RoomKeyPMS Payments Secure Credit Card Entry uses Fullsteam's Hosted Credit Card Form to capture Guest Credit Card Information. This provides significant advantages, particularly in terms of enhanced security and reduced liability for properties. By utilizing a hosted form, RoomKeyPMS will no longer store or process sensitive credit card information. This approach minimizes the risk of data breaches which offers peace of mind for both properties and their guests.
Important Details:
- Whenever possible, guest credit cards should be processed using an EMV device. If that’s not an option, the Clerk would then use the Secure Credit Card Entry Form.
- As Credit Cards are entered via the Secure Credit Card Entry Form they are tokenized. Tokens are only issued to valid Credit Cards that have not been blocked (ie: reported lost or stolen) or cancelled by the issuer at the time they are tokenized.
- This feature applies only to Credit Cards entered directly into RoomKeyPMS or those created on the RoomKeyPMS eRes Online Booking Engine (which also has a Hosted Form). Credit Cards on Reservations received from GDS/OTA Systems will NOT be tokenized until the card has either had an authorization or payment processed via the RoomKeyPMS Payments Interface.
- All computers at the property MUST be on RoomKeyPMS V11.0.0.51 or HIGHER in order to take full advantage of this update.
**The Secure Credit Card Entry Form will now automatically identify the Card Type when generating the token for the credit card. As a result, manually selecting the specific Card Type is no longer necessary during the entry process.
A generic "Credit Card" Payment Code (PmtCode) will now be available for all credit card transactions posted in RoomKeyPMS. However, individual Payment Transaction Codes (e.g., Visa, MasterCard, Amex, etc.) must still be created and maintained within RoomKeyPMS for reporting and reconciliation purposes.
Below is a basic example of using the Secure Credit Card Entry Form during a Post Payment when an EMV Terminal is present:
- Select PmtCode "CreditCard"**
- Uncheck "Use Terminal"
- Secure Credit Card Entry Form will automatically appear - enter the Guest Credit Card details
- If there is already a CC on file, the Secure CC Entry Form will NOT automatically appear as it is assumed the Clerk will be using the existing Credit Card.
- To add a New Card in this scenario, the Clerk would simply select the "Add Credit Card" button to open the Secure CC Entry Form
- To select from additional cards on file, they would simply choose the "Select from Credit Cards" button to select one of the other cards the guest has on file.
- Once the Card Number is entered, the Card Type is identified (we can see "Visa" in the screenshot below)
- CVV is not required to create a token but can be entered if available
- If there is already a CC on file, the Secure CC Entry Form will NOT automatically appear as it is assumed the Clerk will be using the existing Credit Card.
- Select Submit to create a token
- Credit Card information will appear in the Payments screen, select "OK/Exit" to trigger the RoomKeyPMS Payments Interface in order to process the payment
The Payment will now appear on the Guest Folio using the correct Payment Transaction Code.
The tokenized card will now be stored on the Guest Reservation.
**The Secure Credit Card Entry Form will now automatically identify the Card Type when generating the token for the credit card. As a result, manually selecting the specific Card Type is no longer necessary during the entry process.
A generic "Credit Card" Payment Code (PmtCode) will now be available for all credit card transactions posted in RoomKeyPMS. However, individual Payment Transaction Codes (e.g., Visa, MasterCard, Amex, etc.) must still be created and maintained within RoomKeyPMS for reporting and reconciliation purposes.
Below is a basic example of using the Secure Credit Card Entry Form during a Post Payment when no EMV Terminal is configured:
- Select PmtCode "CreditCard"**
- Click the "Add Credit Card" button
- Secure Credit Card Entry Form will appear - enter the Guest Credit Card details
- Once Card Number is entered, the Card Type is identified (ie: we see "Mastercard" on the screenshot below)
- CVV is not required to create a token but can be entered if available
- Select Submit to create a token
- Credit Card information will appear in the Payments screen, select "OK/Exit" to trigger the Fullsteam Interface in order to process the payment
When the payment posts in RoomKeyPMS, it will post under the "MC" Payment Transaction Code.
The tokenized card will be stored on the Guest Reservation.
When selected during the New Reservation process, once the Reservation is created, the tokenized card is attached to the Guest Reservation for future use. If "Post Deposit" is checked, a payment will be processed at the same time, otherwise, the Token is stored on the Guest Reservation for future use.
Additional Cards can be added to a Guest Reservation via "Select from Credit Cards", these cards will now be tokenized immediately after being entered via the Secure Credit Card Entry Form. The form will appear once the "New" button has been selected.
During Check-Out, a credit card can be added using the Secure Credit Card Entry Form by selecting the payment code "Credit Card", unchecking "Use Terminal" (if applicable) and selecting "Add Credit Card".
In Sundry Sales, a credit card can be added using the Secure Credit Card Entry Form by selecting the payment code "Credit Card", unchecking "Use Terminal" (if applicable) and selecting "Add Credit Card".
In all areas of City Ledger, when posting a Payment, a credit card can be added using the Secure Credit Card Entry Form by selecting the payment code "Credit Card", unchecking "Use Terminal" (if applicable) and selecting "Add Credit Card".
In Groups, a credit card can be added to a House Account using the Secure Credit Card Entry Form by selecting the payment code "Credit Card", unchecking "Use Terminal" (if applicable) and selecting "Add Credit Card".
For the Check-Out area of the Group Module, the screens that populate will function the exact same way they do on Reservations for Post Payment and Check-Out.
In the Gift Card Module, a Credit Card can be added using the Secure Credit Card Entry Form by selecting the payment code "Credit Card", unchecking "Use Terminal" (if applicable) and selecting "Add Credit Card".
If your property has Charge on Payments Configured on a Payment Transaction Code, an additional pop up will appear when "Use Terminal" is checked. Once, "OK/Exit" or "OK/New" is selected, the Clerk will be required to select the Credit Card Type that will be processed. This step is necessary in order to calculate the Amount Including Charge on Payment.
Should the Secure Credit Card Entry form (image on left) ever fail to load, the RoomKey Credit Card Entry form (image on right) will appear. This is a backup form that was created to ensure there are no interruptions should there ever be an issue with connecting to the Secure Credit Card Entry form. Credit Cards entered via the RoomKey Credit Card Entry form will also be tokenized once the Submit button is selected.
