Learn how credit card information from Online Travel Agents (OTAs) is handled in RMS, including how Virtual Credit Cards (VCCs) are stored, tracked, and managed.

When a guest books online via a third-party Online Travel Agent (OTA), they are requested to provide credit card details to secure their reservation. Depending on the configuration of RMS, these details will come with the reservation in one of two ways.

Using your Own Payment Gateway in RMS

• Once RMS is configured with a payment gateway, Credit Card (CC) Tokens can be created and used to process payments.
• If an OTA supplies enough details for your payment gateway to create a token, a CC token will be created and securely stored against the guest's record.
• This token will then be visible and usable from the receipt screens in RMS.
• If the OTA does not provide enough information to create a token via your payment gateway, RMS will instead generate a Vault Token to securely store the available data, ensuring you can still access this information.

Virtual Credit Cards (VCCs)

A Virtual Credit Card (VCC) is a single-use or limited-use card number issued by an OTA to pay the property directly for a collect booking, rather than passing the guest's personal card details. RMS stores VCCs as Credit Card Tokens and tracks the card value and remaining balance as charges are applied.

When a VCC is stored as a Credit Card Token in RMS, three columns are displayed in the Credit Card Token Details window:

How to view the VCC balance

1. Open the relevant reservation.
2. Select the CC Token icon.
3. The Credit Card Token Details window displays the Initial Value, Balance, and VCC columns for each stored token.
4. Review the Balance column to confirm the remaining value available on the VCC.

How to store a VCC manually

If you receive VCC details from an OTA outside of the automated channel (for example, via email or the OTA extranet), you can enter the details manually on the reservation or guest profile.

1. Open the relevant reservation.
2. In the Guest panel, select the CC Token icon (credit card icon in the Guest panel toolbar). Alternatively, open the guest profile and select CC Token.
3. The Credit Card Token Details window opens. Select the + button to add a new token.
4. Follow the prompts for your payment setup to enter the VCC card details.
5. Enter an optional Description to identify the token (for example, "Booking.com VCC").
6. Select Create/Exit.

Not using a Payment Gateway in RMS?

When an OTA sends credit card information, RMS will save this in the RMS Vault, which securely stores the credit card information that was passed in, allowing you to access this information securely as always.

Related Articles

• Credit Card Token
• Set up the RMS Vault
• Retrieve Credit Card details from the Vault
• Payment gateways in RMS