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Equipment: Paying for a booking, issuing refunds, and viewing charges

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When an equipment booking has a fee, patrons will be able to pay for their bookings online via credit card. If a patron is unable or forgot to pay online, LibCal also provides staff with a way to record in-person payments. Should a booking be canceled, LibCal will automatically initiate a refund for any payments made via credit card.

In addition, LibCal keeps track of all payments and refunds for each equipment booking, with each including a link directly to your payment processor for more detailed information. These records can be viewed directly within each booking's details, as well as via the Admin > Billing > Charges page.

Before you begin: if you have not yet set up billing for your LibCal system, please see Configuring your LibCal billing and payments settings.

Pay online with a credit card

LibCal makes it easy for patrons to pay for their bookings online using a credit card. After a booking is confirmed or approved, patrons will be given the option to pay right from the booking confirmation page. They'll also receive email notifications including a payment link, as well, in case they prefer to pay later.

If the user was provided with a coupon/discount code, they can enter it on the payment screen.

Click on the panels below to learn more about credit card payments.

Important: Each payment processor (i.e. Stripe or Braintree) charges different transaction fees for things like handling payments and issuing refunds. These fees are part of the merchant agreement each library will have to agree to with their chosen payment processor. Please note that:

  • Springshare does not collect any fees. Inquiries about charges, refunds, and transaction fees should be directed to your payment processor, accordingly.
  • Springshare has no direct contact with credit card information during the payment process. All of the actual payment information passes directly from the payment page to the payment processor.
  • Only one payment processor can be used to collect payments at a time. Once you start collecting payments, your settings will be locked in and you will not be able to switch between payment processors. Please contact the Springy Support team if you need to change these settings.

When a user submits their booking, the confirmation page will display the Pay via credit card button. When a user clicks this button, a secure form will display that allows them to submit a credit card payment using your chosen payment processor (i.e. Stripe or Braintree). If their payment was successful, a confirmation message will appear on screen and an email receipt will be sent containing their transaction ID (this uses the Online Payment Receipt email template for your location).

Please note that the default Confirmed / Mediated Tentative / Verified email template also includes a payment link. If a user forgets to click the Pay via credit card button after submitting their booking, this will allow them to still pay by credit card at a later time.

The Pay via Credit Card button on the equipment booking confirmation page

If a booking requires mediation or two-step verification, users will not be prompted to pay after submitting their bookings. Instead, once their booking has been approved or verified, their confirmation email will contain a link they can click to pay for their booking online (using the Mediation Approved and Confirmed / Mediated Tentative / Verified email templates, respectively).

The online payment link in a Mediated Approved email

Credit card payments cannot be entered by staff when adding a new or recurring booking from the Equipment > Booking Grid & Availability page. However, if you choose the option to send the user a confirmation email, it will contain a link to the secure payment page, allowing the patron can pay via credit card.

The Send Confirmation Email to User checkbox

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Record an in-person payment

If a patron is unable to pay for their booking online or you have not connected LibCal to a payment processor, you can still record that their booking was paid in person. That way, if a patron brings cash or a check to the library, you can ensure that your LibCal billing records are up-to-date. When an in-person payment is recorded, no transaction will be created with your chosen payment processor. Click on the panels below to learn more about in-person payments.

  1. Log into LibCal and click on Equipment in the LibCal navigation bar.
  2. Under the Booking Grid & Availability tab, locate and click on the booking for which you want to record a payment.
    • Bookings with outstanding charges will have a status of Confirmed (Payment Pending) or Mediated Approved (Payment Pending), which will have a purple background by default.

A booking slot with a payment pending status

  1. In the Booking Details panel that appears, click on the  Accept In-Person Payment button.

The Accept In-Person Payment button

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept In-Person Payment window

If a patron has come to check out a booked item, but have not yet paid for it, staff will be unable to process the check out until an in-person payment has been recorded. Here's how:

  1. Log into LibCal and click on Equipment in the LibCal navigation bar.
  2. Click on the Check Out tab and locate the booking for which you want to record a payment.
    1. The item will display an alert message in place of the Mark Item for Checkout option. This will prevent staff from accidentally checking out the item before payment is collected.
  3. Click on the booking's cost to begin the in-person payment process.

A booked item's cost link under the Check Out tab

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept In-Person Payment window

  1. You can then return to the Check Out tab to check out the item to the user.

An item updated as paid and ready for checkout

  1. Log into LibCal and go to Admin > Billing.
  2. Under the Charges tab, locate the charge for which you want to record a payment and click on its checkmark () icon in the Actions column.
    1. You can filter the list of charges by source (event or booking), date, or status.
    2. All unpaid charges will be listed with a status of Outstanding.
    3. The table of charges can be searched by email, date, booking ID, and amount.
    4. Clicking on the link in the Source column will display the booking or event registration's details.

Options under the Charges tab

  1. In the Accept In-Person Payment window, you'll see details for the registration.
  2. If you would like to edit the amount due, click on the Edit link next to the Total Cost. In the text field that appears, enter the new amount and click the Set button to apply it.
    • When the cost has been edited, "(overridden)" will be displayed next to the paid amount under Admin > Billing > Charges
    • The charge's billing details will display both the revised and original costs for your records. 
  3. Use the text box below the Booking Details box to add optional notes with this payment.
  4. Check the Send Email to notify user checkbox to have an email set to the user to confirm their payment.
  5. To apply a discount code to the amount due, enter a valid code in the Apply a discount code field and click the Apply. (Admin users can view/manage your system's discount codes under Admin > Billing > Coupons/Discount Codes.)
  6. Click on the Accept Payment button. This will update the status of the charge to Paid.

The Accept Payment button

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Refund canceled bookings

When a booking is canceled but has already been paid, LibCal will automatically initiate a refund.

  • Credit card payments that have already posted will be refunded by your payment processor.
  • Credit card payments that have not yet posted (i.e. within minutes or hours after payment) may instead be voided by your payment processor.
  • In-person payments will be updated to a status of "Refund Due", and once the refund has been made, you can update the charge to "Refunded" from the Admin > Billing page.
    • You can also select the option on the Cancel Entire Booking modal (see screenshot below) to update the charge to "Refunded" immediately upon cancelation.

Please note that the exact refund process may vary by payment processor so please contact them directly for details.

Please also note if a booking that contains multiple items is canceled, refunds cannot be issued for individual items. The entire booking, and all of the items within it, are canceled to ensure that billing charges for the entire booking are refunded at once.

If a booking is canceled by the patron using the link provided in their confirmation email, LibCal will indicate that a refund has been issued on the cancelation confirmation page. The text of this message can be customized in your LibCal language options, under Custom Language > Billing.

Booking canceled messages indicating a refund was issued

If a booking is canceled by a staff user and the patron paid in-person, they will have the opportunity to indicate that the payment for the booking has been refunded upon cancellation. When that option is selected, the status of the charge will be set to "Refunded." Otherwise, the status of the charge will be set to "Refund Due" and you will need to coordinate the refund -- and update the status of the charge from Admin > Billing.

Screenshot of the Cancel Entire Booking window

Refunding an in-person payment

When a booking that was paid for in-person is cancelled, the status of the charge for that booking will be set to "Refund Due" (unless the booking was cancelled by a staff user and they selected the above-mentioned option for refunding the payment immediately). You can update the status of the charge to "Refunded" (after issuing the refund to the patron) from the Admin > Billing > Charges page by clicking the Issue Refund ( icon) in the Actions column.

Issuing a refund for an in-person payment from the Billing Charges page

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View the status of payments and refunds

Each payment and refund initiated by LibCal will include a link to the corresponding transaction with your payment processor. This makes it easy for you to check on the exact posting status and date of each transaction with your payment processor. Click on the panels below to learn more about viewing payment and refund information.

  1. Log into LibCal and click on Equipment in the LibCal navigation bar.
  2. Under the Booking Grid & Availability tab, locate and click on the booking for which you want to record a payment.
  3. ​In the Booking Details panel that appears, click on the Paid or Refunded link next to the Total Cost.
  4. This will display the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Paid link in the Booking Details panel

  1. Log into LibCal go to Equipment > Booking Explorer.
  2. When you've located the booking you want to view, click on its Booking ID.

The Booking ID column of the Booking Explorer table

  1. ​In the Booking Details window that appears, click on the Paid or Refunded link next to the Total Cost.
  2. This will display the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Booking Details modal showing transaction details

  1. Log into LibCal and go to Admin > Billing.
  2. Under the Charges tab, use the filters at the top of the page to display for transactions with a status of Paid or Refunded.
    1. The table of charges can be searched by email, date, booking ID, and amount.
    2. Clicking on the link in the Source column will display the booking's details.
  3. Locate the charge for which you want to record a payment and click on its Status.

The Charges tab displaying an equipment booking

  1. ​In the Booking Payment Details window that appears, the Payment Details box will list the time stamp of the transactions, along with a link to view the transaction details in your payment processor's site.

The Payment Details for an equipment booking

Print a receipt

After a booking has been paid for, the Booking Payment Details window on the Billing Charges page will include a Receipt button that can be clicked on to generate a printable receipt. The receipt will include details for the event, cost of the booking, and payment confirmation.

The Booking Payment Details window highlighting the Receipt button

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