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EMS Software, LLC

Working with Transactions

Working with transactions in EMS consists of entering the transaction correctly, and if needed voiding a transaction. You can:

Enter a deposit and void a deposit.

Enter a payment and void a payment.

Enter an adjustment and void an adjustment.

Enter a refund and void a refund.

The steps for entering the different types of transactions are specific to the transaction. The steps for voiding a transaction are identical, regardless of the transaction type.

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If needed, you can first search for a transaction to ensure that it has not already entered or voided. See To search for a transaction”.

To enter a deposit or damage deposit for a reservation

1. Do one of the following:

• Open the reservation in the Navigator (see Opening a reservation in the Navigator), and on the Transactions tab, click New > Payment.

• On the EMS menu bar, click Billing > Payments > Payment Entry, and then on the Payment Entries window, click New.

The Payment Entry dialog box opens.

Payment Entry dialog box

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2. Enter the deposit information.

Field

Description

Transaction Date

The default value is the current day’s date. You can edit this value if needed.

Department

Select the department.

Transaction Type

Select the transaction type—Damage Deposit, Deposit (Reservation), or Deposit (Bookings).

• A Deposit (Reservation) is best suited for reservations with one or more bookings that are to be invoiced in their entirety upon completion of the event.

• A Deposit (Bookings) is best suited for reservations with multiple bookings, for example, an event with multiple occurrences spanning several months, that is to be billed monthly. A Deposit (Bookings) allows you to spread the deposit across multiple months so that only a portion of the deposit is consumed and applied to the invoice that is generated monthly. In this scenario, a large deposit that is entered as Deposit (Reservation) would be consumed in its entirety by the first invoice that is generated.

Payment Type

Select the payment type.

Check No.

Enter a check number if you selected “Check” as the payment Type.

Amount

Enter the amount of the deposit.

Currency

Select the currency for the deposit.

Reservation No.

Automatically populated if you opened the Payment Entry dialog box from the Transaction tab in the Navigator; otherwise, enter a reservation number or click the Search icon emsum_Billing_image021.png to open the Reservations window and search for a reservation.

Invoice No.

N/A as deposits are applied before an invoice is generated. The invoicing process totals the charges for the specified date range, consumes any applied reservation deposits, and results in a net balance due for the invoice. The invoicing process does not consume any Damage deposits.

Notes

Optional. Enter any other comments or statements that explain or clarify the deposit.

3. Click OK. The Payment Entry dialog box closes. The transaction information is displayed on the Transactions tab for the reservation.

To enter a payment or pre-payment

1. Do one of the following:

• Open the reservation in the Navigator (see Opening a reservation in the Navigator), and on the Transactions tab, click New > Payment.

• On the EMS menu bar, click Billing > Payments > Payment Entry, and then on the Payment Entries window, click New.

The Payment Entry dialog box opens.

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2. Enter the payment information.

Field

Description

Transaction Date

The default value is the current day’s date. You can edit this value if needed.

Department

Select the department.

Transaction Type

Select the transaction type—Payment or Pre-payment.

Note: Remember that pre-payments act just like deposits in that they are applied to a reservation and are applied to an invoice reducing the balance due. Payments are applied to an invoice.

Payment Type

Select the payment type.

Check No.

Enter a check number if you selected “Check” as the payment Type.

Amount

Enter the amount of the payment.

Currency

Select the currency for the payment.

Reservation No.

• If you selected Payment as the Transaction Type, then this field is not available as payments are applied against invoices, not reservations.

• If you selected Pre-payment as the transaction type, then the field is automatically populated if you opened the Payment Entry dialog box from the Transaction tab in the Navigator; otherwise, you must enter a reservation number or click the Search icon emsum_Billing_image023.png to open the Reservations window and search for a reservation.

Invoice No.

• If you selected Pre-payment as the Transaction Type, then this field is not available as pre-payments are applied before an invoice is generated.

• If you selected Payment as the Transaction Type, then you must enter an invoice number in this field, or click the Search icon emsum_Billing_image023.png to open the Invoices window and search for an invoice.

Notes

Optional. Enter any other comments or statements that explain or clarify the payment.

3. Click OK. The Payment Entry dialog box closes. The transaction information is displayed on the Transactions tab for the reservation.

To enter an adjustment for an invoice

1. Do one of the following:

• Open the reservation in the Navigator (see Opening a reservation in the Navigator), and on the Transactions tab, click New > Payment.

• On the EMS menu bar, click Billing > Payments > Payment Entry, and then on the Payment Entries window, click New.

The Payment Entry dialog box opens.

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2. Enter the adjustment information.

Field

Description

Transaction Date

The default value is the current day’s date. You can edit this value if needed.

Department

Select the department.

Transaction Type

Select the transaction type—Adjustment.

Payment Type

Select the payment type.

Check No.

Enter a check number if you selected “Check” for the payment type.

Amount

Enter the amount of the adjustment. To decrease the invoice by the indicated amount, enter a minus sign (-) before or after the amount.

Currency

Select the currency for the adjustment.

Reservation No.

N/A as adjustments are applied to invoices.

Invoice No.

You must enter an invoice number or click the Search icon emsum_Billing_image023.png to open the Invoices window and search for an invoice

Notes

Optional. Enter any other comments or statements that explain or clarify the adjustment.

3. Click OK. The Payment Entry dialog box closes. The transaction information is displayed on the Transactions tab for the reservation.

To enter a refund

1. Do one of the following:

• Open the reservation in the Navigator (see Opening a reservation in the Navigator), and on the Transactions tab, click New > Payment.

• On the EMS menu bar, click Billing > Payments > Payment Entry, and then on the Payment Entries window, click New.

The Payment Entry dialog box opens.

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2. Enter the refund information.

Field

Description

Transaction Date

The default value is the current day’s date. You can edit this value if needed.

Department

Select the department.

Transaction Type

Select the transaction type—Refund.

Payment Type

Select the payment type.

Check No.

Enter a check number if you selected “Check” as the payment type.

Amount

Enter the amount of the refund.

Currency

Select the currency for the refund.

Reservation No.

N/A as refunds are applied to invoices.

Invoice No.

You must enter an invoice number or click the Search icon emsum_Billing_image023.png to open the Invoices window and search for an invoice

Notes

Optional. Enter any other comments or statements that explain or clarify the refund.

3. Click OK. The Payment Entry dialog box closes. The transaction information is displayed on the Transactions tab for the reservation.

To void a transaction

You can void a transaction for a reservation from the Transactions tab, or you can void a transaction from the Payment Entries window.

To void a transaction from the Transactions tab

1. Open the reservation in the Navigator. (See Opening a reservation in the Navigator”.)

2. Open the Transactions tab, and on the Transactions tab, select the transaction that is to be voided (CTRL-click to select multiple transactions), and then click Void. A Void Reason dialog box opens.

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3. Enter the reason for voiding the transactions, and then click OK. The Void Reason dialog box closes and a message opens indicating that the transaction has been voided.

4. Click OK. The Void Transaction message closes. The Void column is set to Yes for each of the voided transactions in the Navigator.

To void a transaction from the Payment Entries window

1. On the EMS menu bar, click Billing > Payments > Payment Entry. The Payment Entries window opens. This window lists all transactions (voided and
non-voided) that were ever made in your EMS system for a selected department on a selected date.

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2. Select the date (the default value is the current day’s date) and the department for which you are voiding the transaction. The Payment Entries window is updated with the list of payments that meet the date and department criteria.

3. Select the transaction that is to be voided, and then click Edit. The Payment Entry dialog box opens. This window details specific information for the selected transaction. 

4. Click Void, and, then in the Void Comment field, enter a reason for voiding the transaction.

5. Click OK. The Payment Entry dialog box closes. You return to the Payment Entries window. The Void column is set to Yes for the voided transaction.