How to set up Payment Processing on myfrontdesk

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Payment processing (also known as Payment Gateways) automates payment transactions between you and your guests and allows properties to process, verify, and accept/decline credit card transactions on behalf of the merchant through secured internet connections.

If you have Cloudbeds Payments enabled, refer to Cloudbeds Payments - Everything you need to know

Payment Processing feature is a paid add-on. To enable it, contact us at hospitality.consultants@cloudbeds.com or reach out to your Cloudbeds Market Manager.

Background

  • There are many existing payment processors that connect directly to your bank account and transfer funds directly into it - Check the Payment Processing Currently Supported;
  • To verify the legitimacy of your guests' credit cards and collect the payments immediately through Cloudbeds, you must sign up with one of the payment processing companies we are currently integrated with;
  • Terminals can only be connected to Cloudbeds if you have Cloudbeds Payments enabled

Enable Payment Processing and Automatic/Scheduled Actions

Step 1 - Activate payment processing
  1. Click Manage
  2. Under the Property Configuration section, click Payment Options
  3. Click the toggle under Connect Payment Gateway section to activate payment processing
  4. Set the mode to LIVE

The Live/Test toggle will be displayed only when you are connecting the Payment Gateway for the first time.

When the button is set to TEST, it can be changed to LIVE, but once it's LIVE it cannot be changed back to TEST.

After refreshing the page, this button will disappear.

Step 2 - Connect your gateway

A drop-down with a list of payment gateways will be displayed underneath (along with authentication fields). Select the payment gateway you want to use.

The required authentication fields are different for each payment gateway. It can be found within the account setting of your gateway and by contacting your payment gateway's support team.

Example: Maxipago requires: Merchant ID, Merchant Key, and Processor

  • If the information entered does not meet the required fields you will receive the below error. Make sure to input the correct credentials.
  • When the credentials meet the required fields, the system will show the payment gateway as Verified. It means that the credentials met with the required data fields, but you still need to test the gateway to ensure the connection is complete.
Step 3 - Billing Address Requirements

It can be advantageous to include the credit card billing address for payment processing purposes. When possible, Cloudbeds will capture the billing address for your guest's credit cards.

It only applies to direct bookings.

If a channel/OTA sends the credit card information to Cloudbeds, the system will display the credit card data they sent to us. We cannot force or require a channel to include the credit card billing address for your channel reservations.

If you want to inquire with your channel about automatically including credit card billing addresses, contact your channel's Account Manager to check if it's possible.

When setting up credit card payments, you will have the following optional selections to choose from:

If desired, you can leave all of the options unchecked, leaving the billing address as non-required.

The option 'Use Guest Details as Billing Details when information is not available' means that if the payment gateway settings were configured to ask for some additional credit card details in booking engine, when an OTA reservation comes, the system will fill out the basic card data and the rest of the of information will be pulled from the guest details.

If you do not have this option available, contact our support team.

Credit Card Configuration

When your guest is paying with a credit card, you can select which fields you want to display and which of those fields are mandatory. Applied to your direct reservations (booking engine).

The list of fields will be shorten down according to each gateway.

Step 4 - Processing Methods (automatic and scheduled processing)

After you enter the required information and the account is verified, you will see a list of radio buttons to select the default option for direct reservations (booking engine reservations).

If you are using myallocator (channel manager by Cloudbeds) to connect to either Booking.com, Agoda or Expedia, you will likewise see an option to select a default option for those channels as well.

The following choices are available for each:

  1. Do nothing. I will process payments at a later time
    • This option captures the credit card information for you to access later. It does not do anything to the credit card besides capture the information and store it.
  2. Authorize credit card for the amount of deposit, but do not collect the payment
    • When this is selected, Cloudbeds sends the transaction to your processor for authorization. If approved, the transaction is placed in your Unsettled Transactions with a status of Authorized/Pending Capture
    • The authorization places the funds on hold with the guest's bank. When the transaction is captured, the funds transfer process will occur
    • This can be useful in situations where the reservation is booked for a later date. You can authorize the transaction to ensure the funds are available, then capture the transaction to obtain the funds upon arrival.

The maximum period of authorization is 7 days. Authorizations that are more than 7 days old are considered as auto-voided and are not shown in details.

  1. Process the payment for the amount of deposit
    • With this transaction type, the process is completely automatic. The transaction is submitted to your processor for authorization and, if approved, is placed in your Unsettled Transactions with the status Captured Pending Settlement. The transaction will settle at your next batch.
  2. Would you like this action to be performed immediately after receiving the reservation, or postpone it until closer to the arrival date?
  • You may select whether to perform this action immediately or postpone it until closer to arrival date

Virtual credit card (VCC) provided by OTAs (Online Travel Agencies) may have specific processing requirements. Please confirm the policy with the OTA before setting your payment processing method. Some virtual cards can only be charged one day after check-in or on the check-out day in exact amount sent by the OTA.

Examples:

If you choose the option 'Postpone until closer to arrival date'- until the payment is actually posted, the scheduled payment will not affect guest's balance due ('Amount Paid' field under the balance due window) and the scheduled payment will not be displayed on the folio.

Why? There is no guarantee that the payment will be posted - The credit card couldn't be authorized or the transaction could fail due to payment processing errors.

Manual actions with credit cards

When creating new reservation

You can select what you would like to do for each reservation. You will be given three options when creating a direct reservation:

  1. Authorize card and Confirm - authorizes the amount on credit card but does not charge it
  2. Record Existing Payment and Confirm - used to make a record of the existing payment, but the card is not charged
  3. Process Card and Confirm - charge the card
Authorize an unauthorized credit card

To authorize a credit card that has not yet been authorized:

  1. On reservation details page, click Credit Cards tab
  2. Click +Add Card on the left side if card details were not previously imported
  3. Enter all the card payment details
  4. Authorize the credit card and enter the amount to authorize it for

The maximum period of authorization is 7 days. Authorizations that are more than 7 days old are considered as auto-voided and are not shown in details.

Actions for authorized credit cards

If the credit card has already been authorized, you will see three buttons next to it:

  1. Authorize
    • Authorizing a credit card that already has an authorization will void the previous authorization, and create a new one for the new amount.
  2. Capture
    • Will capture the funds of the existing authorization. A field will appear to enter the amount, which can be less than or equal to the authorization amount.
    • If a smaller amount is entered, the remainder of the amount will be voided. If a larger amount is entered, the transaction will fail
  3. Void
    • Will void the existing authorization and release the hold
Add Payment (charge card)

You may charge guest's card directly from reservation. Check How to Process Payment Through Payment Gateway

Add Refund (refund processed amount)

You may refund the sum processed through gateway in Cloudbeds directly from the reservation. Check How to Process Refund Through Payment Gateway

Refer the most Frequently Asked Questions about Payment Processing to learn more.

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