The following article explains how to create and attach a Payment Surcharge (such as a credit card processing fee) to a payment transaction code. This article will also include how to create and attach a Payment Surcharge for Cancellations to a payment transaction code in the PMS.
Click below for more information:
- Follow the steps in the How to Add a Transaction Code article to create a new transaction code in the Other Charge section of the Transaction Codes module.
- Enter a unique Code and Description for this transaction code
- Follow the remaining steps in the How to Add a Transaction Code article to attach a GL Account to this new transaction code and make it active.
- If taxes will be added to your Credit Card Surcharge proceed to add Taxes to the Transaction Code at this time.
- Follow the steps in the How to Add a Transaction Code article to create a new transaction code in the Other Charge section of the Transaction Codes module.
- Enter a unique Code and Description for this transaction code
- In the Tran Subgroup field, select Cancellation Fee
- Follow the remaining steps in the How to Add a Transaction Code article to attach a GL Account to this new transaction code and make it active.
- If taxes will be added to your Credit Card Surcharge proceed to add Taxes to the Transaction Code at this time.
Follow the steps in the How to Add a Transaction Code article to create a unique Payment transaction code for each payment with surcharge as needed.
- In the Transaction Codes module, navigate to the Payment transaction codes and locate the applicable code
- Select the Charge on Payments tab
- Select the Add button
- Enter the following information:
- Transaction Code: Use the drop-down menu to select the Payment Surcharge Code (created in STEP #1 above)
-
Amount: Enter the percentage amount for this surcharge fee
- If the surcharge amount is a flat-fee amount instead of a percentage, select the Is Amount? checkbox
- To be used on cancelled reservations (must be setup as a Cancel Fee) Transaction Code: Use the drop-down menu to select the Payment Surcharge Code for Cancellations (created in STEP #2 above)
- Select the Post button
Important things to note when using a Payment Transaction Code with Charge on Payments setup:
- If you use "Post Payment" to post a refund amount to a Credit Card with a Credit Card Surcharge attached, the Surcharge amount WILL be applied to the refund. If you do not wish for this to happen then thes best way to refund is to either use a Credit Card without a Credit Card Surcharge attached or to right click on the transaction and select to "Reverse"
- If you reverse a deposit on a reservation it does NOT remove the attached Credit Card Surcharge Guest Service as well. Therefore, if the reservation is not being cancelled you must right click on the reservation, select "Update Guest Services" and remove the Credit Card Surcharge Guest Service from the reservation manually.
- If a Credit Card Surcharge is setup to be taxed, Partial Payments will not be permitted via Credit Card Processor as it is not possible for the Credit Card Surcharge to be properly calculated & taxed on a Partial Payment.
- For In House Reservations, if you have a folio with a Balance, when you select "Post Payment", if using a Payment Transaction Code with a Surcharge Amount attached, the "Amount Including Charge on Payment" will appear in red text below the Payment Amount. This amount, seen in red, is the amount that will charged to the Guest Credit Card. In the example below, the Guest Folio Balance is $100.80. Our AMEX has a 5% Charge on Payment configured, therefore, the Amount Including Charge on Payment, which will be charged to the Guest Card, is $105.84. When the payment is processed, the Folio will display the Room Charge of $100.80 (DEBIT), the Credit Card Surcharge of $5.04 (DEBIT) and the Payment of $105.84 (CREDIT).
If updating the "Amount" of a Payment, please note, the surcharge calculation will be performed in real time as the amount is entered, therefore, as a result, you may experience a slight delay while inputting each number.
If I manually change the "Amount" on the Post Payment screen, the "Amount Including Charge on Payment" will update to as well. NOTE: The Charge on Payment is calculated as the number is entered so you may notice a slight delay when typing in your amount - this is normal.
Below are other areas where RoomKeyPMS will automatically calculate the Charge on Payments amount - please note that this feature is NOT available in Sundry Sales nor the City Ledger Module. Any payments made in those areas must have the Credit Card Surcharge manually posted prior to charging the Guest Credit Card.
Creating a New Reservation when "Post Deposit" has been selected:
Check-out Screen:
During a Gift Card Purchase:
