All computers at the property, regardless if they will be using the interface to process credit cards or not, MUST be updated to Version 11.0.0.0 or above. Please note, this credit card interface is currently available for USA-based clients only.
The following article outlines how to use RoomKeyPMS Payments Powered By Fullsteam 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.
Click below for more information:
- 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 Fullsteam 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 Fullsteam 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
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.
The following instructions are valid for Mastercard, Visa, and Discover. However incremental authorization increases are not applicable to American Express / AMEX.
There are two options to increase an authorization for American Express:
OPTION 1: Settle the existing authorization and then take a new authorization for the desired amount.
OPTION 2: Use the Post Payment button to process payment for the new charges, but leave the existing authorization unchanged so that it will cover the remaining room charges at check-out.
- 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 Fullsteam 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
- 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 Fullsteam 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
- 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
- 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 Fullsteam window will appear; review the details and select Post to complete the process
- 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 Fullsteam 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.
- Select reservation and click on “Check-Out”
- Click again on “Check Out”
- Fullsteam interface will appear, click on post
- You will get an approval message (the TTID remains the same)
