Split Payments to Settle Pantry Receipts

Stay is enhanced to allow users to spit payments by using multiple payment methods when making payments to settle charges, incurred on pantry items, posted to a reservation or default house account.

Feature Setting

Name: Split Payments in Pantry
Value: Must be enabled
Comments: License is required

Split Payments for Charges Posted to Default House Account

Users can settle the pantry charges posted to the default house account using multiple payment methods by selecting the pantry item, clicking on the Pay Now option, and selecting the default house account option as the Destination on the Pantry screen. When selected the following new fields are displayed:

Field	Description
Payments Split	This is a mandatory single select drop-down list that allows users to select the number of payments. When a charge is split, it can be divided to a maximum of five payments. By default, 1 is selected.
Split-By	Allows users to split payments based on the following options: Items: When selected, users can split payments by choosing one or more pantry items and making payments for the selected items. The items selected in payment method 1 cannot be selected in payment method 2. Amount: When selected, users can enter any amount and make payments. By default, based on the number of payments, the amount is split equally. In case the amount cannot be split equally, the last payment is adjusted to match the payment amount. When the amount exceeds the total amount, the following message is displayed: Exceeds total amount. When user enters a negative amount, the following message is displayed: Amount should be in positive.

Field

Description

Payments Split

This is a mandatory single select drop-down list that allows users to select the number of payments. When a charge is split, it can be divided to a maximum of five payments. By default, 1 is selected.

Split-By

Allows users to split payments based on the following options:

Items: When selected, users can split payments by choosing one or more pantry items and making payments for the selected items. The items selected in payment method 1 cannot be selected in payment method 2.
Amount: When selected, users can enter any amount and make payments. By default, based on the number of payments, the amount is split equally. In case the amount cannot be split equally, the last payment is adjusted to match the payment amount.
When the amount exceeds the total amount, the following message is displayed: Exceeds total amount. When user enters a negative amount, the following message is displayed: Amount should be in positive.

Once the number of payments and the split-by option is selected, the following fields are displayed:

Field	Description
Payment Type	Displays the number of payments selected. For example, if the number of payments is selected as 2, two drop-down lists, Payment 1, Payment 2, are displayed with all the payment methods configured in the property except gift card payments. Users can select a payment method for each payment.
Pantry Items	Allows users to select the pantry items for which the payment must be made. Users can select one or more pantry items to make payments. The items are displayed along with their price. When the Split by Item option is selected, the selected pantry items cannot be deleted by the users. When the Split by Amount option is selected, users can delete any of the selected items and the system automatically recalculates the new amount and splits it to the number of payments. The pantry items selected for one payment is greyed out and cannot be selected in another payment.
Total	Displays the total amount for which the payment must be made for the selected items, inclusive of tax. The total amount is displayed for each payment. The total amount cannot be modified when the Split by Item option is selected. The total amount can be modified when the Split by Amount option is selected.
Comments	This text box allows users to enter comments for each payment. This is an optional field. A maximum of 500 characters can be entered in this field.
Reference Number	This text box allows users to enter a reference number for each payment. The field is mandatory if the Require Reference Number option is enabled for the payment method.
Authentication for Cash Payment Class	If a payment method belonging to the Cash or Check payment class is selected, users are prompted to enter the username and password for authentication.

When users enter the required details and click the Confirm button, the Process Split Payments screen appears. This screen displays the list of payment methods and the amount entered for each payment method on the Pantry screen.

A Collect button is provided for the cash and check payment methods. When clicked, the payment amount is collected.
A Process button is provided for the credit card payment method. When clicked, the request is sent to the payment device and the payment is collected. The processed payments are posted to the pantry receipt as individual line items.

When users close the Process Split Payments screen before all the payments are collected, the unprocessed payments remain as they are. The Done button is enabled when at least one payment is processed. When clicked, the Process Split Payments screen closes, and the unprocessed payments remain as they are. When users click Close or Done before all the payments are collected, the following message is displayed: All payments have not been processed. Click Yes to proceed. Charges will be posted to the House Account.

When the Process Split Payments screen is closed, users are navigated back to the Pantry screen where the message, The transaction has been processed, is displayed and the following options are available for selection:

Continue Shopping - redirects users to the Pantry screen.
Print Itemized Receipt - allows users to print the receipt that displays all pantry items and payments posted.

Split Payments for Charges Posted to Reservations

Users can choose to settle the pantry charges posted to a reservation by selecting the Reservation option as the Destination in the Pantry screen (Front Desk ➜ Pantry) after the pantry items are selected. When selected, users can search for the reservation in the search box. Once the reservation is selected, users can select the number of payments and the split-by options as mentioned in the previous section and process the payments. All the payment methods associated with the reservation are available for selection. Users can choose preferred payment method to make payments.

Users can also settle the pantry charges posted to a reservation from the folios section on the Reservation screen by clicking on More ➜ Pantry. The current reservation is selected by default on the Pantry screen. Users cannot select any other reservation. All the payment methods associated with the reservation are available for selection. Users can choose the existing payment method or a new payment method and process the payments for the reservation as mentioned.

All the payment methods used for making payments for the pantry items posted to various accounts using the Split By - Amount option is displayed in the Pantry Postings Report (Dynamic) separated by a comma.

Refund Multiple Payments When Adjusting Pantry Items

Users can choose to refund the payments made for pantry items that are posted to house accounts and reservations. If the Split Payments in Pantry feature setting is enabled and if the payments are made using multiple payment methods, all the payment methods are displayed in the drop-down list when the Refund checkbox is enabled in the Adjust Charge screen. Once the payment methods are selected, the following columns are displayed:

Column	Description
Payment Method	Displays the selected payment methods. For credit card payment methods, the name of the issuer followed by the last 4 digits of the credit card is displayed.
Payment	This is a non-editable field that displays the amount paid using that payment method.
Refund	Displays the amount to be refunded using that payment method. By default, the amount paid using the payment method is pre-filled. Users can modify this amount if required. When users enter an amount greater than the amount paid, the message, Exceeds actual refund amount, is displayed. When users enter a negative amount or any special characters, the message, Enter a positive number, is displayed. Users can process refunds for an amount that is greater than 0 and lesser than or equal to the amount for which payment was made using that payment method.
Total	Displays the total amount to be refunded across all the selected payment methods. This field cannot be modified.

The refunds are processed successfully when users click Save and the record for the refund is created in the respective folios.

To support this enhancement the following changes have been made to the Pantry screen that appears when users select the items and click the Pay Now option:

A new section, Destination, is added that has two options: Default House Account (mapped in the pantry setup), and Reservation.
- When Reservation is selected, a search text box and the Include Closed Accounts filter is enabled that allows users to search for a reservation in Reserved or Inhouse status or in Departed, Cancelled/ No show status.
A new single-select drop-down list, Payments Split, has been added that allows users to select the number of payments to be made.
Two Split-By options, Items, and, Amount, have been added that allows users to split payments based on the pantry items or the amount.