Payment Processing Setup

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This article will walk you through how the Payment Processing works and how to set it up.

The Payment Processing is an optional Cloudbeds feature. In order to enable it, please, contact us at support@cloudbeds.com or contact your Market Manager.

Background

  • Payment processing automates payment transactions between you and the guest.
  • This feature allows you to process, verify, and accept or decline credit card transactions on behalf of the merchant through secured Internet connections.
  • There are many existing payment processors (also known as payment gateways) that connect directly to your bank account and transfer funds directly into it.
  • In order 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. 

Click here to check the Payment Processing Gateways Currently Supported

Enabling Payment Processing and Automatic/Scheduled Actions

Step 1. Activate payment processing

To use payment processing, follow the steps below:

  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

You will see a drop-down with a list of payment gateways underneath along with authentication fields. Select the payment gateway that you want to use.

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

For 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 Verified. This only 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, myfrontdesk 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 myfrontdesk, we will display the credit card data that they transmit to us. We cannot force or require a Channel/OTA to include the credit card billing address for your Channel/OTA reservations.

If you want to inquire with your Channel/OTA about automatically including credit card billing addresses, please contact your Account Manager at the Channel/OTA to see if this is possible.

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

  • Require billing address when creating a reservation using the booking engine
  • Require billing address when creating a reservation from within the application
  • Require billing address when adding a payment to an existing reservation
  • Use guest details as Billing details when information is not available

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

What's the meaning of 'Use Guest Details as Billing Details when information is not available'?

If the payment gateway settings were configured to ask for some additional credit card details in mybookings, 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 please contact our support team and we will help you.

Credit Card Configuration

When the customer is paying with a credit card, you can select which fields you want to display and which of those fields are mandatory. Only applied to your direct reservation (booking engine).

Depending on the gateway you choose, 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 (mybookings reservations). If you are using myallocator 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
    • Selecting 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.

In myfrontdesk, 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.

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

Please note, virtual credit cards provided from third party channels may have specific processing requirements. Please confirm the channel’s virtual credit card policy before setting your payment processing method. 

For example:

  • Some virtual cards can only be charged on the day of check out and on the exact amount sent by the channel.
  • You must charge Booking.com's virtual card within 6 months of the check-out date. If you do not, then you need to email your Booking.com market manager to request a new virtual card number

If you choose the option 'Postpone until closer to arrival date', please note that until the payment is actually posted, the scheduled payment will not affect the guest's balance due ('Amount Paid' field under the balance due window).

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

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

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

In myfrontdesk, 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 the guest's card directly from reservation. Follow the guide in this knowledge base: How to Process Payment Through Payment Gateway

Add Refund (refund processed amount)

You may refund the sum processed through gateway in myfrontdesk directly from the reservation. Follow the guide in this knowledge base article: Processing Refund Through Payment Gateway

Refer to this article to check the most frequently asked questions about Payment Processing: Payment Processing Overview

Have more questions? Contact Support

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