When the driver collects an additional payment, EasyTaxiOffice does not automatically create a new transaction for that payment.

The administrator must manually update the booking by either:

  • adding a new transaction; or

  • editing an existing transaction.

This article explains how to record additional payments collected by the driver using Cash or Card.

Opening the Booking Transactions

  1. Go to Bookings in the Admin panel.

  2. Find the required booking.

  3. Open the booking Actions menu.

  4. Select Transactions.

The Transactions screen shows the payment transactions currently associated with the booking.

Depending on your permissions, you can add, edit, copy or delete transactions.

Important: Driver Payments Are Not Added Automatically

If a driver collects an additional payment from the passenger, the payment is not automatically added to the booking's Transactions.

The administrator must manually record the payment.

There are two ways to do this:

  1. Add a new transaction for the additional payment.

  2. Edit an existing transaction if an appropriate transaction already exists and should be updated.

Which method you use depends on how the booking and its payments are being managed.

Adding a New Transaction

To record the driver's additional payment as a separate transaction:

  1. Open the booking's Transactions.

  2. Select Add new transaction.

  3. A new transaction will be created.

  4. Update the transaction details as required.

Check and update:

  • Name — enter a suitable description for the transaction.

  • Amount — enter the amount collected by the driver.

  • Payment method — select Cash or the appropriate Card payment method.

  • Payment charge — check whether any payment charge applies.

  • Status — set the correct transaction status.

If the driver has already collected the payment successfully, the transaction should normally be set to Paid.

Editing an Existing Transaction

Instead of creating another transaction, you can update an existing one if it represents the payment that was collected.

  1. Open Bookings > Transactions for the booking.

  2. Find the transaction you want to update.

  3. Click the relevant value.

  4. Update the required details.

You can edit:

  • Amount

  • Payment charge

  • Payment method

  • Status

Make sure the existing transaction is suitable to use before changing it. Do not overwrite a separate payment that needs to remain recorded independently.

When the Driver Takes Cash

If the passenger gives the additional payment directly to the driver in cash, the administrator must manually record it.

For example, if the driver collects an additional £10 in cash:

  1. Open the booking's Transactions.

  2. Add a new transaction, or edit an appropriate existing transaction.

  3. Enter £10 as the Amount.

  4. Set Payment method to Cash.

  5. Check the Payment charge.

  6. Set Status to Paid once you have confirmed that the driver collected the payment.

The transaction will then be included in the booking's recorded payments.

When the Driver Takes a Card Payment

If the driver collects the additional payment using a card terminal or another external card payment method, EasyTaxiOffice does not automatically know that the payment has been taken.

The administrator must manually record the payment.

For example, if the driver collects an additional £10 by card:

  1. Open the booking's Transactions.

  2. Add a new transaction, or edit an appropriate existing transaction.

  3. Enter £10 as the Amount.

  4. Select the appropriate Card payment method.

  5. Check the Payment charge.

  6. Confirm that the card payment was successful.

  7. Set the transaction Status to Paid.

Only mark the transaction as Paid after confirming that the card payment was successfully received.

Cash vs Card

The administrative process is similar for both payment types.

For Cash, the administrator manually records that the driver collected the money and selects Cash as the Payment method.

For Card, the administrator manually records the payment and selects the appropriate Card payment method.

In both cases, the payment collected by the driver does not create or update a transaction automatically.

Payment Charges

When the Payment method is changed, EasyTaxiOffice can recalculate the Payment charge based on the configuration of the selected payment method.

The charge may be:

  • a percentage of the transaction amount; or

  • a fixed amount.

The Payment charge can also change when the transaction Amount is edited.

Always review the Payment charge before completing the update.

Transaction Status

Transactions can have several statuses, including:

  • Pending — payment has not yet been confirmed.

  • Paid — payment has been successfully received.

  • Authorised — payment has been authorised but is not treated as fully paid.

  • Declined — payment was declined.

  • Refunded — payment was refunded.

  • Canceled — the transaction was canceled.

Only transactions with the Paid status are counted towards the booking's total paid amount.

A transaction that remains Pending does not reduce the booking's Total Due.

Example

A booking has an existing price of £50.

During the journey, the driver agrees an additional £10 charge with the passenger and collects the payment.

If the passenger pays £10 in cash

The administrator must manually add or update a transaction with:

  • Amount: £10

  • Payment method: Cash

  • Status: Paid

If the passenger pays £10 by card

The administrator must manually add or update a transaction with:

  • Amount: £10

  • Payment method: appropriate Card payment method

  • Status: Paid

In both cases, the driver's action does not automatically create the transaction in EasyTaxiOffice.

Important Notes

  • Additional payments taken by a driver are not automatically added as transactions.

  • The administrator must add a new transaction or manually update an existing one.

  • Always confirm the amount collected with the driver.

  • For Card payments, confirm that the payment was successful before marking it as Paid.

  • Only transactions with Status = Paid are included in the booking's total paid amount.

  • Changing the Payment method or Amount may change the Payment charge.

  • Use a separate transaction when the additional payment needs to remain clearly identifiable from the original booking payment.