This article is meant to accompany a video tutorial available at: http://www.blueskybooking.net/checkride/2015/1/9/check-ride-5-the-billing-tab
Use the POS for stand-alone transactions, such as the sale of merchandise.
Open the POS under File > Point of Sale, or by pressing CTRL – P
Pressing the button “CUSTOMER” will open the find contacts window. Search for and select a profile to assign it to the invoice. The name of this customer will appear in the Web Report for this invoice.
The remaining features of the POS are the same as those available in the billing tab of a booking window.
The BILLING TAB (in a booking window)
- “FARES” button
The fare button is used to change the fare (and thus price) assigned to a customer from the billing tab.
a. Select the line in the billing tab for the fare you wish to change
b. Press the “FARES” button
c. Select the desired fare from the list
d. Press the “Preview” button to preview the fare changes
e. Press “UPDATE” to apply the changes.
If it’s a group button, pressing “FARES” will open a list of the passengers.
a. From the list, select the current fare group of the passenger who’s fare you wish to change
b. A drop down menu of available fares will appear. Select the desired fare
c. Preview the fare if you wish, as described above
- “REFUND” and “REVERSE”
REVERSE will reverse a single line item. It can be used to reverse an inventory item, a fare, a voucher payment, a cash, debit, or credit payment, a refund, etc.
REFUND will reverse all the items on an invoice. A payment needs to have been processed for the REFUND option to be available.
- “COPY” and “PASTE”
You can use “Copy” and “Paste” to copy a credit card (or other form of payment) from one invoice to another. This is helpful when the credit card or form of payment is no longer at hand.
Select the payment on the billing tab.
b. Open the drop down menu on the “PAYMENT” button, and select COPY. Or, press CTRL-C
c. Close the booking window, and open the booking you wish to apply the copied payment to.
d. Open the billing tab, and press CTRL-V or select PASTE from the “PAYMENT” button menu.
- “ADJUSTMENT” button
If you make a change on an invoice that already has a payment applied, and you wish to use the same payment to process the change, use the “ADJUSTMENT” feature.
Make the desired change to the invoice
b. Select the payment line that has already been processed
c. From the “Payment” button drop down, select “adjustment”
- “LOCK” button
The billing tab displays the invoice. The invoice is “synchronized” with the booking (the fare on a flight, for example.) When changes are made to the booking, such as changing a flight, those changes are automatically synchronized with the invoice, and the updated charges are displayed in the billing tab.
If you wish to change the booking but not the invoice, you can disable synchronization by clicking the “LOCK” button under the billing tab. Make the changes to the booking, and return to the billing tab to see the prices have not changed.
- “Mark Paid”/”Paid” button
This button is a toggle – when you pay an invoice in full, it automatically toggles from “Mark Paid” to “Paid” and turns green.
It can also be toggled at any time by an agent. It is a good way to communicate with another agent to consider an invoice paid and refrain from asking a passenger from payment.
- Partial Payment/Mark Deposit
The system will disallow an agent to close a window which has a partial payment applied. This is so that an agent does not erroneously close a booking which has not been paid in full, and forget to return to the booking.
If, however, the payment is marked as a deposit, the agent will be allowed to exit the booking.
To mark a payment as “deposit”:
During the final step of the payment process (where the credit card information or cash information is entered) select the check box “Mark as Deposit” and press OK
8. Open the Web Reports to the invoice report
A useful hot key that can be used by agents with Supervisor privileges is CTRL – ALT – B. This will open the default browser to the invoice report in the Web Reports.