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How to Process Advance Deposits Using RoomKeyPMS Payments

The following article outlines how to use RoomKeyPMS Payments to process an advance deposit payment before the guest arrives. In this situation, the credit card is not present and the transaction is processed without using the credit card terminal.

Supported payment types: Credit Card Transactions only (Visa, MasterCard, American Express, Discover, Diners and JCB. No Debit or Gift Card currently)

Click below to view step-by-step instructions

To process a credit card payment during the reservation process
  • Create a new reservation
  • Within the Guest Info tab, uncheck the Use Terminal checkbox located in the Payment method section

Note that the Post Deposit checkbox is checked and the amount of the advance deposit being processed appears in the Amount field.

  • Select OK to complete the reservation
  • The TranSafe payment processing window will appear, allowing the user to review the payment details and enter the credit card CVV2 code (not mandatory)
  • Select Post
  • A Confirmation window will appear asking the user: Is the Card Present? Select No to proceed 
  • Once the payment has been processed, an TranSafe window will appear with an Approved message including the following:
    • Auth Code: Authorization Code
    • Transaction ID: TTID used to locate this transaction record in TranSafe
    • Reference #: same as the Transaction ID
    • Card Type: confirmation of the type of credit card used in this payment processing
  • Select Close to complete the process; if the Print Receipt checkbox is enabled, a receipt will be printed
To process a credit card payment before guest arrival
  • Locate the guest reservation in the Arrivals screen, Reservations screen, or by using the Search/Advanced Search tools
  • Select Post Payment, a Payments window will appear
    • The PmtCode, Number, Expiry date, and Card Holder fields will be pre-populated with the guest credit card information used to book the reservation
  • Uncheck the Use Terminal checkbox
  • The TranSafe payment processing window will appear, allowing the user to review the payment details and enter the credit card CVV2 code (not mandatory)
  • Select Post
  • Once the payment has been processed, an TranSafe window will appear with an Approved message including the following:
    • Auth Code: Authorization Code
    • Transaction ID: TTID used to locate this transaction record in TranSafe
    • Reference #: same as the Transaction ID
    • Card Type: confirmation of the type of credit card used in this payment processing
  • Select Close to complete the process; if the Print Receipt checkbox is enabled, a receipt will be printed