ALG - Payment Processing
Date: September 22, 2021
1. Payment E-mail Received
When a customer submits a payment at www.beallinclusive.net/payment, we get a notification like this.
2. Login to EMF
Credit Card information can NEVER be e-mailed, so login to EMF's secure site to access the card info submitted by customer
3. Pull up the BAI Payments quick-link
4. Click on the form, and then click on Data
5. Navigate to the appropriate entry
6. Click on Retrieve from Vault
7. Card Info will appear
8. Go to VAX VacationAccess
9. Click on Retrieve Reservations
10. Enter Reservation number
11. Once in booking, click on Add Payment
12. Enter customer's payment info
13. Return to EMF - verify payment amount before processing payment on VAX
14. Once amount is confirmed, process payment on VAX
15. Once payment is processed VAX will confirm here
16. Open TESS and retrieve booking
17. Once in the booking, open the payments tab
18. Click on Add Payment
19. Enter Payment Details
20. Be sure to record card type, last 4 of card used and expiration date in payment details
21. Confirm payment has been added in tess
22. Click on COMMUNICATION tab
23. Click on Account Activation Invite Client Portal Activation BAI - Cancellation Confirmation BAI - Deposit - No R&A BAI - Deposit Received Invoice BAI - Deposit Request BAI - Final Docs - 10 days prior to travel BAI - Final Docs - When Paid in full BAI - Final Payment (LAST CALL) BAI - Final Payment Reminder BAI - Itinerary Update BAI - Itinerary Update - Lomas Declined BAI - Itinerary Update - Payment Received BAI - Payment Past Due Notification DELETE - Cancellation Deadline Reminder - Thiess Wedding Dining Reservations Update 2 Dining Reservations Update 2 - followup Disneyland Dining FastPass Suggestions Final Payment Next Steps! Next Steps! Online Check-In Tess Invoice Tess Invoice Detail Itinerary Detail Itinerary Detail with Map Itinerary Detail with Map (copy) BAI - AIC Hotels - Limitless All Inclusive BAI - Flight Info 2nd request BAI - Flight Info Request BAI - Flight Info Request - URGENT - LAST ATTEMPT BAI - Group Change Template - Important Notice About Your Reservation BAI - Group Setup - Website Info Request BAI - Group Setup - Website Ready BAI - Post Travel E-mail BAI - Pre-Travel E-mail - Aruba BAI - Pre-Travel E-mail - General Location - Tropical BAI - Pre-Travel E-mail - Jamaica BAI - Pre-Travel E-mail - Mexico BAI - Pre-Travel E-mail - Punta Cana Check Your Passports Delete Grocery & Package Delivery Group Leader - Final Payment Reminder Group Leader - Reservations Due in Reminder Magic Bands Magic Mobile Service Memory Maker Downloads Park Pass Guide Payment Due Reminder Template - Pre-Travel E-mail - General Location - Tropical Tess Travelling email Tess Travelling email - Cruise Tess Welcome back email Thank You
24. In the drop down menu, select template - BAI Itinerary Update - Payment Received
25. Review e-mail preview on right of screen to ensure payment is reflected in the invoice e-mail
26. Click on Email Invoice
27. Click on SEND EMAIL
Be sure to send invoice update to the person who made the payment (sometimes it's a secondary guest)
28. Return to e-mail me forms and delete the appropriate payment entry you just processed
29. If reservation has been paid in full (all bookings), proceed to step 30. If it was just a regular payment and reservation is not paid in full, skip to step 34
30. Return to TESS and click on RESERVATION INFORMATION
31. Update Trip Status if applicable to "paid"
Note - do not update trip status to paid if all bookings on the trip are not paid in full.
32. Click on Save
33. If all bookings are paid in full, review future scheduled e-mails
Cancel any scheduled payment reminder e-mails if all bookings are paid in full.
