Payment Evidence

When guests pay for an event, such as a ticketed welcome party or an excursion, the payment provider sends events: an authorization when the card is approved, a capture when the money is taken, a refund or a void when it is returned or cancelled. Each one is kept as payment evidence against the event, with the provider’s event identifier, reference, amount and time.

The Finance Coordinator verifies each piece of evidence. Only a verified capture lets a paid reservation be held, and refunds on cancellation are prepared only against verified captures.

• Evidence stored as received. The provider’s event identifier and reference stay on the record, so the same notification arriving twice is recognized.
• Verification by finance. The Finance Coordinator checks the evidence against the provider dashboard and marks it verified.
• Reconciliation at close. When an event closes, admitted guests are reconciled against verified captures.

Agree which events take payments and which provider you use. Decide who checks evidence against the provider and how often. Agree the refund policy for cancellations, and who approves a refund. Plan the connection that sends provider notifications into the payment evidence list.

A destination wedding offers guests a paid boat trip the day before the ceremony at $95 a person. A guest pays for two. The provider sends an authorization and then a capture of $190, each stored with its provider reference. The Finance Coordinator checks the capture against the provider dashboard and marks it verified. The Guest Services Coordinator then holds two places on the boat trip, with the provider receipt on the reservation.

A storm cancels the trip. The event is cancelled, the unused places are released, and refunds are prepared against each verified capture for approval. The provider’s refund evidence arrives and is verified, so the trip’s payment record shows each capture and its matching refund.

• Unverified Payment Evidence — Provider events waiting for the Finance Coordinator to check.
• Payment Evidence by Type — Authorizations, captures, refunds and voids by event, with amount and verification.

• RSVP to admission: See where a verified capture is required.
• Cancellation and reconciliation: Prepare refunds and reconcile payments when an event is cancelled.

Plan the payment connection before taking guest payments.