Electronic Signature Capture

Note: Orion's eSigner software requires Orion esigner v7.3 or higher and Adobe Acrobat Reader 8.1.1 or higher on the tablet PC/workstation for this functionality to work properly.

Orion's eSigner software requires Orion esigner for PC v7.3 or higher and Adobe Acrobat Reader 8.1.1 or higher on the workstation for this functionality to work properly with a payment device. Currently the ability to display information from registration card on the payment device exists with sample registration card only. Thus, the Oracle Report Builder (RDF) registration card is required.

Electronic Signature Capture Functionality

The following is an overall process outline on how the Electronic Signature Capture functionality works between the OPERA software and ORION software.

When the E-File/ESign button is selected, a PDF is generated of the electronic document and is stored in the \webtemp folder of the application server. The PDF is generated with a naming format of reg_card_<resv_name_id>.pdf (for example, reg_card_12345.pdf) or payment_receipt_<receipt_number>.pdf (for example, payment_receipt_1234.pdf).
Once the PDF is generated, OPERA calls the ORION Electronic Signature Capturing executable (.exe) that passes a URL and a unique identifier of the OPERA session as command line arguments. The URL points to the PDF in the OPERA application server's \webtemp folder.
ORION's software then downloads the PDF file from the \webtemp folder on the application server to a location on the client's local workstation.
Once the file is on the client's local workstation, the ORION software proceeds with capturing the electronic signature.
The ORION software then retrieve's the PDF from the local folder on the workstation, merges the signature into the PDF file that the guest signed, and bind and encrypt the PDF file. The new .REC file is created by the proprietary software that is used to capture the electronic signature by ORION's software.
When the file is encrypted and converted to a .REC file, the ORION software constructs a URL that is passed to the OPERA software via a call to an OPERA database API. When the call is made to the OPERA API and URL is passed, it contains:
A unique identifier for the OPERA session. This will be the same unique identifier that was passed from OPERA to ORION as a command line argument.
The name of the .REC file and its location on the local workstation so the OPERA can retrieve it and upload it to the storage area on the application server. The encrypted file that ORION creates will have a naming format of reg_card_<resv_name_id>.rec or payment_receipt<receipt_number>.rec.
This is the same name for the PDF that was generated, but with a .REC file extension.
The .REC file is then stored under the Export folder on the OPERA application server. The path to the file will resemble one of the following:
\\<appserver>\micros\opera\export\<schema_name>\<resort>\regcard\<MMDDYY>\reg_card_12345.rec

\\<appserver>\micros\opera\export\<schema_name>\<resort>\payment_receipts\<MMDDYY>\payment_receipt_12345.rec
The complete above process is synchronous and the OPERA user will not be able to continue until the response from the ORION software is received.

Electronic Signature Capture for Registration Cards

When the OPP_OSSC Electronic Signature Capture add-on license is active and the General>Electronic Signature Capture application parameter is set to Y, a property has the ability to capture an electronic signature for a registration card using a tablet PC with Orion eSigner software installed, or a similar device, and create a secure encrypted file. The Electronic Signature Capture functionality is located from the Front Desk>Arrivals>Reg. Card or Reservations>Update Reservations>Options>Register Card. The default registration card to use is determined by the General>Default Electronic Registration Card application setting.

electronic_signature_capture

E-File. The E-File button is available when an Electronic Registration Card is selected with an (X) on the Registration Card screen. Selecting the E-File button allows a user to generate a or another electronic registration card for the guest. Should this be another electronic registration card for a guest, this card will overwrite the existing electronic registration card.

Note: The E-File button is not available for checked out reservations. If the reservation is checked out, you may select the Print button to retrieve and print the electronic registration card.

Tablet PC

electronic_signature_capture_signature_screen

Payment Device

payment_machine_reg_card payment_machine_reg_card_signature

Capturing the Electronic Signature Using the Reg. Card Button on the Arrival Screen

Select the Reg. Card button on the Front Desk>Arrivals screen.
The registration card is processed and generated with an area designated for the guests signature.
Once the guest has signed their signature on the tablet PC, select the Done button.
OPERA then continues with the remaining Check In process.
Check the \\<appserver>\micros\opera\export\<schema>\<resort>\regcard\<MMDDYY>, where the electronic registration card file is saved as reg_card_<resv_name_id>.rec.
The name of this file contains the resv_name_id of the reservation for which the guest has signed.

Capturing the Electronic Signature using Reservation Options>Registration Card Option

Select Front Desk>Arrivals>Select the Reservation>Options>Register Card. When the
Register Card option is selected, the Registration Card window is populated with the configured registration cards.
Select the Electronic Registration Card and the E-File and Close buttons will be available. Select the E-File button.
The registration card is processed and generated with an area designated for the guests signature.
Once the guest has signed their signature on the tablet PC, select the Done button.
OPERA then continues with the remaining Check In process.
Check the \\<appserver>\micros\opera\export\<schema>\<resort>\regcard\<MMDDYY>,
where the electronic registration card file is saved as reg_card_<resv_name_id>.rec.
The name of this file contains the resv_name_id of the reservation for which the guest has signed.

Capturing the Electronic Signature on the Registration Card During the Check In Process

When the Reservation>Print Registration Card at Check In application parameter is active, OPERA prompts to print the registration card while checking in a guest. Select the Yes button.
The registration card is processed and generated with an area designated for the guests signature.
Once the guest has signed their signature on the tablet PC, select the Done button.
OPERA then continues with the remaining Check In process.
Check the \\<appserver>\micros\opera\export\<schema>\<resort>\regcard\<MMDDYY>, where the electronic registration card file is saved as reg_card_<resv_name_id>.rec. The name of this file contains the resv_name_id of the reservation for which the guest has signed.

When the Electronic Signature is Captured

Once the electronic signature has been captured on the registration card, go to Reservations>Update Reservation>Options>Register Card and select the registration card that has been selected in the General>Default Electronic Registration Card application setting.
Now the E-File, Print, and Close buttons are displayed in the Registration Card screen, as long as the selected Registration Card is an electronically signed registration card. If a registration card is selected that is not an electronically signed registration card, then only the Print and Close buttons are displayed.
Select the Print button and the registration card with the guest's signature on it will print at the printer that has been assigned for print tasks for the workstation.

Cancellation or Error in the Electronic Signature Process

Should a user cancel the electronic signature capture by selecting the Cancel button on the signature capture area, OPERA displays a message prompt informing that the Electronic Signature capture was not successful.
Or if there is any other error during this process, OPERA displays a message prompt informing the user that the Electronic Signature capture was not successful.

Cancelling the Check In of a Guest for Whom an Electronic Signature Has Been Captured

If a user cancels the Check In for a reservation that has already been checked in and has a signature captured, then the reservation is treated as if the electronic signature was never captured and will take the user through the electronic signature process again. The existing .rec file on the application server is overwritten with the new electronic signature .rec file.

What Happens If the General>Default Electronic Registration Card Application Setting is Blank

Should no registration card be defined in the General>Default Electronic Registration Card application setting, then the Electronic Signature Capture functionality will not be available.
If the user selects Front Desk>Arrivals>Reg. Card or Reservations>Update Reservations>Options>Register Card and no default electronic registration card is selected, the configured registration cards appear but the E-File button will be inactive. And if one of the registration cards is selected, the user will on be able to print it and no electronic signature capture can be completed.
Note: Electronic Signature Capture is not available for batch registration card processing from the Miscellaneous>Registration Card menu option.

Retrieving and Printing the Electronic Registration Card

Electronic registration cards can only be retrieved and printed when the electronic signature has been captured, encrypted, and the .REC file has been stored on OPERA's application server. The Electronic Registration Card can then be accessed and printed from the Reservations>Update Reservations>Options>Register Card menu option after the guest has checked in.

Highlighting the Electronic Registration Card and selecting the Print starts up ORION's ePrinting software. With the ePrinting software running, OPERA provides the URL path where the .REC file is stored and the name of the printer configured for the registration card from OPERA's print task. ORION's ePrinting software retrieves the .REC file, performs a decryption on the file, and sends it to the printer defined by the URL. The printer that is send as a part of the URL to Orion should be locally installed on the tablet PC for the Orion’s ePrinting software to find that printer and print the electronic registration card.

Retrieving and Printing the Electronic Registration Card with a Secure Server

When implementing the electronic signature capture functionality in OPERA, in the event that the OPERA application server is a secure server (i.e., uses SSL certificate), this certificate needs be made available for esigner software as well. The Recprint module of the esigner software is used to print the electronically signed documents by downloading the .rec file from OPERA application server’s export directory. This Recprint module uses java components. These java components require appropriate certificate to be installed to successfully access and download the .rec files from OPERA’s secure application server.

It is recommended that the site makes this certificate information available to the esigner software by placing the certificate file in a specific location, for example, C:\Windows\Temp on the client workstation where esigner is or will be installed.

During the esigner installation on the client workstation, the eSigner Configurator will provide a GUI which will prompt the installer for the location and filename of the certificate file for importing into the java component.

Note: When enabling the SSL certificate, if there are problems printing the registration cards, try the following:

In HTTPD.CONF located in D:\oracle\10gappr2\Apache\Apache\conf we have to have entries for all DB nodes on site. This has to contain the Physical names and IP’s of all database servers being used for OPERA. At specific properties, this entry may only contain the names of the DB servers, not the IP’s.

This section needs to contain the IP, names (and if applicable) the VIP and Virtual server names.

## OPERA SSL OperaLogin
<Location /OperaLogin>
Order deny,allow
Deny from all
Allow from DBSERVER 192.168.1.1
</Location>

Electronic Signature Capture for Payment Receipts

When the OPP_OSSC Electronic Signature Capture add-on license is active and the General>Electronic Signature Capture application parameter is set to Y, a property has the ability to capture an electronic signature for a payment receipt using a tablet PC/payment device with Orion eSigner software installed and create a secure encrypted file. The default report to use is determined by the General>Default Electronic Payment Receipt application setting.

By selecting the ESign button on the Payment screen, once the appropriate payment information has been entered, OPERA implements the esignerApprove program from the Electronic Signature Capture Software and passes a specific set of parameters, for example, the Transaction Date, Time, Payment Type, Payment Amount, Room Number, Guest Name, Masked Credit Card number (if applicable), Arrival Date, Departure Date, etc.

Note: In order to support the Electronic Signature Capture functionality for Payment Receipts, the esigner version must include the esignerApproval module. (esignerApproval.exe in the esigner>bin folder).

The following is the XML that is generated by OPERA and passed to the esignerApprove program in the following format and contains only the listed specific data elements:

<?xml version="1.0" encoding="UTF-8"?>

<PaymentReceiptVerifyInfo xmlns="http://www.micros.com/opera/esign/receipt" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="http://www.micros.com/opera/esign/receipt PaymentReceiptVerifyInfo.xsd">

<PropertyCode>ODH</PropertyCode>

<PropertyName>OPERA Demo Hotel, Small</PropertyName>

<CashierID>99</CashierID>

<ConfNumber>5464647</ConfNumber>

<RoomNo>101</RoomNo>

<GuestFullName>Smith John</GuestFullName>

<GuestAddress1>1234, Golden Gate Pky</GuestAddress1>

<GuestAddress2>Suite 111</GuestAddress2>

<GuestCity>Naples</GuestCity>

<GuestZip>34105</GuestZip>

<GuestState>FL</GuestState>

<GuestCountry>US</GuestCountry>

<GuestFormattedAddress>1234, Golden Gate Pky Suite 111 Naples 34105 FL US</GuestFormattedAddress>

<ArrivalDateISO>08-10-09</ArrivalDateISO>

<ArrivalDateDisplay>08-10-09</ArrivalDateDisplay>

<DepartureDateISO>08-12-09</DepartureDateISO>

<DepartureDateDisplay>08-12-09</DepartureDateDisplay>

<BusinessDateISO>08-12-09</BusinessDateISO>

<BusinessDateDisplay>08-12-09</BusinessDateDisplay>

<SystemDateISO>08-12-09</SystemDateISO>

<SystemDateDisplay>08-12-09</SystemDateDisplay>

<SystemTimeISO>14:20:00-05:00</SystemTimeISO>

<SystemTimeDisplay>2:20 PM</SystemTimeDisplay>

<PaymentCode>VA</PaymentCode>

<PaymentDescription>Visa</PaymentDescription>

<PaymentAmt>225</PaymentAmt>

<PaymentAmtDisplay>225.00</PaymentAmtDisplay>

<Currency>USD</Currency>

<CCNumber>XXXXXXXXXXXX1234</CCNumber>

<CCExpiryDate>XX/XX</CCExpiryDate>

<Reference>Test Reference</Reference>

<Supplement>Test Supplement</Supplement>

<Tax1No>1234</Tax1No>

</PaymentReceiptVerifyInfo>

The tablet PC/payment device then displays this information along with a Approve and Decline option for the guest to verify if the payment details are correct and they agree to make the payment. The actual information that is displayed on the payment device is configurable by Orion Software.

payment_machine_payment_receipt

After the guest agrees to the terms, they will then select the Approve option, which in turn, the electronic signature capture software will send a response back to OPERA indicating that the guest has accepted/agreed to make the payment. OPERA then continues with the payment processing, i.e. authorization/settlement if the payment is being made with a credit card. If the guest selects the Decline option, the electronic signature capture software send a response back to OPERA indicating that the guest did not accept or agree to make the payment. OPERA then displays the Payment screen along with a notification prompt that the guest did not accept or agree to the payment. The user will then need to terminate the payment posting or continue with new payment information.

After the guest selects Approve and a successful authorization/settlement for credit card payments or successful payment posting for any other payment type, OPERA then generates the Payment Receipt, with receipt number, as defined by the General>Default Electronic Payment Receipt application setting. And communication with the electronic signature capture software is initialized to download the payment receipt and a screen is displayed on the tablet PC/payment device to capture the guest's signature.

payment_machine_payment_receipt_signature

Once the guest completes the signature and selects Done, the guests signature is displayed on the users workstation.

payment_machine_payment_receipt_signature_confirmation

From here the user can either Accept or Reject the guests signature. When the user selects the Accept button, the Electronic Signature Capture Software will then embed the signature in the payment receipt PDF, encrypt it, and send the response back to OPERA with the file name and it location. If the Reject button is selected, then the guest would need to complete their signature again on the payment device.

Once the signature has been encrypted, OPERA stores it in the location of \\<appserver>\micros\opera\export\<schema>\<resort>\Payment_Receipts\<MMDDYY>, where the payment receipt file is saved as payment_receipt_<receipt #>.rec.

Depending on the value set for the Cashiering>Print Receipt application setting, either the user will be prompted to print the payment receipt or the payment receipt will print automatically by default. When the payment receipt is printed, communication is initialized again with the Electronic Signature Capture Software that provides the file name and printer name, then the Electronic Signature capture software downloads, decrypts, and sends the payment receipt to the printer.

Retrieving and Printing the Electronic Payment Receipt

Electronic payment receipts can be retrieved and printed when the electronic signature has been captured, encrypted, and the .REC file has been stored on OPERA's application server. The payment receipt can then be accessed and printed from the Cashiering>Cashier Functions>Receipt History menu option. Once in Receipt History, the EPR (Electronically Signed Payment Receipt) receipt type can be searched on to display any electronically signed payment receipts for Printing only. The Preview option will be disabled for any EPR receipt type. See Receipt History for details.

If the user searched for the electronic payment receipt using the Payment, the PAR option in the filter for example, the Electronically Signed payment receipt is displayed along with the regular payment receipts with the Print and Preview buttons available. If the user prints or previews the Electronically Signed payment receipt at this time, the Payment receipt will not contain the signature. The payment receipt will be printed or previewed as a normal payment receipt without the signature. In order to print the Electronically Signed payment receipt with the signature, the user must first search using the EPR option in the filter and then select Print.

Retrieving and Printing the Electronic Payment Receipt with a Secure Server

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Electronic Signature Capture for Registration Cards

Electronic Signature Capture for Payment Receipts