💳 Payments That Just Work

Payment Architecture

Kaptio payment processing integrates gateway transactions with booking management for seamless payment collection and reconciliation.

Component Structure

Payment Gateway (KT Pay, Stripe, etc.)
├── Merchant Account (credentials)
├── Payment Methods (credit, debit, BPAY)
└── Webhook Events (transaction notifications)

Kaptio Payment System
├── Payment Schedules (what's due when)
├── Payment Rules (per booking)
├── Transactions (actual payments)
└── Reconciliation (matching to rules)

Payment Flow

1. Booking Created
   └── Payment Schedule Generated
       ├── Deposit Rule (20%, due on booking)
       ├── Progress Rule (30%, due 60 days prior)
       └── Balance Rule (50%, due 30 days prior)

2. Customer Receives Payment Link
   └── Clicks Link → Gateway Page → Enters Card → Submits

3. Gateway Processes
   └── Success → Webhook → Kaptio Transaction Created

4. Kaptio Updates
   └── Schedule Marked Paid → Status Updated → Receipt Sent

Gateway Configuration

Supported Gateways

Gateway	Regions	Key Features
KT Pay	AU, NZ	BPAY, EWay, branded pages
Stripe	Global	Cards, Apple Pay, Google Pay
First Data	US, UK	Enterprise payment processing
Custom	Any	Apex integration framework

KT Pay Setup

1. Create Payment Gateway record
2. Enter merchant credentials
3. Configure supported payment methods
4. Set callback URLs
5. Apply branding

Payment Gateway: KT Pay Production
├── Merchant ID: BUN-12345
├── API Key: ********
├── Methods: Credit Card, BPAY, EWay
└── Webhook URL: /services/apexrest/ktpay/callback

Branding Payment Pages

Customize the payment experience:

Element	Configuration
Logo	Upload to gateway settings
Colors	Primary, secondary, accent
Footer	Terms, support contact
Success Message	Custom confirmation text

Payment Schedule Configuration

Schedule Rules

Define payment timing at multiple levels:

Level	Scope	Example
Channel	Default for all bookings	20% deposit, 80% at 30 days
Package	Product-specific rules	Cruise: 30% deposit
Override	Individual booking	Custom payment plan

Rule Types

Type	Calculation	Use Case
Deposit	% of total on booking	Initial commitment
Progress	% at X days before travel	Interim payment
Balance	Remaining at X days	Final payment

Configuration Fields

Payment Schedule Configuration
├── Name: Standard Deposit Rules
├── Channel: Direct Sales
├── Rules:
│   ├── Rule 1: Deposit
│   │   ├── Type: Deposit
│   │   ├── Value: 20%
│   │   └── When: On Booking
│   ├── Rule 2: Progress
│   │   ├── Type: Progress
│   │   ├── Value: 30%
│   │   └── When: 60 days before travel
│   └── Rule 3: Balance
│       ├── Type: Balance
│       ├── Value: Remaining
│       └── When: 30 days before travel

Pay Per Passenger

Enable passenger-level payment tracking:

• Channel Setting: Enable Pay Per Passenger flag
• Schedule Generation: Creates rule per passenger
• Payment Association: Links transactions to passengers
• Reporting: Payment status per traveler

Use cases:

• Group bookings with individual payments
• Insurance premiums per passenger
• Flight supplements per person

Making Payments

From Itinerary (Internal)

Reservation consultants process payments:

1. Navigate to Itinerary → Payments tab
2. Select payment rule(s)
3. Click “Make Payment”
4. Choose method (manual or gateway)
5. Complete transaction

Via Payment Link (Customer)

Self-service payment flow:

1. Customer receives email with payment link
2. Clicks link → branded payment page
3. Enters card details
4. Submits payment
5. Receives confirmation

Via Portal (Agent/Customer)

Logged-in users:

1. Navigate to booking
2. View payment schedule
3. Select amount to pay
4. Process via saved method or new card

Transaction Management

Transaction Records

Each payment creates a Transaction record:

Field	Description
Amount	Payment value
Method	Card, BPAY, Manual
Gateway Reference	External transaction ID
Status	Success, Failed, Pending
Related Itinerary	Linked booking
Payment Rule	Which schedule item satisfied

Status Updates

Payment triggers automatic actions:

Event	Action
First payment (Quote)	Convert to Booking
Deposit received	Update schedule status
Full payment	Mark booking as Paid
Failed payment	Create follow-up task

Refund Processing

Gateway Refunds

For card payments, process through gateway:

1. Navigate to Transaction
2. Click “Refund”
3. Enter amount (full or partial)
4. Confirm → Gateway processes
5. Transaction updated with refund

Manual Refunds

For bank transfers or external refunds:

1. Create negative Transaction
2. Enter refund amount as negative
3. Link to original payment
4. Update payment schedule

Cancellation Integration

Refund calculations follow cancellation policy:

Booking Total: $5,000
Cancellation Fee (per policy): $500
Refund Due: $4,500

Paid: $1,000 (deposit)
Refund Amount: $500 ($1,000 - $500 fee)

Payment Reporting

Key Reports

Report	Purpose
Payment Schedule Aging	Outstanding balances by due date
Transaction Summary	Daily/weekly payment totals
Refund Analysis	Refund volume and reasons
Gateway Reconciliation	Match gateway to Kaptio

ERD for Reporting

Itinerary
├── Payment Schedules (what's due)
│   └── Payment Schedule Rules (individual rules)
├── Transactions (what's paid)
│   └── Payment Requests (gateway interactions)
└── Passengers (for pay-per-passenger)
    └── Passenger Payment Associations

Manual Payment Import

Bulk Import Process

For bank transfers and external payments:

Option 1: Data Import Wizard

• Requires Salesforce record IDs
• Two imports: Transactions + Associations
• Complex for non-technical users

Option 2: Dataloader.io

• Reference bookings by number
• Still requires two imports
• More user-friendly

Option 3: Custom Import Tool

• CSV upload with booking references
• Single import, automatic matching
• Recommended for volume

Import Template

BookingNumber,Amount,PaymentDate,Method,Reference
BT-2025-001,1000.00,2025-01-15,Bank Transfer,REF-12345
BT-2025-002,500.00,2025-01-15,Bank Transfer,REF-12346

Best Practices

Gateway Setup

• ✅ Test in sandbox before production
• ✅ Configure all supported payment methods
• ✅ Brand payment pages to match your site
• ✅ Set up webhook monitoring

Payment Schedules

• ✅ Define schedules before packages go live
• ✅ Consider regional payment preferences
• ✅ Test schedule calculations with edge cases
• ✅ Document override procedures

Security

• ✅ Never store card numbers in Kaptio
• ✅ Use tokenization for recurring payments
• ✅ Enable 3D Secure where available
• ✅ Comply with PCI DSS requirements

Bunnik Implementation

Payment Methods

• KT Pay: Credit cards (Visa, Mastercard)
• BPAY: Australian bank payments
• EWay: Australian card processing
• Manual: Bank transfers imported### Schedule Configuration``` Direct Channel: ├── Deposit: 20% on booking ├── Progress: None └── Balance: 80% at 60 daysAgent Channel: ├── Deposit: 10% on booking ├── Progress: 40% at 90 days └── Balance: 50% at 30 days

- Automatic status updates on payment
- Reduced manual reconciliation by 60%
- Complete audit trail for all transactions