Task - Record Reservation Payment(s)

Overview

This article outlines how to organize your reservation data so the Guesty Customer Experience (CX) Team can help you record reservation payments when the system does not permit this functionality from your dashboard. Please use the provided template to prepare your data and follow our instructions closely to ensure you achieve your intended outcome.

Things to note

The task must adhere to Guesty's financial constraints. Your request has to comply with the following conditions:

• Payments must not exceed the outstanding balance on the reservation. Guesty will not permit the total amount paid to surpass the reservation's total payout. Please adjust the guest folio accordingly before submitting your request.                                       
• A recorded payment must reference a past date, as payment automation scheduling does not apply to it. If no date is provided, the system will automatically assign the date and time based on when the task is completed.
• Ensure you submit your changes in the format specified by the template; otherwise, we cannot accept them.

If you need assistance gathering the relevant reservation details, invoice items, balance due, and existing payments, please let us know, and we will be happy to help. 

What to expect

Before making any changes, the Guesty CX team will review your request to ensure we have all the necessary data and permissions in the required format.

Once everything is confirmed, we'll proceed with your requested changes and notify you when the task is complete. We will also provide you with a list of the reservations, including the total payout, total paid, and balance due. It is your responsibility to review the results to ensure they are correct.

If any issues arise from the changes, please reply to us with a description of the problem, and we will work with you to resolve it.

Task preparation and submission

Follow these steps to prepare your data.

Step-by-step instructions:

1. Download the spreadsheet template: Google Sheets | Excel 
2. Enter reservation details: For each reservation, fill in the following details in the spreadsheet:
   1. Guesty reservation ID: The alpha-numeric Guesty reservation ID, which can be found in the reservation page's URL (https://app.guesty.com/reservations/{reservationId}/summary.) You may also include this ID as a column in your custom reservation reports.
   2. Confirmation code: - The reservation's confirmation code. The Guesty reservation ID is the preferred identifier, but this can be used if you cannot supply it.
   3. Amount: Specify the payment amount. It must be in the reservation's currency.
   4. Payment Date-Time: Indicate the date when the payment was processed in YYYY-MM-DD format. You can select the date from the embedded date picker or enter it manually.
   5. Payment method: Choose the payment method from the drop-down menu. By default, Customer Experience will use "OTHER."
   6. Note: Include any specific details you want to be recorded. CX will also reference the support ticket related to this task.             
3. Save your data: Save the "DATA INPUT" sheet as a CSV to attach to your support ticket. Excel files are also accepted.
4. Submit your request: Click here or use the link in the template file to submit it. Be clear, specific, and detailed to help avoid misunderstandings. Remember to attach your file to your request.