Record only money the hotel has actually received. The booking total and tax snapshot remain immutable; the payment ledger records the settlement separately.
Record payment
- Open Hotel Booking → Bookings and open the booking detail.
- Compare Payment Status, Paid, Balance and the latest payment history with the receipt.
- Select Record Payment.
- Enter the received amount, method and a concise operational note.
- Submit once and wait for the success or validation notice.
- Reload the detail and verify the updated ledger-derived payment status.
Never record a payment for a pending gateway attempt. For Stripe, PayPal or WooCommerce, wait for the provider’s verified result and let the online payment workflow update the ledger.
Save an internal note
- In the same detail view, find Internal Note.
- Enter information needed by hotel staff, not payment-card or identity secrets.
- Select Save Internal Note.
- Confirm the note is visible only to staff and the activity timeline records the update.
Verify and recover
The amount paid cannot exceed the saved total, and a refund cannot exceed the settled ledger. If the form fails or the browser times out, reload before submitting again and check whether the payment already exists. Keep the receipt and booking code in the site’s approved records; do not edit totals directly.