View Reservation Payments - GO Group
A new and better way to manage GO Reservation Payments
“Bulk reservation payments” is a new payment allocation tracking process that has been added to the Hudson system as an enhancement and an alternative. Whenever GO members receive payment checks from GO Headquarters, they come with complete list as to which reservations are included in the payment. Rather than posting reservations to an invoice that is sent to GO HQ, an Aging Statement can be generated for your GO account for any time period, so that you can now allocate complete and / or partial payments to reservations easily and quickly. These Aging Statements can also be printed or sent to corporate entities or others.
This new process is meant to address a common complaint voiced by GO members. Historically, once transportation service has been delivered and completed, GO members used to generate and send invoices to the corporate office responsible for payments. Whether invoices are generated at the time the reservation is completed, weekly, biweekly or monthly, the reservation is effectively marked as “Paid” as soon as it has been posted to an Invoice. The invoice then becomes a receivable item in members’ Hudson back end accounting system.
GO Headquarters receives your invoice(s) and then issues payment(s) back to you, but the payments may come back to you out of sequence, or with a check that may cover multiple invoices. Further, those payments could include partial payments on some of the reservations on an invoice and full payment for others. This makes it challenging for you, the transportation provider, to know and keep track of which reservations in your system have been fully or partially paid and which have not.
With this new process, if your preference is to simply apply payments to oldest reservations first, that too may be accomplished. The end result is an accounting process that allows you to instantly know, for any group profile in your system, which reservations still have payment pending, how long overdue those payments are, and how much is due for each.
Take a Tour
When using the new process, you will open a special Aging Summary Grid like the one below. You will be able to see Group Profiles along with total amounts due and outstanding on all reservations linked to that group.
Once the desired group is highlighted, as in the example above, click the button at the top of the screen labeled “Detail Menu.” This will open an additional grid that displays the Reservation History for the Group profile, listing all reservations that have a negative variance, indicating that a payment is still due.
When reviewing the Aging Detail view, you can easily identify all reservations that remain unpaid, listed in order of their Pickup TOD, with the oldest reservations listed at the top.
Additional information seen in the Aging Detail view includes the number of days elapsed since the service was delivered. If a partial payment has been made, that will display in the Payments column followed by the Balance column showing remaining amount due. The balance due is then also shown in one of the age groupings, which appear in 30-day increments. This allows you to see at a glance any unpaid reservations that may need more immediate attention and further action.
When you receive a check from the corporate account, you can see which reservations are being paid in the accompanying documentation. You then locate those reservation records in the displayed Aging Detail list and put a check mark in the boxes in the far left hand column corresponding to the reservations being paid. If the reservation is being paid in full that is all you need to do.
If the reservation is only being partially paid, you would then place a check mark in the box and then locate the UserSelectAmt field (to the immediate right of the Balance column) and will enter the amount to be paid against this reservation’s balance.
Repeat and continue this selection process until all reservations being paid by this check have been selected. NOTE: After following this process, the amount of the selected reservations plus the sum of the UserSelectAmt fields will be totaled. When you click the Apply Payment button at the top of the grid, a new Post Payment dialog box will open and will display the total of the selected reservations and UserSelectAmt fields. This must equal the amount of the check that was received and is being allocated. Note: any configured payment type may be used, including real-time credit card transactions.
When you complete the payment allocation process by accepting the total payment amount in the dialog box, the reservations are marked as “Paid” and they will be removed from the Aging Detail grid. The next time you open the Aging Detail grid, you will see the sum of any partial payments already made against the original fare.
You can also then lookup the details of any reservation and see the payment history from within the reservation, on the Payment tab.
When you are going through the process of highlighting reservations to be paid, by placing the check mark in the box to the left of each reservation, a “flag” is placed on that reservation record in the SQL database. That “flag” is persistent – this means that you can abandon the payment allocation process (even close it down completely) should an interruption occur and you can return to it later and the check marks will still be there; allowing you to finish the ‘apply payment’ process. When you click the “Process Payment” button, it removes the “flag” indicator.
Hudson Technical Support will take care of adding this feature to your system if you wish. It is fairly straightforward and involves the addition of a couple custom grids, some Dispatcher Command Buttons, a couple templates and a HotKey.
Reservation Payments Feature must be enabled.