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Credit Card Processing

Setup > Configuration > Guest Ledger > Credit Card Processing

General​

Software Product Select the software product you are interfacing with. Use roomMaster Payments (T), roomMaster Payments (A) or InnQuest Tokenization depending on the provider.

Credit Card Receipts

Print Receipt for Merchant (Does not apply to InnQuest Tokenization) Check this box if you want to print a hardcopy receipt with a signature line for your records. It is recommended to have a receipt printer that is compatible with roomMaster (TM-T88, TMU200).

Print Receipt for Customer (Does not apply to InnQuest Tokenization) Check this box if you want to print a hardcopy receipt with a portion of the credit card number and no signature line. It is recommended to have a receipt printer that is compatible with roomMaster (TM-T88, TMU200).

Credit Card Receipt Printer

IQ PM Client ID The print manager client ID that is configured in the iQ Launcher Client should be entered here to enable local receipt printing.

PRN Server File Path The print server file path is entered here by the installation team. This should not be changed unless instructed to do so by innQuest Support.

Workstation receipt options:

  • Print Default Card Receipts - Select this option to use the credit card printing options on the General Tab.

  • Never Print Card Receipts - Select this option to not print credit card receipts form this workstation only. This option could be selected for workstations that have a signature capture device for credit card authorization and charges or for a file server that receives roomMaster.net reservations that include a deposit. .

  • Merchant Receipt Only - Select this option to only print the Merchant receipt from this workstation.

  • Customer Receipt Only - Select this option to only print the Customer receipt from this workstation.

Never print Gift Card Receipts Use this option to not allow gift card receipts for iQ-Gift Cards to be printed from this workstation.

Workstation​

roomMaster allows you to configure credit card receipt printers for each workstation independently. The settings in this location are ONLY for the printer on the workstation currently being accessed and are ONLY stored on the workstation level. You must configure the credit card receipt printers for each workstation.

EMV/P2PE/PIN Device Configuration (Does not apply to InnQuest Tokenization)

  • EMV Device (roomMaster Payments A): The model of the EMV device being used on the workstation. For example, M400

  • EMV Serial (roomMaster Payments A): The Serial number of the EMV device used on the workstation, typically found on a label on the underside of the device.

  • Device ID (roomMaster Payments T): The ID number of the EMV device as configured in the device (Press 111 Enter to display device config information on the EMV device.)

  • EMV Terminal (roomMaster Payments T): The Terminal ID of the EMV device as configured in the device (Press 111 Enter to display device config information on the EMV device.)

Signature Capture The Topaz signature capture device works with Shift4's Dollars on the Net to replace paper receipts. Signatures are captured and stored electronically for up to two years. Select the proper options to enable the signature capture.

  • Sales - This will prompt the signature capture device to activate when posting a charge to a credit card, such as a check out. The guest would sign the electronic pad to complete the transaction.

  • Authorizations - Use this option to capture signatures for credit card approvals when the guest checks in. Once the approval has been obtained, the guest signature is captured and retained on file. No signature is required at checkout on the Merchant Receipt.

  • iQ-POS - The signature capture option only appears to complete a direct sale in iQ-POS. The signature capture will not work in an environment where a tip would be added after an authorization is obtained. It is recommended to only select this option for non-restaurant iQ-POS workstations like a gift shop, pro shop, or fitness center.

  • Test Device - Press this option to confirm the signature capture device is connected correctly. Make a test signature on the device and confirm it appears in the field.

Approvals​

Add approval button to Reconfirm Payment window If you are approving credit cards at checkin and then charging the guest at checkout, you should turn on this function. Additional approval amounts are on a per night basis.

Print Receipt for Approvals Check this box if you wish to print receipts at each checkin with the approval amount.

Watch Folios should check Approval Balance after postings If you approve at checkin and charge at checkout, Watch Folios will check the approved amount against the actual folio balance amount. If the folio balance amount is greater than the approved amount, the folio will appear on the Watch Folios listing.

Add card number and approval to voucher When a transaction completes, if this is checked, the card number and approval code will be stored on the voucher field of the transaction. This option is always enabled for roomMaster Payments.

Prompt and remove unused authorizations at checkout If you approve credit cards at checkin and charge at checkout, you may want to check this option. If an authorization has been used on the guests credit card, and they change the payment type to another card or form of payment (such as cash), the user will be prompted at checkout if they wish to release any unused authorizations.

  • Note: This only releases unused authorizations in roomMaster. How long the actual hold on the guest card is retained depends on the issuer of the card. To attempt to expedite the release holds on cards, contact the card issuer.

Additional per night for approval Depending on your credit card processor all lodging account approvals are increased by a minimum of 15% over the total room and tax for a guest's stay, which is the lodging industry standard. If you need additional approval, enter a number in the Addition per night for approval field and define the amount as a percent or amount with the drop down box. Any amount entered is above and beyond the standard 15%.

Incidental Approval amount Enter an amount that the system will default to when selecting the "Incidental Approval" button on the Credit Approvals window. This is the amount that will default when additional cards are used on a folio, such as when the guest uses two credit cards (one for business and one for personal). if no amount is entered, $50 is used as a default. When using this feature, sub-folio B is automatically used to store the card information.

Reservation Authorizations Select this option to enable credit card authorizations to be made on reservations.

Days prior to checkin Set the number of days prior to check in that a credit card authorization may be obtained. Options are 0 to 5 days. Keep in mind when setting this that most merchants have a limit as to how long an authorization will be valid.

Tip/Amount Line roomMaster can be configured print Tip Lines on iQ-POS (point of sale) receipts as well as on authorization/approval receipts printed from roomMaster.

Interface Setup​

Your Local Error Information Enter a message to display to users when an credit card error (such as card declined) occurs. This may include information such as your merchant provider contact number or a hotel employee to contact for additional assistance.

Merchant ID Setup Merchant IDs are defined by the credit card processing application and entered by your InnQuest Software representative at the time of installation.

If you have only one merchant ID, enter the same Merchant ID for iQ-POS and roomMaster. It is highly recommended that you have a separate Merchant ID's for the two programs since processing rates for lodging accounts are significantly higher than restaurant accounts.

  • When using roomMaster Payments (T), additional merchant settings are required to customize each interface. These options include

    • Merchant Type: Select the Merchant type (Lodging, Restaurant or Retail) to indicate the additional information to be included in the CC messages.
    • Customer ID: The client ID for the merchant account. This may be the same or different for roomMaster and POS depending on the merchant account setup.
    • Revenue Center: This must match the revenue center defined within roomMaster Payments. Typical settings include: HOTEL, LODGING or RETAIL but can vary.
    • Currency: Set to the currency used for roomMaster Payments.
    • Gratuity Account: Account code used when posting tips on credit card payments.

  • Touchfree Web Settings: These options apply ONLY to the on screen entry of credit card numbers to be tokenized. All options should be left unselected unless advised by support to enable. These options do NOT apply to authorizations or sales, only to the actual tokenization of manually entered cards.

  • When using roomMaster Payments (A), additional merchant settings are required to customize each interface. These options include

    • ValPay Merchant Account: Select the merchant region for processing.
    • InnQuest Merchant: Select the product to configure. The roomMaster setting will be used by both roomMaster and Point of Sale unless a PoS or outlet specific setting is entered.
    • Store ID: The ID for the merchant account. This may be the same or different for roomMaster and POS depending on the merchant account setup.
    • Sub-Merchant ID: This is not required for most locations but some regions will require an additional ID to be entered here.
    • Merchant Type: This should typically be set to Lodging for roomMaster and if using POS specific accounts, select the appropriate type of Retail or Restaurant for the POS.
    • Currency: Set to the currency used for the merchant account.
    • Use ValPay for Proxy: When unchecked (OFF) Worldlink will use InnQuest Tokenization when retrieving reservations to tokenize the credit card information. When checked (ON) Worldlink will use the roomMaster Payments Proxy to tokenize the credit card information. If the box is solid (default) the system will use the global default value.
    • Use Synchronous Authorization Adjustment: When unchecked (OFF) Adjustments will be made Asynchronously, this should not be used unless instructed to do so by support. When checked (ON) Adjustments will be done synchronously. If the box is solid (default) the system will use the global default value (synchronously).
    • Auto Renew Authorization: Enter the number of hours (default is 48) before a authorization expires before it will be extended during the audit process.
    • Lodging Data: The lodging data, phone numbers and safety act, is information sent as part of the lodging data for the credit card transaction and is required.

Gratuity If your property would like to have prompt for a gratuity, enter the proper roomMaster gratuity account code.