Automated Payments Dashboard

A Dashboard to monitor Pending and Past Automated and Manual Payments.

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Overview

The Automated Payments Dashboard is an interactive tool designed to help Users easily monitor and manage Payments for:

If an automated payment fails, a notification will be sent to the Message Centre for the System Admin, RMS Pay Contacts, and Accounts Contacts.

✒ Please Note: RMS has multiple Direct Debit functions. Select the option that matches your property setup:

Direct Debit Setup (Guest Profile) - Configure bank account or saved card details on a Guest Profile to enable automated payments.
Direct Debit (Bank File) - Generate an EFT file to upload to your merchant bank; the bank processes payments from guest bank accounts. Available to all properties.
Direct Debit via RMS Pay - Charge a guest's saved payment token directly through RMS Pay in real time. UK properties: includes BACS Direct Debit (being phased out).
Charge Credit Card (Payment Gateway) - Bulk charge guest credit card tokens in real time using an existing third-party payment gateway.
Direct Debit via GoCardless - Collect payments directly from a guest's bank account using an authorised GoCardless mandate. Currently available in Australia and New Zealand.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Video

Click on Start Guide below to start the quick guide.

Click on the Full Screen Icon Video player controls showing the full screen icon in the bottom corner used to expand the guide to full screen. to view the guide in full screen. 👇🏼

✎ Please Note: The Automated Payments Dashboard shows recurring payments that have been successfully made at least once.

Guide

In the side menu of RMS, go to Accounting > Automated Payments Dashboard.

Select the Property (Optional).
Select the Filter.
Select the Date Range.
Select the Payment Method.
Select the Status.
Select Search.

Processing Payments

For Payments that have "Failed," you can retry processing the payment from the Automated Payments Dashboard.

Single Payment

To retry processing a single payment:

On the related record, select the Payment Process function.
1. Process Pay By Link
2. Process Credit Card

Process Payment options for Failed transactions.png

Process Pay By Link

Selecting this option will give you the option to send a Pay By Link via Email only. SMS Option is not available here.

Process Credit Card

Selecting this option will take you to the account in question for you to manually process the payment.

Batch Process Payments

Payments can be retried by using the "Batch Process" option.

Select the Failed transactions you wish to process again
Select the Batch Process icon.
From the window that appears, select the option for Bulk Processing.
1. Selecting First Available CC Token will process the First Available CC Token on the related Accounts.
2. Selecting either "Send Pay By Link Email or SMS" will present you with the option to select the Email or SMS Form Letter Template you want to send.
  Important Note: You will need to ensure that you select a Form Letter that has the Pay By Link Merge Field.
Select Process to process the Bulk Payments.

Glossary for:

Table Headers

Some Headers may not be visible, depending on the Dashboard Filter selected.

Column Header	Description
Acc No	The Account Number (Acc No) for the Scheduled Payment. Click on the Blue Acc No to go to the Reservation Account
Amount	The monetary value that will be processed
Automation Status	The current state (status) of the Scheduled Payment (see table below)
Current Account Balance	The Current Balance of the account.
Days Remaining	The number of days before or after the Trigger Date
Direct Debit Status	The status of the Direct Debit e.g Confirmed, Failed
Guest ID	The ID number linked to the Guest Profile
Guest Name	Name on the Guest Profile
Payment ID	The ID number provided by the integration partner
Payment Option	How the payment will be processed (see table below)
Process Payment	If a Payment has "Failed", options to manually process the payment are displayed here. Payments can also be processed in Bulk
Res No	The Reservation Number (Res No) for the Scheduled Payment. Click on the Blue Res No to go to the Reservation
Request Date	The date and time stamp of when the request was submitted
Status Update Date	The date and time stamp of when the Direct Debit Status updated
Trigger Date	The date and time the Payment is scheduled for processing. This can not be changed or manually overridden

Payment Options

How the Payment will be Processed.
The Payment Options are:

Payment Option	Payment Action	Action
Secure Credit Card Token	Charge Token	The most recently added CC Token on the Guest Profile will be charged. The assigned CC Token can be changed on the reservation by manually overriding the Payment Schedule.
Payment Link Sent via SMS	Send Pay By Link by SMS	A Secure Payment Link is Sent to the booker via SMS. (Requires RMS Pay)
Payment Link Sent via Email	Send Pay By Link by Email	A Secure Payment Link is Sent to the booker via Email. (Requires RMS Pay)
Property Processed	Manual (No Automation)	The property will need to manually process a payment for this reservation.

Statuses

Payment Schedule

Status	Definition
Processed	The scheduled payment has been successfully processed. The funds have been collected from the guest's saved payment method and applied to the reservation account. This is the final successful state for a scheduled payment.
Failed	The scheduled payment was attempted but was not successfully collected. Common reasons include an expired or declined card, insufficient funds, or an invalid payment token. Failed payments may need to be retried manually or a new payment method obtained from the guest.
Upcoming	The scheduled payment has a future processing date and has not yet been attempted. The payment will be automatically processed on the scheduled date. Upcoming payments can still be modified or cancelled before the processing date.
Manual	The scheduled payment has been flagged for manual processing rather than automatic collection. Manual payments require a user to initiate the payment processing from the dashboard. This status may apply when automatic processing has been disabled for a specific payment or when the payment requires manual review before collection.

Invoice Automation and Payment

Status	Definition
Upcoming	The automated invoice and payment has been scheduled but has not yet been processed. The payment will be attempted automatically on the scheduled date. Upcoming payments can be reviewed and adjusted before the processing date.
Successful	The invoice was generated and the associated payment was successfully collected from the guest's saved payment method. The funds have been applied to the reservation account. This is the final successful state for an automated invoice payment.
Failed	The invoice was generated but the associated payment could not be collected. Common reasons include an expired or declined card, insufficient funds, or a missing payment method on the reservation. Failed payments may need to be retried manually or a new payment method obtained from the guest.

Direct Debit (GoCardless)

When a Direct Debit payment is collected successfully, the payment moves through the following statuses in order:

Pending Customer Approval → Pending Submission → Submitted → Confirmed → Paid Out

At any stage during the lifecycle, a payment may also move to one of the exception statuses: Failed, Cancelled, Charged Back, or Late Failure.

Status	Definition
Pending Customer Approval	The payment has been created but requires the customer's approval before it can proceed. This typically occurs when a Direct Debit mandate requires dual authorization (for example, joint account signatories) or when the mandate has restrictions requiring explicit customer consent before collection. Once the customer approves the payment, the status moves to Pending Submission. If the customer denies approval, the payment will not proceed.
Pending Submission	The payment has been approved but has not yet been sent to the banking system for processing. The length of time a payment remains in this state depends on the charge date specified when the payment was created and the Direct Debit scheme being used. GoCardless will automatically submit the payment to the bank at the appropriate time. Payments can still be cancelled while in this status.
Submitted	The payment collection request has been sent to the customer's bank for processing. Once submitted, the payment enters the bank's clearing cycle and can no longer be cancelled. The bank will either confirm the payment was successfully collected (moving to Confirmed) or report a failure (moving to Failed).
Confirmed	The customer's bank has confirmed that the payment has been successfully debited from the customer's account. The funds have been collected and GoCardless will prepare to credit them to the registered payout account. The payment will be included in the next payout cycle, moving to Paid Out. In rare cases, a Late Failure or Charged Back may still occur after confirmation.
Paid Out	The collected funds have been credited by GoCardless to the registered bank account. Payouts are typically generated in the morning and arrive by the afternoon of the same business day. This is the final successful state of a payment.
Failed	The payment was not successfully collected from the customer's bank account. Failures are typically reported by the customer's bank one working day after the charge date. Common reasons include insufficient funds, a closed account, or an invalid mandate. A failed payment can be retried up to three times, provided an active mandate is still in place. After three retries, a new payment must be created to attempt collection again.
Cancelled	The payment has been cancelled and will not be collected. A payment can only be cancelled while it is in the Pending Submission status. Once the payment has been submitted to the bank, the payment can no longer be cancelled. If funds still need to be collected after a cancellation, a new payment must be created. If a payment has already been submitted and the funds need to be returned, a refund must be arranged after confirmation.
Charged Back	The customer has requested their money back under the Direct Debit Guarantee, and the payment has been reversed. Chargebacks can occur after a payment has been confirmed or even after the payment has been paid out. Under the Direct Debit Guarantee, customers have an automatic right to a full refund for any Direct Debit payment. If the chargeback occurs after the payment has been paid out, a deduction will be applied to the next GoCardless payout to recover the funds. The amount will appear as a negative balance on the account.
Late Failure	A payment that was previously Confirmed has subsequently failed due to a delayed failure report from the customer's bank. This is distinct from a standard failure because the bank initially confirmed the payment was collected, then later reported the payment was unsuccessful. If the late failure is reported before the payout is processed, the payment will be excluded from the payout and can be retried. If the payout has already been processed, a negative balance will appear on the GoCardless account and will be deducted from a future payout.

Quick Reference Summary

Payment Type	Status	Short Definition
Payment Schedule	Processed	Payment successfully collected and applied
	Failed	Payment attempted but not collected
	Upcoming	Scheduled for a future date, not yet attempted
	Manual	Flagged for manual processing by a user
Invoice Automation and Payment	Upcoming	Invoice payment scheduled, not yet attempted
	Successful	Invoice generated and payment collected
	Failed	Invoice generated but payment not collected
Direct Debit (GoCardless)	Pending Customer Approval	Awaiting the customer's authorization to proceed
	Pending Submission	Approved but not yet sent to the bank
	Submitted	Sent to the bank for processing
	Confirmed	Successfully debited from the customer's account
	Paid Out	Funds credited to the registered bank account
	Failed	Payment was not collected from the customer's bank
	Cancelled	Payment was cancelled before submission
	Charged Back	Customer reversed the payment under the Direct Debit Guarantee
	Late Failure	Previously confirmed payment failed due to a delayed bank report

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Overview

Video

Guide