Managing Reservation Payment Instructions

Reservation payment instructions enable you to define the payment method and payment details for each Billing window (folio); used in conjunction with charge routing instructions.

Payment instructions is also used to manage credit card pre-authorizations, credit card transaction history and privileges such a pre and post stay charging authority, video checkout and folio auto-settlement.

When integrated with a payment partner Payment Details input are captured via EMV device and pre-auths automated through to the partner.

New/Edit Payment Instructions

From the OPERA Cloud menu, select Bookings , select Reservations, then select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in search result, click I Want To..., click Payment Instructions or open the reservation presentation and click Payment Instructions details link.
Click New/Edit Payment Instructions to add or edit the payment details for a Billing window.
Enter the following details:
1. No Post: Select this check box to prevent interface charges posting to this reservation account. Users manually posting charges are presented a warning.
2. Always Checked In: When a user (or the end of day procedure) checks out a pseudo room reservation that is designated as Always Checked In, an End of Day process creates an add-on reservation, with duplicate reservation details, and checks in the new reservation. This is commonly used for 'permanent house accounts' reservations for a pseudo room type. (Available when the Auto Check In Pseudo Rooms after Check Out OPERA Control is active and the room type is enabled for Always Checked In).
3. Pre-Stay Charging: Select this check box to allow charges to be posted to this reservation account prior to check in. Payments (guest ledger) may also be made to the reservation when this option is selected (Available when the Pre Stay Charges OPERA Control is active). For more information, see Setting up Pre Stay Charging Rules.
4. Post-stay Charging: Select this check box to allow charges to be posted to this reservation account after check out and prior to the End of Day. Available when the Post Stay Charges OPERA Control is active. For more information, see Setting up Post Stay Charging Rules.
5. Auto-settle (folio): Select checkbox to enable periodic auto-settlement of the reservation account balance. For more information, see Auto Folio Settlement (Available when the Auto Settlement Rules OPERA Control is active).
  1. Type: Displays the Auto Folio Settlement Type selected in the primary profile of the primary profile linked to the reservation.
  2. Days: Enter a periodic number of days for auto-settlement to occur. OPERA Cloud refers this value when the Use Days on Reservation check box is selected on the Auto folio Settlement screen.
6. Video Checkout: Select this check box to indicate the guest is authorized to use the video check out method. (Available when the Video Check Out OPERA Control is active).
7. Credit Limit Auto Pay: Select to auto-settle the account balance exceeds the payment type credit limit. Available when the Credit Limit Overages OPERA Control is active. For more information, see Using Credit Limit Overage
8. Reservation Type: Select a reservation type from the list to update the reservation type (for future arrival reservation) based on an update to the payment details.
9. Payment Details: Select a Billing window (1-8) to add or update the payment details accordingly.
  1. Payment Method: Select a payment method from the list.
  2. Card Number: Enter the PAN on credit card.
  3. Expiry: Enter the expiry date of credit card.
    
    Note:
    
    When integrated with payment partner click Get Token to read the card details from an EMV terminal. To view the unmasked PAN and expiry date click . You must have the View Credit Card Details task assigned to your role(s).
    
    Note:
    Use the Add/Modify button to manually enter a credit card number and expiry date. An OPERA Pay page is launched for input of card details. Once saved, a token is returned and displayed in OPERA Cloud. (Available when the OPI Credit Card Processing OPERA Control is active and you are granted the CCTRANS role ).
  4. Card Present: (Available when the Payment Services Directive OPERA Control is active) This check box is deselected by default and remains deselected if you manually enter a credit card number. A 'Credit Card Was Entered Manually' message appears when you manually enter a credit card. This check box is automatically selected if you insert or swipe a credit card in a credit card terminal.
  5. Card Holder Name: Enter the cardholder name on credit card.
  6. Authorisation Rule: Select a credit card pre-auth calculation rule. For more information, see About Credit Card Authorization Rules.
  7. Amount/Percentage: Enter a value based on the pre-auth rule selected.
10. Opt In Email Folio: Select the opt-it for email delivery of folios on checkout or when generating Batch Folios or when auto-settling folios. The email address of the linked profile is displayed.
  1. Click the email address to select a different email address or add a new email address.
  2. If no email address is available, click Add Email to add an email address for profile linked to the Billing window.
11. Repeat payment details entry for other Billing windows.
Click Save.

Moving Payment Method

To move the payment details for a Billing window to another Billing window.

From the OPERA Cloud menu, select Bookings , select Reservations, then select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in search result, click I Want To. . ., click Payment Instructions or open the reservation presentation and click Payment Instructions details link.
Click the vertical ellipsis Actions menu and select Move Payment Method.
1. Select the From Window from the list.
2. Select the to Window from the list.
Click Save.

Credit Card Authorization

To initiate a pre-authorization of the credit card:

From the OPERA Cloud menu, select Bookings, select Reservations, then select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in search result, click I Want To. . ., click Payment Instructions or open the reservation presentation and click Payment Instructions details link.
Click the vertical ellipsis Actions menu and select Credit Card Authorization.
1. Click Additional to obtain additional authorization amount.
  1. Enter an Authorization Amount and click Run Additional Authorization.
  2. Select an EMV terminal (select a device areas to view list of terminals assigned to the area), click Select Terminal.
2. Click Manual to add an offline authorization and enter the following details:
  1. Authorization Amount: Enter the amount authorized.
  2. Approval Code: Enter the approval code received.
  3. Click Run Manual Authorization.

Viewing Credit Card Authorization History

From the OPERA Cloud menu, select Bookings , select Reservations, then select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in search result, click I Want To. . ., click Payment Instructions or open the reservation presentation and click Payment Instructions details link.
Click the vertical ellipsis Actions menu and click Credit Card History.
Select search options for Authorizations, Payments, Refunds and Failures, click Search.
Click Report to generate the CC_Auth_History report with this information.

Viewing Routing Instructions

To view and manage the reservation routing instructions. Available when the Routing OPERA Control is active.

From the OPERA Cloud menu, select Bookings , select Reservations, then select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in search result, click I Want To. . ., click Payment Instructions or open the reservation presentation and click Payment Instructions details link.
Click the vertical ellipsis Actions menu and select View Routing Instruction.
For more information, see Reservation Routing Instructions.