How to Manually Create New Transactions and Refunds

Overview

In the event that a transaction was processed through an external machine or merchant processor (so outside of Zaui), you will need to create the transaction manually and add it to the booking in Zaui Core (back office). This is necessary to balance/reconcile end of day reports such as the Cash Sheet and the Daily Register Balance.

In this article, we will cover how to manually add transactions to a reservation.

• How to manually add a credit card payment transaction to a booking
• How to manually add a credit card refund transaction to a booking
• How to manually add a credit card payment transaction to a gift certificate
• How to manually add a credit card refund transaction to a gift certificate

All changes made in Database Maintenance are permanent. Only certain user-types will have access to Database Maintenance to complete this task.

How to Manually Add a Credit Card Payment Transaction to a Booking

1. Go to Database Maintenance Settings > Database Maintenance. 
   
2. Scroll down to Create New Transaction and Select CREATE Credit Card Sale.
   
   
   
   
3.  Enter the first 4-6 digits of the credit card you processed externally.
   
   
   
   
4. Enter the Booking ID (confirmation number) to which you wish to add the transaction. In this example, here we are using 53501.
   
    
   
   
5. Enter the PNREF number.
   
6. Enter the total Amount of Transaction.
   
7. Enter the Date of Transaction.
   
8. Enter the Time of Transaction.
   
   
   
   
9. Click Commit.
   
10. The transaction will be added. If you go into the reservation now it will show as paid.
    
    
    
    
    

 For the Time of Transaction use the 24-hour clock.

How to Manually Add a Credit Card Refund Transaction to a Booking

1. Within Database Maintenance select CREATE Credit Card Refund.
   
   
   
   
2.  Enter the first 4-6 digits of the credit card number.
3. Enter the Booking ID (confirmation number) to which you wish to add the transaction.
   
4. Enter the PNREF number.
   
5. Enter the Amount of the Transaction (including tax).
   
6. Enter a Date of Transaction.
   
7. Enter a Time of Transaction.
   
8. Click Commit.
   
   
   
   
9. The refund will be added. If you go into the reservation now it will show as To Be Paid.
   
   
   
   
   

How to Manually Add a Credit Card Payment Transaction to a Gift Certificate

1. Within Database Maintenance select CREATE GC Credit Card Sale.
   
   
   
   
2. Enter the first 4-6 digits of the credit card number.
   
3. Enter the Gift Cert ID (Gift Certificate Number) to which you wish to add the transaction.
   
4. Enter the PNREF number.
   
5. Enter the Amount of the Transaction (including tax).
   
6. Enter a Date of Transaction.
   
7. Enter a Time of Transaction.
   
8. Click Commit.
   
    
   
   
9. Once you commit the transaction is added to the Gift Certificate.
   
   

How to Manually Add a Credit Card Refund Transaction to a Gift Certificate

1. Within Database Maintenance select CREATE GC Credit Card Refund.
   
   
   
   
2. Enter the first 4-6 digits of the credit card number.
   
3. Enter the Gift Cert ID (Gift Certificate Number) to which you wish to add the refund.
   
4. Enter the PNREF number.
   
5. Enter the Amount of the Transaction (including tax).
   
6. Enter a Date of Transaction.
   
7. Enter a Time of Transaction.
   
8. Click Commit.
   
   
   
   
9. Once you commit the refund is applied to the Gift Certificate.
   
   

 All of the above transactions entered in the Zaui system do NOT refund/charge the customer's credit card. They are simply entries in the system to match the external transactions.