Final settlement

After check-in the booking is COMPLETED and the Settlement tab shows what is left: an excess kilometre charge, a damage or fuel charge you add, a credit for a waived or cancelled product, and the bond. Settlement is done from the same Send for Payment as every other payment. There is no separate closing screen.

Steps

1. Open the booking’s Settlement tab. Read the UNBILLED row: it is what the final document will carry.
2. If a charge is missing, go back to the Booking tab, Edit, add the product or the quantity, Save. For damage, add the damage product with the amount agreed with the customer.
3. Click Send for Payment. Check the listed Charges and Due Now.
4. Choose the method. For a customer still at the counter, Payment Terminal. For one who has left, Stored Payment Card if a card is on file, otherwise Payment Request. For an account customer, Invoice with a Due Date. If the customer owes and refuses, Bond takes what the bond covers.
5. When the Balance on the Ledger is zero, the booking is settled.

Giving money back

When the unbilled row is negative, the customer is owed money. Send for Payment then issues a credit note, which is set against the invoices it reverses. The money itself goes back the way it came: a card payment is refunded to the card, a transfer is repaid by your accountant from the accounting system. The Ledger shows the credit note and the refund as entries.

The bond at the end

Bond Method	With nothing owing	With charges owing
Pre-authorisation	The hold is released. Nothing was ever taken from the card. If a hold is left to run out, it releases itself	Choose Bond in Send for Payment. The covered amount is taken from the card and the rest of the hold released. Anything over is billed the usual way
Payment	The bond is credited back to the customer and refunded	The charges are billed on an invoice that takes them off the bond on the same document. The remainder is refunded

A bond is never revenue and never carries GST. It does not appear in the booking’s Total.

Cancellations

A cancelled booking owes nothing except what was sold as non-refundable. Whatever was billed beyond that shows as a negative unbilled balance until a credit note gives it back. Issue it through Send for Payment the same way.

When the booking is finished

A COMPLETED booking with a zero Balance and a released bond needs nothing more from the agent. It stays COMPLETED in the console. The CLOSED status is reserved for accounting to mark a booking finally settled in the books, and no action in the console sets it today.