Settings > Payment Types

In the Payment Types Settings, you will edit and re-arrange payment types.

You can rearrange payment types by selecting, holding and dragging. Re-arranging payment types will change the order they appear as a payment option on the tour form.

If a payment type is de-activated, it will still appear on the drop-down list on the tour form but will not be selectable. Payment types cannot be deleted as they may have been used as a payment type in the past and as such, need to remain. When setting up the system therefore, it is important to only include payment types you intend to use.

Types of payments shown here as examples:

- Room Charge directly bills the guest’s Cloudbeds folio. In order to do that, you will need to have a corresponding product in Cloudbeds. Since Planniac takes care of the details, your corresponding item can be very broad like “Tours” and then every Planniac-generated tour can map to that.

- Room Charge Manual means you posted the activity directly to Cloudbeds, you did not use Planniac to send the charge to the folio.

- Cash is just a label to record that the payment was made in cash. You’ll need a separate cash ledger.

- Credit Card is also a label when the guest paid for the activity with a credit card. You may also wish to specify which credit card terminal you are using, such as Onsite cc Terminal or Reservation Desk cc Terminal in order to quickly reconcile any payment issues.

- Mixed Payment could be used as a label when the guest split the payment between different methods. However you cannot select those methods. So in this case Front Desk would want to include a note to explain the payment.

- House Account follows Cloudbeds’ naming protocol for charges posted through Cloudbeds but not from hotel guests. For example you could bill a facility rental activity to Cloudbeds’ House Account which means Planniac would directly post the charge to Cloudbeds’ cash drawer.

- House Account Manual describes a non-guest or non-folio activity that is posted from within Cloudbeds to the House Account cash drawer.

- Paying Operator Directly. This means the guest is planning to pay the operator itself, and the hotel will not be taking payment.

- Paid Operator Directly. This means the guest has actually paid the operator directly. We recommend distinguishing between Paid and Paying in case plans change. For example, a guest could be intending to pay the operator but forgets their credit card on the day of the tour. You would not want to assume that payment was made if there is a possibility it wasn’t. That’s why Planniac recommends both options.

- Included in Package. If an activity was part of a package, you would most likely not need to bill it separately.

- Part of Upsell. If the guest has already paid for this activity via an upsell (often at the time of reservation), you can use this label to indicate the payment.

- Complimentary. Use this when an activity is offered free-of-charge to the guest.

The other information on this table determines how the payment information will be used. You will see tick boxes for:

- Active when you want your staff to be able to use this payment type.

- Zero Balance if this payment type should change the price of the activity to Zero.

- Room Charge if this is a direct posting to the guest’s folio on Cloudbeds.

- Room Charge Required Exception when you are requiring all guest activity payments to go through Cloudbeds but certain payment types from this list can still be used, such as Paying/Paid Operator Directly, Complimentary, Billed as Upsell, or Included in Package.

- Allow for Guests for any payment type that can be selected for hotel guests.

- House Account if you want to allow non-guest charges to go through the Cloudbeds cash drawer.

- House Account Required Exception if you have required all non-guest payments to go through Cloudbeds but you want to make exceptions for certain payment types from the list like Paying/Paid Operator Directly.