Take Payment option lets you register a transaction in FrontDesk Master on a selected Account. In the Take Payment window, you can do both:

- Register transactions external to FrontDesk Master - this option lets you log transactions that occurred outside the FrontDesk Master system, ensuring that all financial activities are accurately accounted for within your records.

- Directly charge guest's Credit Cards - If you've set up payment gateway integration, you can charge guest credit cards right from the system. Learn how in our guide on charging guest credit cards.

In this manual, we'll focus on the first option. We'll show you how to register payments that aren't direct system transactions. This is handy for recording reservation payments when you're not using payment gateway integration. You'll be able to charge guests separately and keep track of those transactions accurately.

Take Payment

You can access the Take Payment option from three places:

  • In Bed View, right-click on the reservation:

  • In the Payments tab within the reservation window:

  • In the footer of the reservation, always accessible when you open a reservation or when you click on the red reservation balance button.

In all cases, you will see a Take Payment window.

> Here you can see its settings: Default Take Payment window

The Take Payment window contains the following fields:

  • Total Due -  the total amount due of reservation and the currency of payment (you can change the currency if you want to charge, for example, in USD, not in CLP.)

  • Pay Now - here you enter the amount actually given by the client, amount that you received.

    If the guest pays cash and gives you more than the balance due, the system will calculate the change to the guest.

  • Accounting Date - here you can choose the date which the payment is related to. By default the system sets it as the check-in date.

     Note that the accounting date can differ from the transaction date, which corresponds to the date the payment was taken. 

  • Description - add a description to the transaction.

To register the transaction, use the Accept Cash or Credit Card buttons to accept the payment and assign to selected payment method.

Accept Cash - click this button will save the transaction on the default property account.

If you have more than one account assigned to the Cash button, you can choose the one you want to use to make the transaction. You can do this by pressing the arrow at the end of the button and selecting the account from the dropdown menu.

Credit Card - click this button and select the account that interests you (same as for the Accept Cash button).

Give Refund:

The Give Refund option appears in the Payments tab within the booking window.

Select a transaction from the list and click on the Give Refund button. 

In this window, enter the refund amount and add a description that is mandatory for making refunds. Next, click on the Make Refund button to assign refund to the default system account, or click on the arrow to another account from which you want to make the refund.

All transactions will appear in Accounts and Transactionand in the reservation Payments section.