prize money allocation and credit notes
Prize money is allocated to the client account booking or summary in the form or a credit note. Once awarded credit notes can be applied to a client account booking or summary to balance the outstanding total (so that the funds can be used against the outstanding balance)
Once the results of a competition (class) have been reviewed and verified, prize money can be allocated through the “Prize allocation” button.
And you have the option to individually transfer prize money using the option”Transfer to credit” on the individual line or to transfer in bulk by selecting the “Transfer all to credit” option found below.
Resetting or deleting allocated Prize money
Provided a client account has not been balanced using a Prize money credit, you will be able to undo the Prize allocation. To do so, use “Delete credit transferred” or “Reset prize money allocation”
Using available credits to balance a booking
When a client account has available credits they will show on the Account summary section. Click to access and select the credits you want to allocate.
Once the credits are selected and applied, the Account Summary will be updated accordingly.
Applied credits can be reviewed and removed if necessary. However, credits can only be removed if the booking has not been balanced. Credits removed become available for future use.
A credit can only be removed if the booking is not balanced yet or if it has been 100% balanced with a credit payment. The credit will be reinstated back to the client account for future use.
Credits cannot be removed once a booking has been balanced with another method of payment.
Credits that cannot be removed are listed with a “More info” button which will remind you why this credit cannot be removed.
Example:
In this example, the outstanding payment is of £124.00 (Total of 124.00 paid and 10 paid with credits).
The system will show the booking history detail like this:
Client accounts
Your client accounts list 2 types of clients -
Client accounts you have created on your clients behalf
Horse Monkey accounts with at least one booking for an event you have organised.
To access their booking history you simply need to click on “View events history” which will list the events they have processed bookings for, their balance as well as the credits they have available.
Organiser event summary
This event summary includes all the details of all the event transactions. It includes methods of payments, credits, a breakdown of fees and the VAT of the bookings fees you can claim back.
Refunds process - applies to booking and items
* Only bookings paid 100% through Stripe will refund directly to the client through the method of payment used.
Only bookings paid in full through STRIPE - refunds to the card used to pay this applies to the full booking or to individual items.
Bookings paid using Stripe + one other method - partial and full refunds will generate a credit on the client account.
Booking paid using any other method or a combination of methods of payment - partial and full refunds are always actioned through a credit to the client account.
Note: Based on the feedback provided by our clients, we needed to make the funds available to rebook or reuse this is why refunds create a credit note so that the funds can be immediately applied to another booking.
How to review a summary
Using as an example a booking paid with a combination of Credit and STRIPE = refunds create a credit to the client account.
A partial refund is applied which affects 5 areas
The detail of the individual item
The payment summary section
The booking history detail
The credits generated
The credits used / available
To review this in more detail below there is a closer look at these sections
Manually updating credits used
You can update credits you have paid out in situ and add a note by selecting the action dots on each individual credit used.