Support CentreAdditional ProductsRoomKeyPMS Payments RoomKeyPMS Payment ProcessingHow to Process Credit Card Authorizations Using RoomKeyPMS Payments

How to Process Credit Card Authorizations Using RoomKeyPMS Payments

The following article outlines how to use RoomKeyPMS Payments to process a credit card authorization. A credit card authorization is necessary to check whether a card holder's account holds sufficient funds and is approved to purchase from a merchant. An authorization does not process funds, but rather it places a temporary hold on a specified amount; once the guest reservation is checked out in RoomKeyPMS, this temporary hold is released.

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 an Authorization at check in
  • Locate the applicable reservation in the Arrivals screen, Reservations screen, or by using the Search/Advanced Search tools 
  • Select Check In, the Guest Check-In window will appear and allow the user to review the check in details 
    • By default, the PMS will process an authorization equal to the room and tax payment for the full guest stay; if incidentals are authorized at the same time, the user can enter the amount for incidentals in the Available Credit field

TIP - to authorize a custom amount for the guest stay, enable the Override default credit checkbox and enter the total amount to be authorized in the Available Credit field

  • Once the check in details have been reviewed, select Check-In
  • A TranSafe window will appear; enable the Use Terminal checkbox and select Post
  • Insert the guest credit card into the credit card terminal and follow the prompts that appear on the terminal screen
  • Once the authorization is completed using the credit card terminal, a TranSafe window will appear in the PMS with an Approved message and transaction information 
  • Select Close to complete the process; if the Print Receipt checkbox is enabled, a receipt will be printed
To increase an Authorization for an in-house guest (increasing the guest credit limit)

The following process is applicable for VISA credit cards only.

Authorizations can be increased by processing an additional amount, however authorizations cannot be decreased. Alternatively, users can void an original authorization and process a lower authorization amount if desired.

  • Locate the guest reservation in the In-House screen, or by using the Search/Advanced Search tools
  • Once located, access the Transactions drop-down menu and select Guest Folio Credit Limit. A Guest Folio Credit Limit window will appear
  • Enter the additional amount to be authorized in the "+" field (located beside the Available Credit field)
  • Select Post to proceed

The original authorization will be modified by the new total amount authorized (it will not take another full authorization; it will just add the additional amount – this is called “incremental authorization”)

  • A TranSafe window will appear allowing the user to review the total authorization (original authorization + incremental authorization) displayed in the Amount field and the applicable credit card information
  • Select Post to complete the process
  • Once complete, an approved message will appear
To disable Online Authorization at check in
  • Locate the guest reservation in the Arrivals screen and select Check In
  • Within the Guest Check-In window, enable the Disable on-line processing checkbox
  • Review the remaining details and select Check-In

Because online credit card processing has been disabled, the TranSafe processing window will not appear and the guest credit card will remain unauthorized.

  • To view unauthorized transactions, access the Transactions drop-down menu and select Unauthorized Transactions. A Credit Card Authorizing window will appear 
  • To process a credit card authorization from this list of unauthorized transactions, select the applicable transaction (one or more transactions may be selected at the same time) and select Authorize
To view a list of Authorizations
  • Locate the guest reservation in the In-House screen, or by using the Search/Advanced Search tools
  • Once located, access the Transactions drop-down menu and select Authorized Transactions
  • A window will appear displaying all authorized transactions for the applicable reservation
To void an Authorization
  • Locate the guest reservation in the In-House screen, or by using the Search/Advanced Search tools
  • Once located, access the Transactions drop-down menu and select Authorized Transactions. The Authorized transactions window will appear
  • Select the applicable transaction and select Void
  • A TranSafe window will appear; review the details and select Post to complete the process
To settle an Authorization
  • Locate the guest reservation in the In-House screen, or by using the Search/Advanced Search tools
  • Once located, access the Transactions drop-down menu and select Authorized Transactions. The Authorized transactions window will appear
  • Select the applicable transaction and select Settle 

The amount to be settled must be the same as the folio. If the amount authorized is less than the folio, a warning message will appear.

  • The TranSafe interface window will appear and allow the user to settle the authorization. If authorization was lower than the folio, it will settle for the higher amount.
To check out a reservation with an Authorization
  • Select reservation and click on “Check-Out”
  • Click again on “Check Out”
  • TranSafe interface will appear, click on post
  • You will get an approval message (the TTID remains the same)