A reservation for eight has been entered. The guest has paid part of the amount and plans to pay the rest next week. Sales knows what was agreed, but the colleague taking over tomorrow needs to see what has actually been recorded.
This is where the distinction between reserved seats and a reservation’s financial position matters. 100LICA supports manually recording payments and viewing the outstanding amount, with permissions for the staff responsible.
One reservation can have several payments
A partial payment does not settle the full amount due. Recording each payment against its reservation lets the team check what has been entered and what remains. This is useful when payment arrives in instalments or different employees communicate with the guest.
Enter a payment only after the appropriate verification. A guest’s message that money has been sent is different from confirmation that it has arrived. The organiser decides who verifies and records payments.
A pro forma invoice has a specific role
100LICA supports PDF pro forma invoices. They provide payment instructions and an overview of the amount due, but they are not fiscal receipts or proof that money has been received. Issuing the appropriate accounting and fiscal documents remains part of the organiser’s business process.
The current function is payment record keeping. It should not be confused with active card processing, automatic bank reconciliation or automatic refunds.
Agree rules for changes
Before sales open, define payment deadlines, how partial amounts are handled and how cancellations are resolved. Communicate those rules clearly to guests. The system helps track the state; the organiser sets the commercial terms and makes business decisions.
A useful starting point is a test reservation with two payments. Check what sales sees, how an authorised colleague records the second payment and how the team checks the balance. This quickly reveals any missing step in the current workflow.
For a payment records demonstration, contact sales@100lica.rs.
