Charges and payments

Rental charges record a description, charge date and amount against a booking. The Finance Officer can distinguish Draft work from Posted charges and Voided corrections. Add-on charges use the same financial states but identify the named service separately. The shared booking reference makes it possible to review the entire account for one customer rental without treating every line as a payment.

Payments carry the received date, amount and external reference. Pending, Confirmed and Refunded are different states. A pending local record does not establish that money was received. Finance Officer checks provider confirmation before marking a payment Confirmed and keeps a refund visible as a refund rather than deleting the receipt. At return, confirmed receipts are compared with approved charges; an outstanding account needs an explicit acknowledgement.

• Prepare. Record rental and add-on amounts as draft charges against the booking that generated them.
• Review. Check the charge description, amount and related booking before posting or voiding a line.
• Reconcile. Compare posted charges with confirmed payments and retain the received date and reference for each receipt.

Set who may prepare charges, who may post or void them and what evidence accompanies a correction. A revised draft should receive review before it changes the customer account. Decide how the rental daily rate and duration translate into the charge amount; keep the agreed booking rate available for that check. Confirm which payment provider supplies the external reference and how its events are matched to a booking. A repeated provider event should not create a second confirmed receipt.

The desk and finance team should also agree what happens when a unit is returned with money still due. The return can proceed only after Finance Officer has either reconciled the account or acknowledged the outstanding amount under the operating policy. Neither action should silently promote a Pending payment.

A customer rents a unit and adds a training session. The rental charge and the training charge both point to the same booking, but each retains its own description or service name and amount. Finance Officer reviews and posts the eligible lines. A payment appears with a provider reference, initially Pending. Once the provider confirms it, Finance Officer records it as Confirmed and compares the amount with posted charges. If a charge was entered in error, the team voids that charge with a clear reason in its operating record. If a payment is refunded, its Refunded state remains visible in the receipt history.

At return, the account review uses the actual confirmed money and posted charges. The unit handoff and money movement stay distinguishable for the people resolving a customer question.

• Draft Rental Charges — Rental amounts awaiting review before they affect the account.
• Confirmed Payments — Received amounts and references that Finance Officer can reconcile to bookings.

See account review and pickup and return.