The Payment screen is displayed whenever you are processing a payment. For example, the payment screen appears when you select the Settlement, Check Out, or Payment buttons from the Billing screen. It appears when you are checking a guest in if the reservation payment type is flagged Prompt at CI (see Payment Types for details). It also appears when you are posting reservation deposits, automatic deposits, a payment to an AR account, a payment for a Passer By, a credit (if your country allows credit bills), and so on.
Note: When working from the Billing screen, the Payment screen is not displayed unless the active Billing screen window has a non-zero balance. A non-zero balance means that the guest owes monies (i.e., the guest has a positive balance).
When the IFC > CREDIT CARD PROMPT is set to Always and right when the payment screen is displayed, a message prompt asking to swipe the guest's credit card is automatically displayed. Selecting Yes will blank out the Credit Card No. and Exp. Dt. fields, and selecting No will leave the auto-populated information in the fields. And if the IFC > CREDIT CARD PROMPT application setting has a value PROMPT, then a message to swipe the Credit card is prompted only when the amount being charged to the card is more than the existing authorization on the selected card or if an authorization is being requested for the 1st time on a credit card or there is no existing authorization for a credit card.
The Payment screen displays the following fields, depending on the method of payment:
Payment Code. The payment method specified on the guest's reservation appears here by default. However, you may select a new payment method. Select the down arrow or press [F9] to choose another payment method from the list of values. Alternatively, you may type in the payment method description (or the first unique part of that description), or the payment method transaction code. The actual transaction code is displayed in the Payment Code field unless a Display Code has been configured, then it is displayed here (see Transaction Codes for details). An advantage of configuring Display Codes for transaction codes that are associated to a specific payment type, is that a payment method can be selected from the list of Payment Method buttons that are displayed on the right side of the Payment screen. These buttons will have logos on them (i.e., cash, check, credit card logos) once the transaction code has an associated credit card code defined and only specific major credit card logos (American Express, Visa, Master Card, JCB, Discover, Diners, UnionPay) are available.
Note: Users with permissions to make payments for reservations or take deposits can select an LP (Loyalty Points Redemption) payment type when configured. This payment method requires specific functionality and support on the CCW Vendor side. The Amount field and Reference No. field are displayed and to be populated with the total loyalty points redeemed and the number that is retrieved beforehand from a reader device (where the actual point redemption was completed). When clicking on Post on the Payment screen (or OK on the Deposits screen), a message is triggered to the CCW Vendor to validate the loyalty points and Reference No. of the redemption that will apply to the folio. (The request message is a CPPayOnly transaction with the additional three tags of ConfirmationNumber, MembershipNumber, and ReferenceNumber.)
If a payment method with another credit card code is configured and has a display code, then the button is still displayed with just the display code and no logo. And if a credit card payment type is configured as 1 for EFT and 1 for Manual using the same credit card code, then the same logo is displayed for both payment types. So it is recommended to differentiate between the two payment methods with two unique display codes (e.g., VISA and MVISA). But if no Display Codes are configured, then these buttons are not displayed and the Payment Code needs to be selected from the drop down list.
Options typically include:
(Payment types are configured in Configuration > Cashiering > Payment Types.)
When the MEMBERSHIP > COURTESY CARD HANDLING application parameter is active and the MEMBERSHIP > PAYMENT TYPES BY MEMBERSHIP TYPES parameter is N, depending on how a payment type is configured to calculate membership points, the user may be asked if membership points are to be calculated for the payment (See Payment Types for details). For example, if Cash is set up as "Prompt User" for calculating membership points, then a payment with payment code "Cash" would prompt a display message "Do you want to calculate points for this payment?" But if Check is set for "Always" then a payment made with the Check payment code would not have a message display as it would automatically calculate the membership points.
Note: When the credit card payment method is specified on the guest's reservation, the credit card number and expiration date appear on the Payment screen by default. If you select a different payment method (for example, if you select Cash to view the amount in a different currency) then re-select the credit card payment method, the credit card information will re-populate.
Note: The transaction code setup (Configuration > Cashiering > Codes > Transaction Codes) includes options that determine which payment transaction codes are available depending on the situation where the payment is being made (e.g., AR, deposit, Billing screen windows 1-8, Billing screen comp windows (101- 108), etc.)
Currency. The currency code for the currency the guest is using to pay the account. The local currency for this property is shown by default. The description of the currency code displays to the right of the field. For cash or check payments you may select a new currency from the Currency list of values. To display the LOV, select the down arrow or press [F9]. For payment methods other than cash or check, or if the CASHIERING > FOREIGN CURRENCY HANDLING application function is inactive at this property, this field may not be changed.
Note: Each currency is displayed in its own decimal format (see Foreign Currency Code configuration for details).
Here is an example of an exchange calculation with commission: Assume the guest must pay 100 USD (local currency) and wishes to pay in BMD. (This is a Buy transaction since foreign currency, the BMD, is being bought by the hotel.) How many BMD must be paid if the Buy exchange rate is 1.00 and the Buy commission is 2%? The amount the guest must pay is 102.04 BMD. Here is the math (hint: 100 BMD = 98 USD considering the 2% commission):
(amount/exchange rate)/(1-(commission percent/100)) = amount in foreign currency that must be paid
(100USD/1)/(1 - (.02))
100/0.98 = 102.04 BMD
Amount. Enter the amount of the payment. By default, the amount shown is the total for the active Billing screen window.
Note: During check-in, when the RESERVATIONS > CASHIERING FLOW AT CHECKIN / DURING STAY application setting is set to Payment and the CASHIERING > EXCLUDE RATE FROM AUTH BASED ON ROUTING application parameter is set to Y, if a reservation has room routing or window routing instructions for the Lodging transaction code, the amount shown in the Amount field on the Payment screen will exclude the routed charges. This is regardless of the payment method associated with the reservation.
Note: When the RESERVATIONS > CASHIERING FLOW AT CHECKIN/DURING STAY application setting is set to Force Payment and routing instructions have been applied to the reservations, then the reservation that the charges are being routed to will include these charges in the Amount field. And for the reservation that is having its charges routed, these charges will not be included in the Amount field.
The transaction codes associated with payment types can have a minimum and/or a maximum posting amount configured (see Transaction Codes for details). If a minimum is set and if this amount is not at least equal to the minimum, a warning message appears: "The Minimum Posting Amount for <Transaction Code> is <minimum amount>. Are you sure?". If a maximum is set and this amount exceeds the maximum, a warning message appears: "The Maximum Posting Amount for <Transaction Code> is <maximum amount>. Are you sure?". Select Yes or No in response to the message, as appropriate.
If the guest is paying with a different currency than the property's default currency, the exchange rate details automatically populate this box. The box displays the amount in the foreign currency divided by the current exchange rate and the total in the local currency. The net-exchange rate is the divisor value (exchange rate including the buy or sell exchange commission) and may change based on the foreign currency entered in the Amount field. This is because the currency exchange commission is being factored into the net-exchange rate. The Exchange Date and Time when the transaction occurred is displayed at the end. This field is view only.
Note: Rates and other amounts expressed in the currencies of certain countries can involve strings of up to 16 digits. Due to space limitations, these strings can't be easily accommodated by OPERA screens and reports. When the Currency Divisor feature is activated, the property can set a divisor of either one thousand (1000) or one million (1,000,000) through GENERAL > CURRENCY DIVISOR VALUE application setting. When the currency divisor is active, an (M) for million or (K) for thousand, depending on the parameter setting chosen, follows the currency code. For example, assume the rate amount is 155000000. If the currency divisor is set to one million, the Rate Query screen would show 15.5. The (M) indicator would appear following the currency code.
The entry in the Amount field may not be zero. However, you may enter a negative number if you wish to credit the guest's account. When a negative number is entered, the Reference field becomes mandatory and at least a 6 character reference must be entered when the CASHIERING > MANDATORY REFERENCE FOR NEGATIVE PAYMENT application parameter is set to Y for any payment type, including credit cards. But, the Reference field is also mandatory for a negative credit card payment when the CASHIERING > CREDIT CARD REBATE VALIDATION application parameter is set to Y.
Note: The Cashiering > Post Negative Amounts in Cashiering and AR permission controls your ability to post negative payment amounts in the Cashiering and AR areas.
Note: See, Nights, below, for information on calculation of the default amount which may apply when the Payment screen appears at check in.
Note: The amount is subject to rounding when the CASHIERING > ROUNDING FACTOR application parameter is set to Y. See Rounding Factors for details.
Reference. Enter any reference information relevant to the payment being entered. This field becomes mandatory and at least a 6 character reference must be entered when the CASHIERING > MANDATORY REFERENCE FOR NEGATIVE PAYMENT application parameter is set to Y and a negative payment amount is entered for any payment type, including credit cards. But, this field is also mandatory for a negative credit card payment when the CASHIERING > CREDIT CARD REBATE VALIDATION application parameter is set to Y.
Supplement. (Direct bill payment method only.) Enter a comment relevant to the payment being entered.
Credit Card No. For credit card payments, enter the credit card number. The default is the credit card number provided on the guest's reservation. You may enter a different credit card number, if you wish. OPERA verifies that the number you enter is valid. (If the guest wishes to divide payment between two or more credit cards, Post each credit card number and amount as a separate payment transaction.) When the PROFILES > PROFILE CREDIT CARD application function is set to Y and the credit card being used for the payment is not attached to the profile, then a message prompt is displayed asking if the credit card should be attached to the profile or not.
When the icon is displayed at the end of the field, this means the Credit Card Vault functionality is active. See Credit Card Vault for details.
Note: If the guest makes a payment using a credit card, the Credit Card Authorization dialog box displays, showing you of the approval code, authorized amount, etc. See Payment by Credit Card, below, for details.
Note: For security reasons, if a credit card is swiped with the cursor in this field, the information associated with the credit card is displayed as a series of asterisks. This is also true if you manually type a credit card number beginning with a % sign (e.g., %9238...). The asterisks will resolve to the masked credit card number. For users that are granted the Reservation > Credit Card Information View permission, they can double-click on the masked credit card number to display it. When this action is completed, an entry is logged into the User Log recording the user ID, date & time, action performed, etc. See User Log Activity for details.
Note: If the payment method is CP, or if the credit card has been configured as Chip & PIN Enabled in Credit Card Functionality setup, the credit card number and expiration date do not have to be entered; the credit card number and expiration date will be returned from the interface. (See Chip & PIN for additional details.)
Expiration Date. For credit card payments, enter the credit card expiration month and year. The default is the credit card expiration date provided on the guest's reservation. If the expiration date is changed from the default auto-populated from the reservation, the expiration date will be updated in the OPERA database and the new expiration date will be displayed on the reservation and elsewhere in OPERA. For users that are granted the RESERVATION > CREDIT CARD INFORMATION VIEW permission, the expiration date is displayed, not masked.
Note: The credit card expiration date validation process displays a "credit card expiration date is not valid" message if the last day of the month in which the credit card expires is prior to today's business date. For example, if today's business date is July 15, 2008, and the credit card expiration date is 07/08, the last day of July (July 31) is not prior to today's business date. No "credit card expiration date is not valid" message appears. If, however, today's date is August 1, 2008, the last day of the month in which the credit card expires is prior to today's date and the "credit card expiration date is not valid" message will appear.
Card Present. Available when the Card Present Flag is selected for the Credit Card interface on the IFC General Tab, this check box can be utilized to indicate if a credit card is present at the time of the payment. This is useful to provide an indicator to the Credit Card Vendor to follow a different process depending on the card present or not. By not having a credit card or having a credit card, the credit card processor may charge a different processing fee.
Installments. When the Activate Installments option is selected on the Credit Card Functionality setup, the Installments field appears. Enter the number of installments (up to a maximum number set on the Credit Card Functionality Setup screen) that may be used for this payment.
See the AR Account Maintenance help topic in the Applying Payments section for a description of the AR Payment Options.
If you are posting a payment for a profile with a membership type that has "FT Payment" configured for its award type, the profile can opt to use membership points to pay for all or part of the bill. For this option to be available when the Payment button is selected from the Billing Screen, FT Payment must be configured as the award that the award code is based on. See Membership Awards for more information.
In PMS, you will need to configure the web service to enable membership points to be fetched from an external system. In this case, the external system will be ORS. See External Database Setup for more information.
When membership points are available for payment, the Membership Award Payment screen displays these points and allows them to be redeemed and applied towards the balance of the guest's bill. However, the membership must be a primary membership and the member must have a points balance equal to or greater than the bill amount.
When the Payment button is selected from the Billing Screen, the Membership Award Payment screen will open. This screen will display the following information for the member: Membership Type, Membership Level, Card Number, Points Available, Maximum Points to Pay, Bill Amount, Maximum Amount Allowed, and the Award Type. You can choose the award type you wish to redeem for the member as well as choose to redeem the award as points.
When OK is selected from the Membership Award Payment screen, a request will be sent synchronously through OXI to create an award for the member. An award will be issued to the member allowing payment using membership points, and an Award Voucher Number is displayed in a message screen.
The following fields control printing of payment receipts:
Copies of Receipt. The CASHIERING > PRINT RECEIPT application setting determines the options available to you for printing receipts. The number of copies defaults to the number that is setup for the receipt in Configuration > Setup > Report Setup > Reports (See Report Setup for details). The settings are:
Note: If the CASHIERING > PRINT RECEIPT application setting is set to Always, a payment receipt will not be generated for payments made to the direct bill Payment Code (that is, payments associated with the transaction code specified by the CASHIERING > AR SETTLEMENT TRN CODE application setting).
Note: Payment receipts can be printed in the guest's language as specified on the guest's profile if the GENERAL > PROFILE LANGUAGE application function is set to Y. You must also have set up payment receipt reports in the appropriate languages and associated each with a language (see Configuration > Setup > Report Setup).
Note: When the GENERAL > PROFILE LANGUAGE application function is set to Y, if the folio does not exist for the Language that is attached to guest profile, then the following error message is displayed and the printing is stopped:
When the GENERAL > PROFILE LANGUAGE application function is set to N, then the report will continue processing the printing using the Language configured for the property.
Print Folio. The CASHIERING > FOLIO PRINTING (1-8) application setting determines the options available to you for printing folios upon Settlement (e.g., Advance Bill, Early Departure, Interim Bill) and Check Out from the Billing screen. The settings are:
Note: When the Cashiering>Permanent Folio Storage application parameter is set to Y, the Cashiering>Folio Printing application setting is set to ALWAYS, and a folio is generated, an exact copy of the folio that is generated is stored in a subfolder of the Export folder at a location, for example D:\micros\opera\export\<schema_name>\<resort>\folios\<business date>, and will be titled by either the business date or the file name convention that was configured by the Cashiering>Permanent Folio Storage File Name Format application setting when the folio was generated and an internally generated FOLIO_ATTACHMENT_LINK_ID will always be added to the end of the file name to ensure that the file name is unique. But if the Cashiering>Folio Printing application is set to YES, then when the folio is printed, emailed or faxed at the time of generation it will be stored. If the Cashiering>Folio Printing application is set to NO, then the folio will not be stored.
Note: If the CASHIERING > FOLIO PRINTING (1-8) application setting is set to N, OPERA automatically turns off the CASHIERING > GENERATE ZERO BILL application parameter if it was set to Y. Generate Zero Bill may not be set to Y if Folio Printing (1-8) is set to N.
Note: When folios are printed, the number of copies printed is determined by the number of copies configured for the folio in Report Setup/Customizing Reports.
When the OPP_GCA Comp Accounting and Gaming license is active, the COMP ACCOUNTING > FOLIO PRINTING (101-108) application setting (for windows 101 - 108 of the Billing screen) functions as above when the COMP ACCOUNTING > AUTO SETTLE COMP FOLIO application function is set to N. When the COMP ACCOUNTING > AUTO SETTLE COMP FOLIO application function is set to Y, the following behavior applies upon settlement (e.g., Advance Bill) and Check Out from the Billing screen:
Email Folio. The CASHIERING > FOLIO EMAILING application setting determines the options available to you for emailing folios upon Settlement (e.g., Advance Bill, Early Departure, Interim Bill) and Check Out from the Billing screen. (The Email Folio option will not be available on the Payment screen when you are simply making a payment.) The settings are:
When the Email Folio check box is selected, the e-mail address field appears to the right. Clicking the down arrow displays the Email Destinations screen.
All the profiles associated with the reservation or any of the billing windows, along with any accompanying guests, are listed with their respective Primary e-mail addresses. The first row is the profile of the Payee. If the primary e-mail address was already populated on the Payment screen, then the corresponding check box will automatically be checked. Any other profile not associated with a reservation in any way, and e-mail address from that profile, can be attached from the last empty record. Select the desired check boxes to e-mail a folio to multiple e-mail addresses. None of the profile records can be deleted from this screen; if any profile needs to be excluded from e-mail, then ensure that the corresponding check box is unchecked. Upon selecting OK, you will return to the Payment screen, and upon Post and successful payment posting, the folio will be e-mailed to all the profiles/e-mail addresses where the check box was checked.
Note: When the RESERVATIONS > FOLIO EMAIL PER WINDOW application parameter is set to Y and the EFolio check box is selected for the Billing Window on the Multiple Methods of Payment Per Reservation screen, then the Email Folio check box is automatically selected and the email address field is automatically populated with the email address selected in the To Email column for the Billing Window.
When the reservation is for an individual profile-type and the Allow Email check box is selected on the profile (this field may be screen painted on the Profile screen), the primary email address for the profile (if one has been specified) auto-populates in this field. Otherwise, the email address field is blank.
If you wish to select another email address for the folio, or if you wish to enter a new email address (and add it to the profile), select the down arrow on the email address field. The Delivery Information screen appears.
Select the Post button to post the payment and email the folio.
Note: The CASHIERING > FOLIO EMAILING application setting is not available when the CASHIERING > FOLIO COPY LEGEND application parameter is set to Y; hence, this functionality of emailing the folio at the time of settlement, will not be available. Stream printing must be enabled in order to use the Folio Emailing feature.
Note: If both Email Folio and Print Folio are selected, the folio will be printed as usual in addition to being e-mailed. If the Email Folio check box is selected, but no e-mail address is specified, the following message appears: "No email address specified" and settlement will not proceed (even if Print Folio is selected).
Note: The email delivery method for Billing must be properly configured in order to use this feature. See Delivery Method Maintenance for details. In the event the email delivery errors out, settlement will continue and the folio will not be emailed. You may email the folio from Cashiering > Folio History.
Note: The Folio Emailing at settlement feature does not impact the ability to email folios from the Folio Options screen.
ESign. Available when the OPP_OSSC Electronic Signature Capture add-on license is active, the GENERAL > ELECTRONIC SIGNATURE CAPTURE application parameter is set to Y, and a value has been configured for the GENERAL > DEFAULT ELECTRONIC PAYMENT RECEIPT application setting, select the button to capture an electronic signature on payment receipt. See Electronic Signature Capture for details.
Note: The ESign button is not available when the Payment screen is accessed from Accounts Receivables, Cross Property postings, or the Post It screen.
Post. Post the payment to the guest account. The receipt and/or folio is then sent to the printer that has the associated print tasks configured. When printing folios, if there are multiple folio windows for the guest, OPERA asks if you would like to continue with the next folio. As you post a payment for each window, the payment transaction is listed in the corresponding window.
Close. Close the payment screen without posting a payment.
To make a payment on a bill using the guest's credit card, the credit card Payment Code must be selected and the guest's Credit Card Number and Expiration Date must be entered in the appropriate fields.
Note: When payment is made with an EFT Credit Card, the Folio Number, Folio Type, and Queue Name details are also populated with all of the other credit card settlement details in the CR_CARD_SETTLE table.
When the IFC > CREDIT CARD PROMPT application setting is set to Always, you will then be prompted to swipe the credit card and the authorization will begin. But when you select Post and the IFC > CREDIT CARD PROMPT application setting is set to Prompt, the swipe the credit card prompt will only be displayed when an authorization no longer exists for this credit card, the credit cards previous authorization was for less than the amount being settled, or this is the first authorization for this credit card.
The Electronic Funds Transfer (EFT) interface will contact the credit card company for approval. After a brief wait, an approval will be returned authorizing or declining the credit card charges. There may also be a promotional message from the credit card company included as part of the credit card authorization information. Read this message if doing so is the policy at your property.
Note: When the credit card interface has the Enable Resend check box selected in its configuration (see Understanding the General Tabbed Area for details), if a credit card payment fails to post to OPERA because of a disruptive event, such as a session disconnect or error before the posting, and the settlement was sent to the interface, then OPERA will check on the posting when the reservation is accessed again. When the reservation is accessed, OPERA searches for any payments that were sent to the interface, but not posted to OPERA. These postings will then be resent to OPERA from the interface.
A Reservation Posting is checked if it is pending or not from the following different points in OPERA:
- Accessing the Billing Screen (CHKOUT02) from the Reservation.
- Making a payment on the Payment (PAYMENT) form.
- Checking out the reservation from the Scheduled Check Out (INHSESRC) screen.
- Closing a folio for a guest that has an Open Folio from the Billing (CHKOUT02) screen.
- Prior to changing the status of a reservation to Checked Out from the Billing (CHKOUT02) screen.
Approval Code. Displays the approval code obtained from the guest's credit card company. "Not Approved" or another message appears here if the authorization is declined.
The amount, credit card number, and type are then displayed for verification.
Promotional Texts. Any promotion text from the credit card company is displayed.
Select the OK button to close the screen.
If the Dynamic Currency Conversion add-on license (OPP_DCC) is active at your property, you may be prompted to indicate whether the guest wishes to use DCC for settlement if the guest's credit card is based on a currency other than your hotel's local currency. See Dynamic Currency Conversion for details. When MICROS Payment Gateway (MPG) is the active credit card interface, the application settings CASHIERING > PRINT AUTHORIZATION RECEIPT and CASHIERING > PRINT DCC RECEIPT will be available. When either of these are set to Y, the setting can be set to DO NOT PRINT, ASK TO PRINT, or ALWAYS PRINT.
Note: Credit card rebates apply only to credit cards defined as EFT — that is, credit card payment methods having a transaction code that has the EFT option selected (Configuration > Cashiering > Codes > Transaction Codes).
When a credit card payment method is selected, and a negative payment, or rebate, is applied to a guest's bill, OPERA performs a separate verification to reduce the likelihood of fraudulent credit card activity. (This feature is available when the CASHIERING > CREDIT CARD REBATE VALIDATION application parameter is set to Y.)
When you attempt to post a rebate payment using a credit card Payment Code, OPERA first checks to ensure that the credit card has been used for previous postings on the guest's bill, and if so, that the net sum of the previous debit and credit postings is greater than or equal to the amount of the rebate.
If the credit card has no prior debit postings, or if the net sum of previous debit/credit postings is less than the rebate amount, the message, "Credit card has insufficient debit activity for this rebate. Do you wish to override?" appears.
As with all OPERA features, your user permissions (Cashiering > CC Rebate Override) determine whether you may override this restriction and continue posting the rebate.
Select Yes to continue posting the rebate. A Reference field appears in which you must enter supplemental information (such as a reason) before you may post the rebate. The text you enter must be at least 6 characters in length. This information will appear in the Reference field on the Billing screen. Select No to return to the Payment screen.