Incoming Payments

Tourwriter lets you record incoming payments from travellers in a dedicated, well-structured payments table titled Incoming Payments. This section displays all payments associated with the itinerary. Apart from paying via the Stripe integration, there are several manual payment methods available to record a payment. 

The functionality also introduces functions such as adding an optional invoice number, choosing the itinerary’s travellers or agents as payers, entering a payment amount over and above the itinerary price, entering the due date for the payment and more. A summary of the itinerary pricing is featured at the bottom of the Incoming Payments page comprising: Itinerary price, Total amount, Total paid and Remaining balance.

Payment types

There are a few ways to collect a payment from a traveller or agent. Tourwriter lists them under Payment type. You can record a payment in one of the following payment types:

  • Pre quotation: Pre quotation can be thought of as a getting started fee. You may charge a traveller a pre-quotation charge before you begin work on the itinerary.
  • Deposit: An upfront payment before the sale is completed. It is often used as security and as a commitment from the traveller.
  • Instalment: Record an instalment payment if the traveller agrees to pay the total of the itinerary cost in small portions at regular intervals.
  • Final: The balance payment in the series of payments. If the traveller wishes to pay the entire itinerary amount at once, you can record it as a final payment.
  • Credit: A credit  can be used to record a refund to the traveller or to offset any payment recorded. You may also want to record a credit if you have redeemed a credit voucher or incentive of any kind.  When you choose a credit payment, the credit amount is displayed as a negative number as it is an amount that you ‘pay out’ to your customer instead of receiving any funds.

Recording a payment from a traveller

After adding booking items to the itinerary, the itinerary pricing overview displays itemised pricing in the Pricing sub-tab in the Manage section. The total itinerary price carries through to the Incoming Payments sub-tab. You can record payments from travellers for each itinerary. To record a traveller payment: 

  1. In the itinerary, head to the Manage tab and the Incoming Payments sub-tab.
  2. Select Create incoming Payment on the top-right corner to open the Incoming payment window. 
  3. Enter an appropriate name for the payment in the Payment name field.
  4. Choose a relevant payment type.
  5. Adjust the Amount Due. When you make your first payment, the outstanding itinerary price defaults as the Payment amount. Subsequently, the Payment amount is adjusted to reconcile the itinerary price. Else, if the total paid exceeds the itinerary price, the payment type changes to Credit and the field displays as Credit amount with a negative value.
  6. Enter a payment due date. 
  7. Select a payment method. You can choose from Bank transfer, Credit card, Cash, cheque, Voucher, Stripe, PayPal and Other.
  8. You may enter an optional invoice number. The Invoice number is a free form text field. You can enter the transaction number/invoice number from your accounting tool to ensure the pricing details in Tourwriter matches that in your accounting tool.
  9. Add a payer to the Payer field. If the traveller is added to the itinerary, the traveller name is shown as an auto-complete suggestion when you click the field. 
  10. Enter the amount paid, for the actual funds that you have received
  11. Select the date the payment is made in the Date paid field. 
  12. You may enter an optional note concerning the payment in the Add a payment note field.
  13. Select Save to finalise the payment.

Identifying the payment status

Each payment recorded in the payment table lets you uniquely identify them based on their colour code. Let’s take a look at what each colour represents:

  • Red -> Overdue: A red Overdue label denotes that the payment due date has passed and the total amount is not reconciled.
  • Orange -> Partial: An orange Partial label denotes that a partial payment was made before the due date.
  • Green -> Paid: A green Paid label denotes a reconciled payment.
  • Purple -> Overpaid:  A purple Overpaid label denotes that the amount paid is greater than the amount due.
  • Blue -> Credit: A blue Credit label denotes that you owe a payment to the traveller or that you have offset a payment with a credit. 

Summarising the payment

All the payments recorded are displayed in the Incoming Payments section in a tabular format. A summary of all the payments is shown at the bottom and auto-calculates based on the payment entries. The columns in the payment summary include:

  • Itinerary price: It carries across from the Total price field on the Pricing page.
  • Total amount: It defaults to the itinerary gross price. However, when recording additional payments, it calculates as the sum of the Payment amount for all entries in the payment table. You can record payments on top of the ones that reconcile the itinerary price. For example, including a cancellation fee for last-minute cancellations. Or when recording a pre quotation payment, which you may charge before designing the itinerary (this might also be known as planning fee or handling fee). In such situations, you can override the payment amount with a custom amount, disregarding the itinerary price. And that’s how the Total amount is different from the itinerary price
  • Total paid: The sum of the Amount Paid for all payment entries.
  • Remaining balance: Calculates as the difference between the Itinerary price and Total paid. The amount can be a negative value. 

Note: The Total amount label alerts you with a red warning symbol for one of the following situations:

    • The sum of values in Amount paid fields is less than the total Itinerary price.
    • The sum of values in Amount paid fields is more than the total Itinerary price.

The warning message is shown as a tooltip, meaning you can read the warning message when you hover the mouse pointer over the warning message. See below.

Payment rules

Payments recorded in the Incoming Payments section are displayed as per the following rules:

  • The payments default to an order of ascending due date, meaning the payments due earlier is displayed at the top. You may change the payment order by clicking any other column header. An upwards arrow beside the column header denotes the sort order. 

  • Currently, the payment function lets you make only a single Stripe deposit payment in Tourwriter. See Receive deposit payments with the Stripe integration for details. 
  • When you do not have an Agency added to the itinerary, the Remaining balance field is calculated as the difference between the Total paid and Total Itinerary price
  • When an agency is added to an itinerary and is set up with one of the following agency commission types: Agency adds markup themselves, Overwrite supplier markup, Calculate commission on top of gross, the primary set up in the Incoming Payments section displays as per the following rules:
    • The Total amount field is the same as the Agency price from the Pricing section. 
    • The Remaining balance field is calculated as the difference between the Agency price and Total paid.
  • When an agency is added to an itinerary and is set up with one of the following agency commission types: Calculate commission from gross, the primary set up in the Incoming Payments section displays as per the following rules:
    • The Total amount field is the same as the itinerary gross price from the Pricing section.
    • The Remaining balance field is calculated as the difference between the itinerary gross price and Total paid.
  • There is no option to delete a payment record or edit the pricing for a payment record as payments recorded in Tourwriter are effectively a transcript of your bank transactions. If you need to offset or increase a payment record we recommend that you add a credit or additional payment with relevant notes.