How to Configure Credit Card or Payment Card Types and Fees in RMS

Overview

The Credit Card Setup is where you add card types available for selection on Receipts, such as Mastercard, Visa, or Debit Card.
Card Types added here can also be selected as payment options on the RMS Booking Engine payment page.

Transaction and Merchant Fees can be added to the different Card Types.

Owner Accounting properties can opt to charge the transaction fee to the Owner and select if Card Types should be displayed individually on the Bank Reconciliation.

Information

• Owner Accounting Options apply only to properties set up as Owner Accounting in RMS. 
• Card Sale Type is required by certain Payment Gateways that use separate credentials for debit vs credit cards. 
• Transaction Fees can apply a surcharge to the guest and optionally include Gateway Transaction Fees.
• External Mapping enables RMS to match card types from external systems using different names.
• Gateway Transaction Fees will be added to the account when a payment is taken.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Guide

This section explains how to add credit card details in RMS, including setup, transaction fees, allocating properties, and external mapping.

Credit Card Setup (Payment Gateways)

1. Navigate to Setup > Accounting > Credit Cards.
2. Select Add.
3. Enter a Card Description.
   • Optional: Set up Owner Accounting Options.
   • Optional: Enter the Percentage to Charge to the Owner.
   • Optional: Select Show Separately on Bank Statement.
4. Select the Card Sale Type.
   • Optional: Select Set Credit Card to Accounts Receivable. Select this option to reconcile this card's payments in Accounting > Credit Card Reconciliation. See Set Credit Card to Accounts Receivable below.
5. Set Pay To as Bank.
   Pay To does not affect Credit Card Reconciliation. If you select Account, you must also select a G/L Acc Code.

   

Set Credit Card to Accounts Receivable

Select Set Credit Card to Accounts Receivable on each card you want to reconcile in Accounting > Credit Card Reconciliation. Use it when card payments reach your bank some days after the guest pays, and you want to check what the bank paid against what RMS receipted.

• Only cards with this option selected are listed under Card Types in Credit Card Reconciliation. The card must also be active and, if it is limited to certain properties, allocated to your property.
• Credit card and EFTPOS receipts and refunds taken with the card are listed under UnReconciled Transactions until you reconcile them. Receipts on cards without this option are never listed.
• When you reconcile a transaction, you record the amount received from the bank and any commission the bank deducted.

If you clear the option later, the card's transactions are no longer listed in Credit Card Reconciliation, including those already reconciled, and they no longer appear on the Credit Card Reconciliation Report.

Transaction Fees

6. Navigate to the Transaction Fees tab.
7. Select the Add icon. 
8. Select the Property. 
9. Enter the Merchant Fee and No Greater Than amount. 
10. Select the GL Acc Code. 
11. Optional: Enter a Gateway Transaction Fee. 
12. Select Save/Exit.

    

Properties

13. Navigate to the Properties tab (for Enterprise setups).
14. Select the Add icon.

    

    
     
15. Allocate the required Properties.
    • Select the relevant properties (make sure they are highlighted in light blue).
    • Click the single arrow pointing to the right of the screen to move them across.
    • Click the double arrow pointing to the right of the screen to move all properties across.
16. Select Apply/Exit.

    

External Mapping

17. Navigate to the External Mapping tab.
18. Select the Add icon.
19. Enter the External Card Type Code.
20. Select Save/Exit.

    

    
     

External Mapping Details

External Mapping allows RMS to match card types received from an online channel connection when the external system (such as Sabre Synxis) uses a different name than the card type set up in RMS.

• External Card Type Codes for mapping with providers.
• The external provider may pass through multiple variations of a card type that should map to a single card type in RMS.
  Example: AX, American Express and AExpress should all map to Amex in RMS.
• Multiple external sources per Card Type can be created.
• An external source cannot be used more than once across all RMS Card Types.
• If a duplicate external source is entered, RMS will display an alert advising that the name is already in use and indicate which Card Type it is attached to.

External Mapping for Apple Pay Payment Types

External Mapping lets RMS match card types received from an online channel connection when the external system - such as Sabre SynXis - uses a different name than the card type configured in RMS.

Before you start: Apple Pay payment types must be added to your External Mapping configuration manually.

Use the variant codes in the table below to match each Apple Pay type to the correct card type in RMS.