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Payments

Use the AVA backend portal to view payment status, capture payments, and manage payment details for reservations during check-in and checkout.

How payment collection works​

  • Payments are controlled by your payment gateway settings.
  • Your hotel can collect a deposit, full payment, or both.
  • If payment collection is off, check-in will not ask for payment.
  • The AVA backend portal integrates with your payment gateway to display payment information and allow payment capture.

Viewing payment information​

Payment Summary on Reservation Cards​

When viewing reservations in card view (Check-Ins, Checkouts, or Stayovers), each reservation card displays a payment summary section showing:

  • Paid: Total amount paid for the reservation
  • Pre-auth: Pre-authorized amount (if applicable)
  • Transaction ID: Payment gateway transaction reference (with copy button)

This summary appears automatically when payment data is available for a reservation.

Payment Stages in Check-In/Out Logs​

When payment integration is enabled, the Check-In/Out Logs page displays payment stages as part of the check-in and checkout workflow:

  • Check-In Payment Stage: Shows as a badge in the check-in progress for each reservation
  • Checkout Payment Stage: Shows as a badge in the checkout progress for each reservation
  • Payment stage badges display status indicators (Pending, Completed, etc.)
note

Payment stages only appear when your payment integration is enabled and not set to "DISABLE". If disabled, check-in and checkout will not show payment stages.

Detailed Payment Information in Reservation Modal​

Click on any reservation to view detailed payment information in the reservation details modal. This modal appears when viewing reservations from:

  • Check-Ins page: Click any reservation card or table row
  • Checkouts page: Click any checkout card
  • Stayovers page: Click any stayover card
  • Calendar view: Click any reservation block
  • Check-In/Out Logs page: Click any reservation

In the reservation details modal:

  1. Scroll to the Financials section
  2. View payment details including:
    • Balance Due: Current outstanding balance
    • Deposit Payment: Details of deposit collected
    • Room Payment: Details of room charges

Each payment record shows:

  • Payment status (e.g., "Authorized", "Captured", "Pending")
  • Payment amount and currency
  • Payment method (e.g., Credit Card, Cash)
  • Payment gateway name
  • Gateway reference/transaction ID
  • Card details (brand, last 4 digits, expiration)

Payment types​

The AVA backend portal tracks two types of payments:

  1. Deposit Payment: Advance payment collected before or during check-in
  2. Room Payment: Payment for room charges and additional services

Capturing payments​

If your payment gateway supports it, you can capture authorized payments directly from the AVA backend portal:

  1. Open the reservation details modal.
  2. Scroll to the Financials section.
  3. If a payment is authorized but not captured, you'll see a Capture Payment button.
  4. Click Capture Payment.
  5. Confirm the capture action.
  6. Wait for the capture result to update.
note

Payment capture is only available for authorized payments that haven't been captured yet. Once captured, the button will no longer appear.

Payment capture results​

After capturing a payment, the AVA backend portal displays:

  • Payment captured: Yes/No status
  • Capture message: Details or error message from the payment gateway

If the capture result doesn't appear immediately, the AVA backend portal will poll for updates automatically for up to 60 seconds.

Before you collect a payment​

  1. Confirm the reservation balance in your PMS or guest folio.
  2. Check which payment method is required for this reservation.
  3. Make sure your payment gateway is connected in Settings → Essentials.
  4. Verify that payment integration is enabled and not set to "DISABLE".

If payment is blocked​

  • Verify the payment gateway is connected and active.
  • Confirm the hotel policy for deposits or full payment.
  • Ask an admin to review Settings → Essentials → Payment Gateway if needed.
  • Check that the payment integration type is not set to "DISABLE".

Payment workflow​

graph TD
    A[Guest Makes Reservation] --> B{Payment Integration Enabled?}
    B -->|No| C[Skip Payment Steps]
    B -->|Yes| D[Display Payment Stage]
    D --> E[Collect Payment via Gateway]
    E --> F{Payment Authorized?}
    F -->|Yes| G[Show Payment Details in AVA Backend Portal]
    F -->|No| H[Show Payment Error]
    G --> I{Capture Required?}
    I -->|Yes| J[Click Capture Payment Button]
    I -->|No| K[Payment Complete]
    J --> L[Confirm Capture]
    L --> M{Capture Successful?}
    M -->|Yes| K
    M -->|No| N[Show Capture Error]

See Settings → Essentials → Payments to configure the gateway and collection rules.