Monitor all booking transactions
The Payment Breakdown section in each booking allows you to record and review all financial movements — payments, refunds, and deposits — whether pending or completed. With this tool, you gain a complete overview and can take action instantly without leaving the system.
If you have Avantio Payments activated, you can also access multiple online payment methods (credit card, iDEAL, Google Pay, Apple Pay, etc.), and directly from the breakdown, you can easily process payments, refunds, holds, and releases.
Thanks to the multi-card functionality, you can link several cards to the same booking and use them as needed.
Access all payment details in your bookings
Go to VRMS → Bookings → Booking list.
Click the Full view
icon to open the booking record.Navigate to the Payment breakdown section.
Each payment displays:
Date
Amount
Status: pending, charged by the portal, paid, or failed
Payment method: bank transfer, credit card, cash, or PayPal
Type: automatic or manual, depending on your Avantio Payments configuration
In the Notes icon
, you can add internal comments related to each payment.
Managing deposits
This section also allows you to manage deposits, either as a payment or a card hold, depending on your configuration.
Available details include date, amount, payment method, and deposit type.
Cards linked to the booking
By clicking View cards, you open a panel showing all cards linked to the booking (physical and virtual).
Add card: allows you to manually enter card data in a secure form.
Request card: sends an email to the guest to securely enter their card details.
The most recently added card will be used by default, but all tokenized cards remain available.
Card identification and validity
Physical (blue): the guest’s actual card, valid for any charges. Active from tokenization until expiry, or up to 30 days after check-out.
Virtual or VVC (yellow): prepaid cards from Booking.com or Expedia, limited to the booking amount (accommodation + cleaning). Valid from the activation date until 30 days after check-out.
When the card can no longer process payments, the system automatically displays a warning:
Card not available — You cannot operate because more than 30 days have passed since check-out.
Available actions on cards
When you click View card and select one, the three-dot menu gives access to:
Validate card (for clients using the SysPay payment platform).
Report card as invalid for Booking.com reservations.
View card: available only if you don’t have an integrated payment platform. In this case, the system redirects to Receptio by SysPay to view full card details.
In these cases, the card will appear only as tokenized in the list and payment methods, without allowing payments, transactions, or automation within the system.
Available actions in the Payment Breakdown
Add a payment
Click Add payment.
A new editable row will appear where you can select the payment method.
All tokenized cards linked to the booking will be available in the dropdown list.
Once saved, the row will automatically sort by date (from earliest to latest).
Add a manual refund
Switch to edit mode.
Click the three-dot menu
(top-right corner).Select Add manual refund.
A new editable row for the refund will appear.
Attention to detail
In the payment method dropdown, saved cards will not appear because refunds must always be processed from the original payment line.
This means that to issue a refund, you must process it directly on the specific payment and card used for the original transaction. This ensures that every refund is linked to the correct payment, not generically to any card in the booking.
With Avantio Payments, refunds cannot be scheduled — they must be executed immediately.
Where can I view the payment history?
In edit mode, click the three-dot menu (top-right corner) and select View history.
A pop-up window will open with two tabs: Payments and Deposits, where you can review all movements, actions performed, and emails associated with the booking’s transactions.
How to manage the deposit
Deposit management depends on the payment method used:
Methods other than credit card: the payment line can be edited freely.
Credit card:
If the payment is pending, the line can be edited.
If the payment has already been processed, it cannot be edited or canceled for security reasons.
Add a refund or release of the deposit
If the deposit is managed via credit card and you have an integrated Avantio Payments platform, you can, in edit mode, choose to:
Charge or refund the deposit, or
Charge or release the deposit.
This gives you full control over the amount held for the booking according to your needs.
How to process a refund due to booking cancellation
Refund management depends on whether the cancellation is manual or automatic.
Manual booking cancellation
To cancel a booking manually in the VRMS:
From the booking list, click Full view to open the booking record.
In the record, click Cancel.
A pop-up will appear with the available refund options:
Full refund
Credit card payments: a refund line is generated for each existing payment.
Offline payments (transfer, cash, etc.): all payments are grouped into a single pending refund.
Partial refund
Credit card payments: refunds are processed in reverse order (from last to first) until the refund amount is reached.
Offline payments: if online refunds don’t cover the full amount, the system automatically generates a pending refund for the remaining balance.
Payment method selector
If there is any card payment, this option will appear by default.
If you select an offline method, a pending offline refund will be added.
Automatic cancellation
If the booking is canceled via a portal, refund lines will be automatically generated according to the applicable penalty.
All pending payments will be automatically canceled.
Frequently asked questions
What happens if the card can no longer process charges?
What happens if the card can no longer process charges?
The system automatically notifies you when the card becomes unavailable for transactions.
Can I edit a processed credit card payment?
Can I edit a processed credit card payment?
No. For security reasons, processed credit card payments cannot be modified or canceled from the breakdown.
Which card is applied by default?
Which card is applied by default?
The last added card is always used by default, though you can use any of the tokenized ones.
Can refunds be scheduled?
Can refunds be scheduled?
No. Card refunds must be executed immediately.
Why can’t I request a credit card from the guest?
Why can’t I request a credit card from the guest?
The system only allows you to request a credit card from the guest when there are pending payments whose payment method is registered as credit card.