Record a guest payment against an existing booking when payments are entered manually in BookingTrust. This applies to stand-alone accounts and PMS connections that do not supply payment information.
Check before adding a payment
Open the booking’s Payment Record and Statement first. If the receipt is already imported or recorded, do not add it again.
On this page: Understand the records · Before you start · Record the payment · Check the result · Common questions
Understand the records
| Record or status | What it tells you |
|---|---|
| Payment Record | The booking’s charges and how recorded payments are allocated, including accommodation, guest charges and bonds where applicable. |
| Statement | The booking’s financial transactions and their bank-confirmation status. |
| Fully Paid | The recorded payment and charge allocations balance. You still need to check bank confirmation before release. |
Before you start
- Find the correct booking and confirm its booking number and property.
- Have the payment amount, payment date, payment method and receiving bank account to hand.
- Check whether your PMS or payment import normally supplies this receipt. If it does, investigate a missing import before adding a manual replacement.
Record the payment
- Find the booking. Go to Bookings > Active and use Search to find it.
- Open its payment details. Select the + beside the booking, then Payment Record.
- Start the receipt. Select Add Transaction.
- Choose the transaction type. Select the payment type appropriate to the actual receipt and your account’s setup. Check the allocation using the guide below.
- Enter the details. Enter the amount and payment date. Under Payment Details, check the receiving bank account and payment method. The account will usually be your Trust/Host Account.
- Save. Leave Transaction Status as Active, check the details and select Save.
| Part of the receipt | What to check |
|---|---|
| Accommodation | Check the amount allocated to accommodation. This amount is relevant to the booking’s management-fee calculation. |
| Guest charges | Check the amount allocated to guest charges payable to the property manager. |
| Bond | Keep a bond receipt separate from accommodation and guest charges. |
Available transaction types depend on your account. If you cannot tell which one applies, ask support before saving; the type determines how the payment is allocated.
Check the result
- Reopen the Payment Record and check the amount and allocation. A part-payment may leave an outstanding balance; a completed payment may change the booking to Fully Paid.
- Check the Statement for the financial entry. A recorded payment still needs to be matched to the actual bank transaction.
- Complete Daily bank reconciliation using the date the payment appears on the bank statement. For a completed stay, follow Booking Release once its release checks are satisfied.
Common questions
The booking is Fully Paid. Is it ready to release?
Check the relevant payments are bank-confirmed and that the booking’s fees, charges and refunds are correct. Booking Release explains the remaining checks.
What if I entered the payment twice or used the wrong amount?
Compare the Payment Record and Statement with the actual receipt. Contact support if a reconciled entry needs correcting or you cannot identify which record is wrong. A real refund should remain recorded as a refund.
Keep the payment history accurate
Do not add a second receipt or change a payment simply to make the booking show Fully Paid.