Creating a payment link and invoice, payment notes

You can easily create invoices and payment links for guests directly from the booking. If you have Paytrail credentials and they have been entered into Moder (Settings ----> Integrations), all bookings made from the online store will come to Moder as already paid, i.e. the online store directs the guest to pay for the booking right away.

Refunds cannot be made from Moder, but must be made manually either as a bank transfer or from Paytrail's/Stripes merchant portal.

TABLE OF CONTENTS

• CREATING A PAYMENT NOTE FOR THE BOOKING
• CREATING AND SENDING A PAYTRAIL PAYMENT LINK
• CREATING AND SENDING A PDF INVOICE
• INVOICES LIST

CREATING A PAYMENT NOTE FOR THE BOOKING

The payment status next to each bookings indicates whether the booking is fully, partially or not at all paid for.

If the guest pays for the booking by e.g. card, cash or invoice so that the payment does not go through Paytrail, the payment note must be made manually for the booking:

Click to open the desired booking from either the bookings calendar or the bookings list. Click "Edit", scroll to the end of the booking and press the "Mark as paid" button.

By default, Moder makes a payment note for the payment method "Invoice". If the payment method was not an invoice but, for example, a payment card, you can change the payment method to the correct one by editing the payment note. Press the date of the payment note to open it for editing.

After opening the date of the payment note for editing, you can edit all points of the payment note: the date, the payment method (select the correct payment method from the drop-down menu) and the amount of the payment.

Please remember to press "Save" after making changes, so that the changes are saved to the booking.

If you wish, you can remove the payment note by pressing the trash can icon in the lower right corner.

CREATING AND SENDING A PAYTRAIL PAYMENT LINK

If you have Paytrail credentials, you can conveniently send the guest a payment link from the booking. When the guest pays for the booking using the Paytrail payment link, the booking is automatically recorded as paid in Moder after payment. Thus, you do not need to do manual work for payment notes.

Click to open the desired reservation from either the bookings calendar or the bookings list. Click "Edit", scroll to the end of the reservation and press the "Create invoice" button.

A view of the draft invoice will open for you. Check that all the information on the invoice is correct. You can send the payment link to the guestby pressing "Send invoice by email". In this case, the guest receives an email from the address no-reply@noreply.moder.fi, and the email contains a link to the payment link page. At the same time, the invoice is saved from the draft as a real invoice in Moder and an invoice number is created for it. If you just want to save the invoice, but don't want to send it to the guest at this point, press "Save invoice".

When the guest pays using the payment link, the reservation is automatically recorded as paid in Moder. "Online" is always entered as the payment method for the reservation when the reservation has been paid through Paytrail.

If you want to edit the invoice before sending it (for example, add invoice lines), click on "Edit", and an editing view will open for you, where you can edit all the invoice information before sending it.

When the desired modifications have been made, press "Save" and you can send the payment link by pressing the "Send invoice by email" button.

If you wish, you can edit all the information on the invoice (press "Edit" to open the invoice for editing). For example, you can easily remove or add invoice lines, edit prices, VAT rate, etc. You can also change the payment terms to your liking and add text to the invoice ("Free text before invoices items").

Kindly note, that Paytrail and Stripe don´t currently accept negative invoice rows, so if you are going to send payment link, you can´t have negative rows on the invoice.

Partial payment invoices: 

You can also split the customer's reservation, for example, into several invoices (if you don't have partial payment in use under pricing).

As an example: a customer with a 100 euro room reservation of which 50 euro is to be paid immediately, and 50 euro a month from now:

You can create two separate Paytrail invoices, and you put 0 days for the payment term on one, so the due date is today, and on the other, say 30 days, when the due date is a month from now.

You make invoices normally from the reservation under "create invoice":

CREATING AND SENDING A PDF INVOICE

Click to open the desired reservation from either the bookings calendar or the bookings list. Click "Edit", scroll to the end of the reservation and press the "Create invoice" button.

Click "Edit" to open the draft invoice for editing.

Uncheck "Payment link (paytrail)". Check the invoice information and edit if necessary. Press "Save" and then "Send invoice by email".

Please note that for PDF invoices, you must manually mark the invoice as paid in Moder when the guest has made a payment to your account. Please also make sure that you have entered the bank details in Moder (Settings ---> Company) before sending the PDF invoices. Moder automatically extracts the bank information for the invoice.

When the guesthas paid the bill to your bank account, manually make a payment entry in Moder:

• open the invoice either through the "Invoices" section or by going to the booking where invoice was made
• press the button "Mark as paid"

The payment note appears on the invoice. You can edit or delete a payment note via the pencil symbol on the right side. If the invoice is tied to a specific booking and the amount of the invoice is the same as the total amount of the booking, Moder also marks that reservation as paid.

INVOICES LIST

Through the Invoices list (Bookings calendar ----> Invoices) you can view all sent invoices and their statuses. Through the filters in the top bar, you can easily view e.g. overdue invoices. You can create a new invoice via the "Create new" button in the upper right corner.

In this example, only invoices with a status of overdue are considered. You can view and edit each invoice by clicking on the pencil symbol on the right side.

You will see "Late" statuses written in both blue and red in the "Status" column. The ones written in blue indicate that the invoice in question has a payment link sent via Paytrail. Those written in red are PDF invoices.