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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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[System
data 
POS
Payment methods (Flash)]
Manage the most common methods of payment in your hotel. The methods of payment are divided into different groups:
Non-cash
Cash payments
Accounts receivable
Credit card
You can add new methods of payment to the various groups or edit or remove them as required. For each method of payment, you can set the following properties:
[System
data POS
Payment methods (Flash)]
[System data POS Payment methods (Flash) > Add/Edit method
of payment]
Create new payment method: In the left tree view, select the group to which the new payment type should belong, and click the Add button.
Edit payment method: Double-click an existing payment method and the "Edit payment " dialog opens.
Method of payment properties |
Description |
Item number (TAA) |
Issue an exclusive ID for each payment. This enables you to perfectly organize your methods of payment, e.g., using specific number sequences. IMPORTANT: When using several payments for a payment type (e.g., Cash), the payment with the lowest Item number (TAA) is pre-selected during payment processing or check-out! For further information, see below: Determining default payment |
Posting text |
This is where you enter the text that is to be noted together when booking the payment. |
Short name |
Short description of the method of payment (is currently only needed for internal purposes). |
Description |
For internal purposes: more detailed description with notifications or explanations about the method of payment. |
Currency |
A method of payment for the respective currency must exist for each currency accepted in your hotel or used for currency exchanges. For this reason, a currency can be allotted to the method of payment. Determine at least one method of payment for each currency. |
Payment type |
Determines the basic method of payment (For example "Cash payments"): |
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(appears only when using the “Credit Card” payment type) |
If the "credit card" payment type is used for the method of payment, the respective credit card type will also need to be provided. The credit card type will now be marked via the financial services company behind a credit card (e.g., VISA). The benefit: The actual booking text can therefore be changed arbitrarily (for example “AmEx” instead of “American Express”, etc.). |
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Set
a checkmark here if the method of payment is to be available
in your web booking engine (protel Air WBE). |
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A selected checkbox means: Payments being booked with this payment type, will continue as "open" until the debts have been settled. |
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Set a checkmark here, if the method of payment is to be available for pay-ins and pay-outs. The method of payment is available in the program under Pay-ins / Pay-outs. |
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A checkmark set here changes the method of payment into a debtor. This is recommended especially for the "On account" method of payment. For methods of payment marked as debtors, a balance will be displayed in the invoice by default. |
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Set a checkmark here, if the method of payment is to be available as a method of payment posting in the accounts receivable. |
Available in |
By selecting “Available in”, you can determine in which program/area a method of payment is to be available:
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Unselect the check box when (temporarily) not wanting to use the method of payment. |
System data > POS > Payment methods (Flash) > Item number (TAA)
If you manage several payments for a payment group in the system, we recommend that you define a default payment that is automatically selected for this payment group when you check out/post the payment (e.g., "Cash").
This is how to proceed
In the Methods of payment tab, select a payment method (left in the tree view).
In the overview, you will see various methods of payment, including the assigned item numbers (Item number (TAA) column).
The code determines the sorting order of the payment methods within the payment type. The payment method with the lowest code appears at the top of the drop-down menu and is therefore the default payment.
For example, if you check out a reservation or book a payment, protel Air proposes the payment with the lowest number for each payment type.
Change Item number (TAA)
Double-click on the payment to open it.
Enter the desired figure into the Item number (TAA)) field. The figure determines the sorting order.
We recommend that you assign
a number for all payment methods within a payment group. The
payment method with the lowest figure within a group is the default payment.
Configuration example for varying payment methods within a group:
Payment Group |
Item number (TAA) |
Method of payment |
Cash |
9000 |
Cash |
9001 |
Cash Deposit |
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Noncash |
9005 |
Cheque |
9006 |
Traveler's Cheque |
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Debitor
|
9010 |
On account |
9011 |
On account (company) |
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Credit
card |
9015 |
VISA |
9016 |
MasterCard |
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9017 |
American Express |
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9018 |
Diners Club |
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9019 |
JCB |
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9020 |
EFT Payment (Chip & PIN) |
Impact on the display of payments in the Check ot / Post payment dialog box
If Cash is selected as the payment in the reservation dialog box, Cash is set as the default payment type for all invoice windows. If more than one "cash" payment exists in the system data, the payment with the lowest number is automatically set in the payment dialog box (check-out). For the example above, that would be 9000 - Cash. If the user wants to use 9001 - Cash Deposit for the payment, he can easily assign this payment type via the dropdown menu in the check-out dialog box.
If Noncash (Other) is selected as the payment in the reservation dialog box, it will be set as the default payment for all invoice windows. If more than one "Noncash" payment exists in the system data, the payment with the lowest number is automatically set in the payment dialog box (check-out). For the example above, that would be 9005 - Cheque. If the user wants to use 9006 - Traveler's Cheque as the payment, he can easily assign this payment type via the dropdown menu in the check-out dialog box.
[System data POS Payment methods (Flash) > Add/Edit method
of payment > Interfaces tab]
You can define a back office account for each payment method and two cost centers. The data entered here are necessary for the export to an accounting software.
If required, enter the payment method's active account and the name or number of the item's cost center(s).
[System data POS Payment methods (Flash) > Add/Edit method
of payment > Interfaces tab]
Here, you can select a payment receipt that is to be printed when a payment is posted using this method of payment.
If no payment receipt is assigned here, a receipt will not be printed when posting the method of payment.
Figure: System data > POS > Payment methods (Flash) Edit method of payment > Templates tab |
Payment receipt |
Select the template for the payment receipt that is going to be printed when posting this payment method.
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Tax |
To display the tax on the payment receipt, the legally valid sales tax can be entered here. |
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Counter |
Here you can insert a counter which ensures that a unique reference number is issued for each receipt. The reference number allows for the precise identification of several types of receipts.
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[Options > System data > Methods of payment > "Accounts" tab]
The accounts generated in this example, are available in the program as "Pay-ins / Pay-outs".
Click on the "Accounts" tab and then on the [+Add] button.
Enter a name and a short name.
Optional: Enter a Description (e.g., what is the account going to be used for). The description serves solely for internal purposes.
To ensure that the account is available during hotel operations, the Active checkbox will need to have been selected. Unselect the check box when (temporarily) not wanting to use the method of payment.
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