Charges and payments

Rental charges carry an amount, description, date, booking and their own Draft, Posted or Voided status. Finance Officer can prepare a draft and then review which charges are posted. A voided charge should not be treated as an amount owed in an account review. The booking link keeps the charge tied to the rental that produced it.

Payments carry a receipt date, amount, reference and Pending, Confirmed or Refunded status. A confirmed receipt is evidence of collection; a pending record is still waiting. Refunds need their own treatment when comparing money received with charges. Payment confirmation belongs with the provider evidence and the finance review.

Ancillary charges use the same booking link but retain their own outlet number, venue, date and status. Keep them visible beside rental charges when discussing the final account. Operations Reviewer sees the linked records during a decision; Finance Officer owns the financial preparation and reconciliation.

For a disputed amount, start from its charge number and booking link. Finance Officer can compare the posted rental charge with the outlet entry and the provider reference on the payment. If the outlet amount is Voided, it stays traceable without increasing what is owed. Operations Reviewer reads the same linked evidence for the return account decision; a Pending receipt does not resolve the difference.

• Separate charge types. Rental and outlet charges retain their source and status.
• Receipt distinction. Pending, Confirmed and Refunded payments answer different questions.
• Booking context. Each amount points back to the relevant rental.

Agree when a draft becomes posted, who may void a charge and how refunds are verified. Configure the payment provider connection and reference handling with Finance Officer. Rehearse both a fully paid return and one with an acknowledged outstanding amount. Use one linked rental to check the correction with the person who owns the next step.

A rental has a posted vehicle charge and a posted outlet charge. One receipt is Confirmed, while a second is Pending. Finance Officer compares only the confirmed amount with posted charges. The pending payment remains visible for follow-up; it is not silently counted as settled cash. Check the customer, vehicle and booking links after the change. Have the next role open the same case before the handoff is complete.

• Draft rental charges — Check descriptions and amounts before posting.
• Posted rental charges — Review amounts owed under the linked booking.
• Confirmed payments — Match collected receipts to the same booking.

• Account Review: Follow the linked booking and vehicle decisions.
• Return To Availability: Follow the linked booking and vehicle decisions.