Terms of Payment
Route: Terms of Payment (/terms)
Terms of Payment are the rules that decide when a booking's money is due and how much each instalment is — for example "30% deposit within 14 days of confirmation, balance 30 days before arrival". They generate the due dates and overdue amounts you see on the Invoices page and on bookings. You configure them under Master Data, and they are applied per booking or per agency.
Terms of Payment editor with Payment, Rebook and Cancellation tabs
Each set has a Name, a Status (draft or active), descriptive text per language, and a "Text to use if all payments are due" line for documents. Its rules are grouped into three tabs by purpose: Payment (normal instalments), Rebook, and Cancellation (fees when a booking changes or is cancelled).
Each rule (entry) has these settings:
| Setting | What it does |
|---|---|
| Value + Value Type | How much — a Percent of the price or an Absolute amount. |
| Time Unit | The offset, e.g. "14 days" or "1 month". |
| Apply to | The anchor date: Before arrival, After booking confirmation, or After Check-Out. |
| Calculate for | For absolute amounts: Per booking or Per person. |
| Exclude item types | Item types this rule ignores (Room cost, Product, Supplement, Discount, Special). |
| Minimum Amount + Currency | A floor for the instalment. |
| Ignore FOC beds | For per-person absolute amounts, skip free-of-charge beds. |
Use the up/down arrows to order rules within a tab. Order matters when one rule builds on another.
How terms drive due dates (worked example)
When a set is assigned to a booking, Gurita turns its Payment rules into dated instalments on that booking, and those due dates feed the Invoices page.
Say a set has two Payment rules: 30%, 14 days, After booking confirmation; and 70%, 30 days, Before arrival. On a €1,000 booking confirmed on 1 March for arrival on 1 June, Gurita schedules a €300 deposit due 15 March and a €700 balance due 2 May. Until the deposit is paid the booking shows €300 as Due (then Overdue once 15 March passes); after both dates pass with nothing paid, the whole €1,000 is overdue. Record the payments — by matching a transfer or adding one on the booking — and each instalment clears in turn.
A Percent rule always works off the booking's price; an Absolute rule adds a fixed amount, calculated Per booking or Per person and never dropping below its Minimum Amount. Order the rules with the arrows when a later instalment should absorb whatever the earlier ones did not cover.
Tip: keep a set in draft while you build it, then switch it to active so it can be assigned to bookings and agencies.
Who can access this: requires the Bookings (edit) permission. Configured under Master Data — see Master Data: Commerce.