Final Payment Options

Transcription

1 Final Payment Options Enjoy peace of mind, gain more control of your client s payment options and spend more time selling with the new final payment options in VAX VacationAccess. With scheduled automatic final payments, the final payment is charged to your client s credit card or debited from their checking account on a pre-set date without you having to do a thing. Version: 1 Updated: 06/01/ VAX VacationAccess

2 2 Advantages 1. Reduce workload. By setting all your payments to be paid automatically, you re not as pressured to keep track of reservations that need payment or paying them on time. Once an automatic payment date is established, VAX will handle the rest. 2. Save time. No more worry about following up on final payments. 3. Upsell. Engage clients with the schedule reminder option. Encourage room upgrades and additional destination experiences when you follow-up for final payment. 4. Go green. By eliminating paper bills and check writing, you reduce the impact on the environment. 5. Improve security. If your client s bills are not mailed to your agency and you are not mailing in paper payments with credit card or checking account numbers, you reduce the risk of identity theft. While there are risks when paying online as well, the security surrounding these payments is typically far greater than the security offered by an unlocked mailbox. 6. Reduce errors. An receipt will be sent when the final payment is successfully applied to the credit card. The final payment selection will also be reflected in Accounting History and in the comments. Choose from three final payment options available at least 46 days prior to departure: Schedule automated final payment With this option, your client s final payment will be applied to the same credit card used for deposit on the date selected. The date selected must be on or before the final payment due date and the credit card will be charged the balance due on the reservation. Note: The option of Schedule Automated Final Payment does NOT appear until after a credit card number has been entered for payment. Schedule an reminder With this option, you can schedule a payment reminder to be ed to you on a specified date. The reminder date must set for at least two days prior to final due date. This will allow time to the reminder to your client and respond to it prior to the actual due date. VAXVacationAccess.com

3 Final Payment Options 3 Manually add the final payment at a later date With this option, you can manually enter the final payment at a later date. This is the default payment option.

4 4 Canceling a Scheduled Final Payment Option If a Final Payment Option has been scheduled (either the automatic final payment or the reminder), it may be canceled any time prior to the scheduled date. 1. Display the reservation and click the Cancel Final Payment Option button located in the Itinerary Tools panel. You will receive a box asking if you re sure you want to cancel the scheduled option. 2. Click Yes and the option will be canceled. A comment will automatically be added to the reservation noting the option has been canceled. Changing an Existing Final Payment Option If a final payment option has been scheduled (either the automatic final payment or the reminder) it can be changed any time prior to the scheduled date. VAXVacationAccess.com

5 Final Payment Options 5 To change the date of an reminder: Go to the payment page and schedule a new reminder. To change an automatic final payment to an reminder: Go to the payment page and schedule the reminder. To change the credit card to be used for an automatic final payment: Go to the payment page, process the payment on the new card (it can be a small amount) and schedule the automatic final payment option. To change the date of a schedule final payment: Go to the payment page, process the payment on the card to be used for the final payment (it can be a small amount) then schedule the automatic final payment option for the new date. Frequently Asked Questions Can I use automated final payment if an agency check number is used as payment? No, a credit or debit card must be the form of payment. If no credit card number is entered in the payment panel, the Automated Final Payment option will not display. Check payments will result in just two options for managing final payment: 1. Schedule an reminder to manually add the final payment at a later date 2. Manually add the final payment at a later date

6 6 How can I cancel an automatic final payment option after booking? Cancelling scheduled final payments can be accomplished within the Itinerary Tools section of the confirmed reservation. To cancel the final payment, simply click the Cancel Final Payment Option button. To schedule a new final payment option after booking, click the Add Payment tab in the Itinerary Tools section and select a new date. How can I cancel a final payment reminder option after booking? Cancelling scheduled final payment reminders can be accomplished within the Itinerary Tools section of the confirmed reservation. To cancel the final payment reminder, simply click the Cancel Final Payment Option button. Can I go into an existing reservation and schedule a final payment option or does this apply only for new bookings? Yes, final payment options will work for all reservations old and new. VAXVacationAccess.com

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