Transactions

Transaction records hold information related to money processed. Transactions can be related to a booking record or an inventory record.

How to create a Transaction:

There are a few ways to create a transaction record in Groupdesk: on the Booking record or on the Inventory record.

Booking Record:

  1. Open the appropriate booking record

  2. With the Payments module open, click Add Transaction

  3. Complete the required fields:

    • Transaction Date (the date the transaction is processed)

    • Status

      • Cleared - Transaction has processed successfully

      • Not Received - Transaction has not processed successfully

      • Pending - Transaction has not yet processed

        • This status is used for Refunds and Extra Refunds when the are to be processed through your payment account (ie a refund to a Credit Card)

    • Type

      • Deposit - Transaction processed during the Booking Form, or manually created in relation to a scheduled Deposit payment

      • Balance - Transaction processed in relation to a scheduled Balance payment, or manually created in relation to a scheduled Balance payment

      • Payment - Transaction processed in relation to a scheduled Periodic or Custom payment

      • Extra Payment - Transaction processed when purchasing an Add-On via the Profile, or created manually

        • Extra Payments only calculate towards the scheduled Balance payment and does not affect any Periodic or Custom payments in the schedule

      • Returned Item - Transaction created in the Agent Interface for a chargeback or disputed charge

      • Insurance Payment - Does not currently have functionality in the system (Coming Soon)

    • Form of Payment

      • Cash

      • Cheque

        • Cheque Identifier - Can be used to enter cheque number for tracking purposes

      • Credit Card

      • Interac

      • Money Order

      • Visa Debit

    • Amount

      • Amounts should always be positive numbers, except for in Refunds and Extra Refunds

  4. Click Create

Create a Refund on a Booking Record

  1. Open the appropriate booking

  2. With the Payments module open, select the desired transaction that needs to be refunded (select the checkbox to the left of the transaction)

  3. Complete the required fields:

    • Refund Reason:

      • Cancellation

      • Customer Service

      • Organizer Discount

      • Overpayment

    • Transaction Date: Enter the date you are processing the refund (will usually be listed as "Today")

    • Status: should be Pending and will be updated if the refund is processed successfully or not (unless refunding cash or cheque payments)

      • If refunding cash or cheque payments, set status to Cleared once the cheque has been issued and confirmed

      • By setting the status of the refund to Cleared Groupdesk will not communicate with the payment processor to process the transaction.

    • Type:

      • Refund - Transaction created in the Agent Interface to refund a Deposit, Balance, Payment

      • Extra Refund - Transaction created in the Agent Interface to refund an Extra Payment

        • Groupdesk will default to Refund or Extra Refund depending on the original transaction selected

    • Form of Payment: This will default to whatever form the transaction was originally. This should match the original form of payment.

    • Amount: This will default to the full (negative) amount, see below to issue a partial amount.

  4. Click Create

More information on refunds can be found here.

Inventory Record:

  1. Open the appropriate inventory record

  2. With the Payments module open, click Add Transaction

  3. Complete the required fields:

    • Transaction Date (the date the transaction is processed)

    • Status

      • Cleared - Transaction has processed successfully

    • Type

      • Vendor Commission - Transaction created in Agent Interface to reflect a commission payment received by a Supplier

        • Should be entered as a negative value

      • Vendor Payment - Transaction created in the Agent Interface to a payment made to a Supplier

      • Upcoming - NOT CURRENTLY USED

    • Form of Payment

      • Cash

      • Cheque

        • Cheque Identifier - Can be used to enter cheque number for tracking purposes

      • Credit Card

      • Interac

      • Money Order

      • Visa Debit

    • Amount

      • Amounts should always be positive numbers, except for in Refunds and Extra Refunds

  4. Click Create

Transaction Statuses

  • Cleared - Transaction has processed successfully

  • Not Received - Transaction has not processed successfully

    • Reasons for a not successful transaction can be found here

  • Pending - Transaction has not yet processed

    • This status is used for Refunds and Extra Refunds when the are to be processed through your payment account (ie a refund to a Credit Card)

The Transaction Record

When looking at a transaction record, you will find the following details:

  • Number (automatically generated by Groupdesk when the transaction is created)

  • Type

    • Related to Bookings:

      • Deposit - Transaction processed during the Booking Form, or manually created in relation to a scheduled Deposit payment

      • Balance - Transaction processed in relation to a scheduled Balance payment, or manually created in relation to a scheduled Balance payment

      • Payment - Transaction processed in relation to a Periodic or Custom scheduled payment

      • Extra Payment - Transaction processed when purchasing an Add-On via the Profile, or created manually

        • Extra Payments only calculate towards the scheduled Balance payment and does not affect any Periodic or Custom payments in the schedule

      • Refund - Transaction created in the Agent Interface to refund a Deposit, Balance, Payment

      • Extra Refund - Transaction created in the Agent Interface to refund an Extra Payment

      • Returned Item - Transaction created in the Agent Interface for a chargeback or disputed charge

      • Insurance Payment - Does not currently have functionality in the system (Coming Soon)

    • Related to Inventories

      • Vendor Payment - Transaction created in the Agent Interface to a payment made to a Supplier

      • Vendor Commission - Transaction created in Agent Interface to reflect a commission payment received by a Supplier

  • Status

    • Cleared - Transaction has processed successfully

    • Not Received - Transaction has not processed successfully

    • Pending - Transaction has not yet processed

      • This status is used for Refunds and Extra Refunds when the are to be processed through your payment account (ie a refund to a Credit Card)

  • Transaction Date (date the transaction is created)

  • Cleared Date (date the transaction is processed successfully, this field will be blank if transaction status is Not Received)

  • Form of Payment

    • Cash (manually added by users in the Agent )

    • Cheque (manually added by users in the Agent )

      • Cheque Identifier

    • Credit Card (accepted card are defined upon setup, examples can be found below)

      • American Express

      • Diner's Club

      • Discover

      • Visa

      • MasterCard

    • Interac

    • Money Order (manually added by users in the Agent Interface)

    • Visa Debit

  • Amount (Amounts should always be positive numbers, except for in Refunds and Extra Refunds)

  • Currency (will default to the currency set on the trip record)

  • Booking Record (this is the booking record that the transaction belongs to)

  • Quote Record (this is the quote record that the transaction belongs to)

  • Inventory Record (this is the inventory record that the transaction belongs to)

    • One transaction record can only belong to one booking record or one (or more) inventory record(s) or one quote record.

If you are adding a Cheque payment (which was received from the traveller), we recommend adding the transaction after the cheque has cleared in your account.

Transaction records are not able to updated once they have been created.

If you require any changes to be made to a transaction record, please send a request through Intercom.

Transaction Types

  • Related to Bookings:

    • Deposit - Transaction processed during the Booking Form, or manually created in relation to a scheduled Deposit payment

    • Balance - Transaction processed in relation to a scheduled Balance payment, or manually created in relation to a scheduled Balance payment

    • Payment - Transaction processed in relation to a Periodic or Custom scheduled payment

    • Extra Payment - Transaction processed when purchasing an Add-On via the Profile, or created manually

      • Extra Payments only calculate towards the scheduled Balance payment and does not affect any Periodic or Custom payments in the schedule

    • Refund - Transaction created in the Agent Interface to refund a Deposit, Balance, Payment

    • Extra Refund - Transaction created in the Agent Interface to refund an Extra

    • Returned Item - Transaction created in the Agent Interface for a chargeback or disputed charge

    • Insurance Payment - Does not currently have functionality in the system (Coming Soon)

  • Related to Inventories

    • Vendor Payment - Transaction created in the Agent Interface to a payment made to a Supplier

    • Vendor Commission - Transaction created in Agent Interface to reflect a commission payment received by a Supplier

  • Related to Quotes:

    • Payment (at this time, all transactions related to Quote records should have a type of payment. Currently, transactions on Quote records cannot be refunded in Groupdesk)

Refunds, Extra Refunds, and Returned Items are the only transaction types that require a negative amount.

Chargeback / Returned Item / Bank Dispute

What is a chargeback /returned item / bank dispute?

When a customer is viewing their bank statement and does not recognize a charge, they have the option of telling their bank that this is (mistakingly) a charge they did not approve. This allows the bank to reverse the transaction and take the money back from the supplier (your company).

  1. Monitor your Stripe account to keep track of chargebacks / disputes.

  2. Open the booking record the transaction is associated with

  3. If the transaction was successful, it will show as Cleared in Groupdesk

  4. Add a note to the booking record with the Stripe link

    • You could add a Returned Item transaction to reflect the chargeback/disputed charge in Groupdesk

  5. Ensure you have a process in place with your Customer Service team to follow up with these bookings

Moving Transactions Between Bookings

  1. Open the Transaction Record you want to move

  2. Open the Record Overview and click Edit

  3. In the Edit Transaction module pop up, click clear on the Booking field.

  4. Add in the Booking ID of the new Booking you are moving the transaction to

  5. Click Update

  6. Double check the transaction has successfully moved by, opening the Booking you are transferring the transaction to, hard refresh, and view the transaction

Moving these transactions changes the association to a booking, but will not change the details on your payment processor.