This article explains how to set the amount RMS Pay requests when a pre-authorisation is created on a reservation.

Overview

When using RMS Pay as your payment gateway, you can configure a pre-authorisation calculation amount to be used in conjunction with a Pre-Authorisation Token.

What is Pre-Authorisation?

Pre-authorisation places a temporary hold on funds from a guest’s credit card. This hold is automatically released after a period defined by the card issuer, typically between 3–5 business days, but it can extend up to 30 business days unless manually released sooner.

Pre-authorisation can be used to:

• Verify card validity before arrival or at check-in.

• Hold funds for potential charges or incidentals.

• Apply the held amount to the reservation balance upon check-out.

Pre-Authorisation Token Rules

• A Pre-Authorisation Token can be created from the arrival date through to the departure date, provided the property’s accounting date falls within this range.

• Pre-Auth Tokens can only be created if the property’s accounting date is current and aligned with the reservation dates.

Key Features of Pre-Authorisation in RMS Pay

RMS Pay offers additional flexibility and control over pre-authorisations, including:

• ✅ Place a temporary hold on funds for a pre-configured amount.

• ✅ Consume (apply) the held amount to a reservation.

• ✅ Manually release funds before the card issuer’s automatic release period.

Important! In some cases, completing (or “consuming”) a pre‑authorisation can take a little longer than expected. This is due to how card payments are processed behind the scenes by the card networks and the customer’s bank.

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.

More Information

When RMS submits a request to complete a pre‑authorisation, it doesn’t happen instantly. The request needs to be reviewed and approved by both the card network (such as Visa or Mastercard) and the bank that issued the card.

Only once they confirm the approval can the payment be finalised. Occasionally, this response can take longer than usual. Our payment provider, Adyen, has advised that delays can sometimes occur while waiting for a response from the card network or the issuing bank.

We also rely on a confirmation notification to let us know the payment has been successfully approved before we can continue processing it.

The timing of the original pre‑authorisation can also make a difference. If the pre‑authorisation was created some time ago, the bank may take a little longer to re‑confirm that the funds are still available, which can add to the processing time.

While these delays are not common, they are a normal part of how card payments work and do not indicate that anything has gone wrong with the transaction.

Calculation Options

RMS Pay offers the following pre-authorisation capabilities:

Default Pre-Authorisation of $1

Places a temporary $1 hold on the card to verify the validity of the provided card information.

Tip! Ideal when pre-authorisation is needed solely for card verification purposes.

Set Amount Per Reservation

Enter a fixed amount to be used for pre-authorisation on each reservation.

Tip! Best suited when a specific, consistent Pre-Authorisation value is required for all reservations.

Set Amount Per Reservation Night

Enter a value to be used as the pre-authorisation amount for each night of the reservation stay.

Tip! Ideal when the required pre-authorisation amount is calculated based on the length of the guest’s stay.

Per Adult on Reservation

Enter a value to be used as the pre-authorisation amount per adult guest on the reservation.

Tip! Recommended when the pre-authorisation amount should be calculated based on the number of adult guests.

First Night Accommodation on the Rate Type

The pre-authorisation amount will be determined by the Rate Type selected in the reservation.

Tip! Use when the required Pre-Authorisation amount varies based on the chosen Rate Type.

Set Percentage of Total Rate

The pre-authorisation amount will be calculated as a percentage of the Total Rate, based on the value entered.

Tip! Use when the required pre-authorisation amount is determined as a percentage of the Total Rate.

Total Rate Plus Set Amount Per Reservation Night

The pre-authorisation amount will be calculated using the Total Rate and a specified amount applied per stay date of the reservation.

Tip! Use when the required pre-authorisation is based on the Total Rate plus a fixed amount per reservation stay date to cover potential incidentals.

Total Rate Plus Set Percentage of Total Rate

The pre-authorisation amount will be calculated based on the Total Rate, plus an additional percentage of that rate.

Tip! Use when the required pre-authorisation includes the Total Rate and a predefined percentage to cover potential incidentals.

Configuration

The pre-authorisation calculation rule is configured at the property level.

In the side menu of RMS, go to Setup > Property Options > Property Information, then click the 'Edit' icon.

1. Navigate to the 'Payment Gateway' menu.
2. Choose a 'Pre-Authorisation Calculation' option.
3. Enter the required Amount or Percentage for the selected option.
4. Select the checkbox 'Warn if no Pre-Authorisation Exists on Check-in' (Optional).
5. Select Save/Exit.