Valutec is a gift card processing solution exclusively available to properties using RoomKeyPMS Payments powered by Fullsteam. In partnership with Valutec Card Solutions, it supports stored-value gift card transaction processing for both digital and physical gift cards.
This gift card interface requires that all computers at the property, regardless if they will be using the interface to process gift cards or not, MUST be updated to Version 11.0.0.38 or above
Once you have purchased Valutec Gift Cards to interface with RoomKeyPMS, the setup process is initialized.
Click below for more information:
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STEP #1 Enable Clerk Permissions
The purpose of this step is to allow users at your property to manage the following gift card operations for guests in RoomKeyPMS:
- 5036, Gift Cards (RKPay ONLY) allows the user to access the Gift Card Module under Operations > Gift Cards
- 5037, Gift Cards - Activate/Add Value (RKPay ONLY) allows the user to create new Physical Gift Cards and Add Value to existing Gift Cards (both Physical & Digital)
- 5038, Gift Cards - Deactivate/Cashout (RKPay ONLY) allows the user to deactivate (cashout) an existing Gift Card
- 5039, Gift Cards - Create Digital Cards (RKPay ONLY) allows the user to create new Digital Gift Cards
- 5041, Gift Cards - View Full Gift Card No. (RKPay ONLY) allows the user to view a full Gift Card Number in the Operations Logs > Operation Details on "Create Digital Card" & "Activate Operations"
In the Clerks module (System Configuration > Clerks)
- Select the user's Clerk ID and click the Permissions tab
- In the RoomKeyPMS Payments/Stripe section of the available permissions, select the Gift Card permission
- Select the Give button to move it to the list of enabled permissions on the left-hand side
- Repeat this step for each applicable permission
- Select the Post button to save these Clerk Permission changes
Repeat these steps for each user that will be responsible for managing Valutec Gift Cards.
Users must logout and log back into RoomKeyPMS for these permission changes to update.
STEP #2 Create a Gift Card Charge Code
The purpose of this step is to create a Gift Card transaction code that can be used when a gift card is purchased. The steps below describe how to create the code, attach a GL Account, and activate the code for RoomKeyPMS users.
Every transaction code requires an attached GL (General Ledger) Account. You can use an existing GL Account in your database, or Click Here to create a new GL Account first before you proceed with the steps below.
In the Transaction Codes module (System Configuration > Transaction Codes)
- In the Codes tab, use the drop-down menu to select Other Charge
- Select the Add button
- In the General tab, enter the following information:
- Code: GCPER
- Description: Gift Card Purchase
- Tran Subgroup: Gift Card
- Select the Ok button
- Select the Accounts tab and click the Insert button
- Use the drop-down menu to select the GL Account (i.e. Gift Card)
- Select the Ok button
- Select the General tab and click the Modify button
- Enable the Active checkbox
- Select the Ok button
STEP #3 Create a Gift Card Payment Code
The purpose of this step is to create a Gift Card transaction code that can be used when a gift card is redeemed. The steps below describe how to create the code, attach a GL Account, and activate the code for RoomKeyPMS users.
If you want to track digital card payments and physical card payments separately, you can create two payment codes; for example:
- GCD - Digital Gift Card
- GCP - Physical Gift Card
However, please note it is your users' responsibility to select the correct payment code when processing a transaction in RoomKeyPMS.
Every transaction code requires an attached GL (General Ledger) Account. You can use an existing GL Account in your database, or Click Here to create a new GL Account first before you proceed with the steps below.
In the Transaction Codes module (System Configuration > Transaction Codes)
- In the Codes tab, use the drop-down menu to select Payment
- Select the Add button
- In the General tab, enter the following information:
- Code: GCPAY
- Description: Gift Card
- Tran Subgroup: Gift Card
- Select the Ok button
- Select the Accounts tab and click the Insert button
- Use the drop-down menu to select the GL Account (i.e. Bank)
- Select the Ok button
- Select the General tab and click the Modify button
- Enable the Active checkbox
- Select the Ok button
STEP #4 Gift Card Email Configuration
The purpose of this step is to enable and customize your email settings for issuing digital gift cards from RoomKeyPMS.
If you are using our Mobile integration, the Theme settings (Property Name, Border Color & Logo) will automatically import into the Gift Cards module. If you make changes to these settings, they will automatically update in the Mobile module (and vice versa). Click Here for more information about RoomKeyPMS Mobile.
In the Gift Cards module (Operations > Gift Cards)
- Select the Email Config button
STEP #5 Setup a Gift Card Value Limit
The purpose of this step is to customize your maximum value limit when a user activates a new card, or adds value to an existing gift card. If you do not customize this setting, the default amount will be $100.00.
It is important to note that this "Max Gift Card Value Limit" applies to the "Amount" field when creating a New Card or Adding Value to an Existing Card. A guest could have a Gift Card that already has a value of $100 and another $100 can be added onto the Gift Card to make it $200.
We do not cap the amount allowed on a Gift Card, simply how much can be added at one time.
In the Property module (System Configuration > Property)
- Select the Preferences tab
- Use the Max Gift Card Value Limit field to enter your preferred limit amount
In the example below I am attempting to create a Gift Card for $300, however, because my Max Amount is $100.00, I receive a warning advising me to adjust my Gift Card Amount in order to create the Gift Card.
