Help / Payments
Record a payment made outside CloudCape
Log a cheque, bank transfer or other payment so the trip's balance stays right, and record costs you paid suppliers.
Who can do this: Owner, staff, admin and agent roles.
Steps
- Open the trip's Payments tab and find "Record a payment made outside RJ".
- Enter "How it was paid (label)", for example Mercury ACH or Check. Use a label only, never an account number.
- Enter the "Amount", "Currency" and "Date received", plus an optional "Reference (optional)".
- If it settles a particular request, pick it under "Pays request (optional)".
- Choose "Record payment".
- To record what you paid a supplier, use "Add a cost I paid" under "Costs I paid": enter the Supplier, Amount, Currency, Date paid, a label for how you paid, and optionally the price line.
What you will see
- The Balance panel shows Trip total, Paid, Balance due and Asked, not yet paid. Paid is Stripe payments plus those recorded outside.
- A request that is fully covered becomes Paid. Removing the outside payment reopens it.
- "Cost vs sell" compares each price line's sell price with its planned cost and what you actually paid.
Common problems
"That looks like a card or account number."
Labels with 8 or more digits are refused. Type a short label such as Amex.
"That request is in USD; record the payment in USD."
A payment against a request must be in the request's currency.
Some entries are not counted in the balance.
The Balance panel notes how many entries are in another currency and are not counted. There are no exchange rates.
How do I mark a schedule row paid?
On the Booking tab, choose "Mark paid" on the row, enter the total paid on that row and a method. It stores the amount above Stripe's part as one outside payment. Entering 0 clears them.
Related
This article describes CloudCape as it works today. If your screen differs, get in touch.
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