Payment Processing Flow

in this articale we describe the entire process of charging a client for provided services and all actions that should be performed by a manager to successfully complete a reservation payment processing after the reservation has been created, you can start accepting payments for it creating an invoice to do that, first of all you have to create an invoice it is recommended to do so, directly from the reservation details page to allow the system to automatically inherit reservation related data and prevent unnecessary mistakes please note that all payment related mailing will be handled through an email specified in the invoice by default it is the same as the main customer profile email, but upon creating an invoice you can change the mail address in case someone else is paying for this reservation once the invoice is created email can no longer be changed as you can see, the newly created invoice received “open” status if there will be no entries confirming payments for this invoice, it will automatically change to “expired” right after crossing the payment due date creating payment requests while it’s still open, let's move on with a payment procedure in order to do that you have to create a payment request for this invoice once again, if created from the invoice page, needed data will be fetched automatically please note that you should only create payment requests if the payment will be done online for cash payments you have to skip this part and proceed to manually creating a payment entry as soon as you save the payment request, the reservation status will change to pending receiving payment entries after the payment is submitted several things happen you receive a payment entry payment request changes its status to paid reservation and invoice statuses change accordingly to the payment amount as you can see for now only 1€ was paid, which is less than the full price but enough to cover the prepayment therefore the invoice and the reservation statuses will automatically be changed to prepaid now to complete the payment, you have to create one more payment to cover the entire reservation fee once again it is recommended to create the request from the invoice page now the procedure repeats, as soon as this request is paid, we will receive a payment entry only this time the invoice status will change to paid and the reservation status will change to confirmed after all these steps the main payment processing loop is completed and the customer will receive a confirmation email, that approves his reservation as legit merging invoices in case the reservation was altered after the prepayment was already made a situation will occur when you will have to account previous payments intor the updated invoice in order to do so we added the possibility to "inherit" past payments from another invoice during new invoice creation please note that merging procedure cannot be reverted it is necessary to merge all payments into latest actual invoice before the reservation check in procedure apart from that invoices will be automatically merged before pushing payment data from the cash back into booktivity refund flow as you well know, sometimes there is a necessity to refund a certain amount of money back to the customer in this case you have to manually create a refund request from the payment entry you would like to refund due to mollies api limitations now each payment entry has to be refunded separately, so you will need at least 2 refunds to fully refund our example reservation when you give partial refunds it is recommended to create a refund request from the largest payment entry as you can see, after you created the refund, the reservation status will change to refunded