Using Batch Credit Card Authorizations

Prerequisites for Using Batch Credit Card Authorizations

Credit card authorizations are automatically performed during end of day processing for checked in guests who are using the credit card method of payment and Night Audit Remote Authorization OPERA Control active. Batch authorizations can also be scheduled to be performed automatically at regular intervals (only when Automatic Authorization OPERA Control active), or if automatic authorization is not being used, they can be manually initiated at any convenient time.

Authorization When the Reservation Includes a Package

Authorizations will generally be made to cover the amount of the room charge plus an additional amount for "incidentals" (e.g., food and beverage charges). When determining authorization requirements at check in, or whether additional authorization for incidentals and/or for room charges is required during the stay, package charges are handled as follows:

  • When the package charge is included in the room charge, either as part of an inclusive rate (the package is configured as Include in Rate) or as an Add to Rate Combined Line package, the package charge is included in the room charge for authorization purposes.

  • A package charge is treated as an incidental if it is configured as Add to Rate Separate Line.

Credit Card Authorization Batch Process

OPERA Cloud checks the balances of in-house guests having a credit card payment method. If the balance exceeds the authorized amount according to the authorization rules configured for your property, additional authorization would be obtained through the credit card interface.

Credit Card authorization also includes to process the authorizations for Arrival and future reservations when Pre-authorize Credit cards prior to check-in OPERA Control active.

Note:

  • Credit Card Authorizations search - Reservation status field includes Arrival and Reserved status only when Pre-authorize Credit cards prior to check-in OPERA Control active.

  • You can authorize future reservations only up to 10 days prior to check-in.

  • Default search filters the payment methods based on Authorization during Stay/Deposit OPERA Control setting values.

  1. From the OPERA Cloud menu, select Financials, select Cashiering, and then select Credit Card Authorizations.

  2. Enter search criteria, then click Search.

  3. Select one or more reservations in the search results then click Authorize Credit Cards.

  4. Credit Card Authorizations status screen shows with the status Success/ Failure. You can select the following options:

    1. Sort By: Select to change the sort order of the Authorizations listed

    2. Click Print to generate a report of this information. A report appears in a new browser window for printing.

    3. Click Close to continue.

Automatic Scheduled Batch Credit Card Authorization

When the Automatic Authorization OPERA Control active, and the Automatic Authorization Interval Time OPERA Control setting is defined, an automatic authorization process is invoked based on the defined time interval to check the balances of in-house reservations with a credit card payment method. If the balance exceeds the authorized amount according to the authorization rules configured, additional authorization is obtained through the credit card interface.

Note:

Automatic Authorization process, collects the authorization only for the Credit Card payment methods defined on Authorization during Stay/Deposit OPERA Control setting.

Batch/ Automatic Authorization Amount Calculation

Credit card batch or automatic scheduled batch authorization calculates the authorization amount based on the incidentals. The authorization amount may differ if the 'Use Folio Balance for Automatic Credit Card Authorization' control is enabled, except for the Authorization Rule-5.

Authorization rule except 5

When the Use Folio Balance for Automatic Credit Card Authorization setting in OPERA Control is active:

  • OPERA Cloud compares the already authorized incidental amount with the folio balance. If the folio balance exceeds the authorized incidental amount, the total authorization amount is calculated as follows:

    • Authorization Amount = (Total Folio Balance - Already Authorized Incidental Amount + Incidental Amount from the Authorization Rule).

  • When the Use Folio Balance for Automatic Credit Card Authorization setting In OPERA Control is inactive:
    • OPERA Cloud compares the already authorized incidental amount with the incidental balance. If the incidental balance exceeds the authorized incidental amount, the total authorization amount is calculated using the following formula:
      • Authorization Amount = (Total Incidental Balance - Already Authorized Incidental Amount + Incidental Amount from the Authorization Rule).

Authorization Rule is 5

  • OPERA Cloud compares the already authorized incidental amount with the folio balance. If the folio balance is greater than the authorized incidental amount, the total authorization amount is calculated as follows:

    Authorization amount = (Total Folio Balance - Already Authorized Incidental Amount)

Note:

Authorization Rule-5 Amount calculation remains the same when the Use Folio Balance for Automatic Credit Card Authorization OPERA Control is active or inactive.

Examples

Example Scenario
Simple Room Charge Reservation:
  • 1 night, $200 room charge Default
  • Authorization Rule:2 ($200 Room + $100 Incidentals)
  • Guest Checks In: $300 already authorized room
  • Charges Posted: $200.
  • Total Balance: $200
When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is active:Authorization Calculation: $200 (folio balance) - $100 (already authorized incidentals) + $100 (auth rule incidentals) = $200

When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is inactive: Authorization Calculation: $0 (incidental balance does not exceed pre-authorized amount).

Payment Instructions: Amount Needed field shows the amount as Zero. (Folio Balance is less than the Authorized amount).

Room Charge + Incidental Charges
  • Reservation: 1 night, $200 room charge
  • Default Authorization Rule: 2 ($200 Room + $100 Incidentals).
  • Guest Checks In: $300 already authorized.
  • Room Charges Posted: $200
  • Restaurant Charges (Incidentals) Posted: $200
  • Total Balance: $400

When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is active: Authorization Calculation: $400 (folio balance) - $100 (already authorized incidentals) + $100 (auth rule incidentals) = $400

When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is inactive: Authorization Calculation: $200 (incidentals) - $100 (already authorized) + $100 (auth rule) = $200

Payment Instructions: Amount Needed field shows the Total Balance Amount ($400).

High Incidentals after Check-In
  • Reservation: 1 night, $200 room charge
  • Default Authorization Rule: 2 ($200 Room + $100 Incidentals)
  • Guest Checks In: $300 already authorized.
  • Restaurant Charges (Incidentals) Posted: $500
  • Total Balance: $500

When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is active: Authorization Calculation: $500 (folio balance) - $100 (already authorized incidentals) + $100 (auth rule) = $500

When Use Folio Balance for Automatic Credit Card Authorization OPERA Control is inactive: Authorization Calculation: $500 (incidentals) - $100 (already authorized) + $100 (auth rule) = $500

Payment Instructions: Amount Needed field shows the Total Balance Amount ($500).

Reservation with Auth Rule-5
  • Reservation: 1 night, 100 room charge.
  • Default Authorization Rule: 5 (Amount =100)
  • Guest Checks In: $100 already authorized.
  • Folio Balance: $167.50
  • Authorization Calculation: $167.50 (incidentals) - $100 (already authorized) = $67.50

Parent topic: Cashiering and Finance