This article explains the function of each Receipt Type available in RMS and when each one is used.
Overview
Receipt Types determine the payment methods available when processing a Receipt on an account in RMS. Each Receipt Type serves a different purpose - some record physical payments, others record electronic transfers, and some are used for accounting adjustments only.
The Receipt Types available to staff when processing a payment are set by a System Administrator in Accounting Options. Only the types that are ticked in the Receipt Types tab will appear in the Receipt screen.
Receipt Types
The table below describes each Receipt Type, its function, and the details required when it is selected.
| Receipt Type | Function | Details Required | Use When |
|---|---|---|---|
| Cash | Records a physical cash payment. RMS calculates the change due if the tendered amount exceeds the outstanding balance. | Tendered Amount | A guest pays with physical currency. |
| Cheque | Records a payment made by bank cheque. The cheque number is captured for reference and reconciliation. The physical cheque must be banked separately - RMS records the receipt, it does not process the banking. | Cheque Number | A guest pays with a personal or bank cheque. |
| EFTPOS | Records a card payment processed through a physical EFTPOS terminal that is not integrated with RMS. The terminal processes the transaction independently; RMS records the receipt against the account. | Card Type, Transaction Fee | A guest taps or swipes a card on a standalone terminal. |
| Credit Card | Records a credit card payment where card details are entered manually in RMS rather than through a connected Payment Gateway. Used when a gateway is not available or for manually keyed card payments. | Card Type, Transaction Fee | Processing a card payment outside of a Payment Gateway. |
| Direct Credit | Records a payment received by bank transfer or electronic funds transfer (EFT). The date the funds were banked and the name of the sender are captured for reconciliation. RMS records the receipt - the bank transfer itself occurs outside RMS. | Date Banked, Drawer Name | A guest pays via online banking, direct deposit, or bank transfer. |
| Voucher | Records the redemption of a property-issued voucher or gift certificate applied as payment against a guest's account. No physical cash or card payment is made - the value of the voucher is credited to the account. | Receipt Amount | A guest presents a property-issued voucher as payment. |
| Journal | Records an accounting adjustment or book entry on the account without any actual cash or card payment being made. Used to move a balance between accounts, write off a minor amount, or make an accounting correction that does not involve a physical payment. | Journal ID, Receipt Amount | Making an accounting adjustment without a physical payment (e.g. inter-account correction, balance write-off). |
| Forex Cash | Records a cash payment received in a foreign currency and converts it to the property's base currency. Staff enter the foreign currency amount received, a currency code, and the applicable exchange rate. RMS calculates the total in the property's base currency automatically. | Received (foreign currency amount), Currency Code, Exchange Rate | A guest pays with physical currency other than the property's base currency. |
Configurable Variants
Several Receipt Types have configurable label variants that can be renamed to match the property's payment methods and terminology. These variants function identically to their base type and accept the same details. They are available to properties that process multiple versions of the same payment category.
| Base Type | Configurable Variants |
|---|---|
| Cash | Other Cash, Cash 3, Cash 4, Cash 5 |
| Cheque | Other Cheque, Cheque 3, Cheque 4, Cheque 5 |
| Direct Credit | PMS Credit, Direct Credit 3 through Direct Credit 10 |
Payment Gateway Receipt Types
When a Payment Gateway is connected to RMS, additional Receipt Types become available automatically. These allow card payments and pre-stored card tokens to be processed directly within RMS, with the gateway handling authorisation and settlement securely.
Related Articles
- Receipts in RMS - how to process a receipt on a guest account
- Accounting Options - Receipt Types Tab - how to enable Receipt Types for a property
- Receipt Type Labels - how to customise the names of Receipt Types
- Recording and Redeeming Gift Vouchers - how to use the Voucher receipt type for property-issued vouchers
- Refund - how to process a refund using a Receipt Type
Comments
0 comments
Please sign in to leave a comment.