How to manage and use the Respax Lite Credit Card functionality
Index
- Managing credit card payments in bookings
- Managing credit card payments from the Credit Card Transactions screen
Overview
This section explains how to use the live credit card functionality in Respax
How to give the required permissions for a user.
Find the correct user in the "My Company" -> "Users" tab.
Tick the "Maintain Credit Cards" and "Refund Credit Cards"
How to charge a credit card payments in a booking.
In the booking, add a new payment line, or open an existing payment line that needs to be changed into a live credit card charge. Select "Reservations" and "Credit Card" Fill in all details and click on "Charge Credit Card"
If approved the authorisation code will be displayed in a message.
This is how the payment line looks after charging:
How to refund a credit card payments in a booking.
In the booking, open the payment line and click "Refund".
Enter the refund amount.
This is how it will look on an approved refund:
How to manage declined/rejected credit card payments in a booking.
You will get this message when the card charge was declined (not adequate money):
If you saved the payment line and opened it again, it will look like this:
You can try to charge it again when the client arranged for sufficient funds.
Do not leave a payment line in this status as you will not be aware that the money is outstanding on the booking. Change the booking over to POB, credit card until you are ready to charge the card again.
A rejected card transaction looks like this: (something is wrong with the card - maybe the number, expiry date, vin, card type)
Resolve the card details or use another valid card.
Do not leave a payment line in this status as you will not be aware that the money is outstanding on the booking. Change the booking over to POB, credit card until you are ready to charge the card again.
How to manage dubious credit card payments in a booking.
A dubious message appears when Respax did not receive a message back from credit card gateway and can not determine the outcome of the charge. This can be due to a time out or a communication failure in the path between Respax, the credit card gateway and the client's bank.
You will get this message when the card charge was dubious:
You can re-query (this does NOT re-charge the card - do not worry) the state of the transaction by clicking on "Yes" or save the line as dubious by clicking "No" - you then need to follow up later.
If you saved as dubious and opened it again, it will look like this:
You can re-query (this does NOT re-charge the card - do not worry) the state of the transaction by clicking on "Query charge"
You need to follow up on this dubious charge until you get either an approved or declined result.
Credit Card Maintenance screen
The Credit Card Maintenance screen can be used to:
- view live credit card transactions based on various search criteria
- manage dubious credit card payments from web bookings
- manually setting the status on dubious status of existing bookings.
For user with permissions (see above), click on "Credit Card Transactions"
Use the criteria boxes to filter the transactions.
Managing dubious credit card payments from web bookings in the Credit Card Maintenance screen.
Important - Respax by default creates a booking that takes resources, even if the credit card charge is dubious. The client will have received a successful notification for his booking on the web, for approved and dubious transactions. The operator must check the Credit Card Maintenance screen to check the status of all live credit card charges on a daily basis and resolve any dubious transaction ASAP.
In the Credit Card Maintenance screen dubious credit card charges are highlighted in blue. If a booking exist for the charge, you can right click and open the booking or double click to open the booking. Re-query the transaction exactly as above.
If Respax was unable to create a booking, due to any reason - normally internet connectivity issues, a dubious credit card transaction will be in the Credit Card Maintenance screen. If you double click, you will get an error message:
In this case, right click and query the transaction again.
If declined, you have the option of contacting the client by collecting the contact details along the credit card charge line and try and arrange some other way of payment to confirm a booking.
If approved, you need to manually create the booking. Collect all the appropriate details along the credit card charge line and create the booking.
Credit Card Reconciliation
Credit card transaction reconciliation needs to be done in two stages, one between ResPax and Camtech, and the other between Camtech and the bank statement, due to the time difference between transaction approval and bank settlement of the funds.
Respax/Camtech reconciliation
In Respax, use the report: "Banking Detailed" with the correct date and "Reservations" as the criteria:
The live authenticated transaction will appear under the "Auto Credit Card" header:
Camtech Transaction Report
Once logged in to the Camtech reporting site (using the secure login details received as part of the merchant set-up process) two types of reports can be selected, Transaction and Settlement.
Choose the Transaction Reports option for reconciliation against ResPax.
Choose the Transaction Summary Report to view a quick summary of the status of the total transaction amounts by card type, date range and status.
View the summary data and compare with cash reconciliation in ResPax for the period – please note only the top of this report is being show as an example – run the live reports for more information.
Choose Detailed Transaction Report to compare transaction by transaction with ResPax and select the criteria for the period being reconciled.
The detail data from the Camtech report can be downloaded into csv format for importing into Excel and printing, or a screen dump of the screen can be done for ‘ticking’ off, as preferred.
Read the Response and RRN numbers to confirm the status of each transaction. The RRN numbers must correspond to the "Auth code" on the Credit Card Maintenance screen.
Camtech/bank statement reconciliation
Camtech Settlement Report
Once logged in to the Camtech reporting site (using the secure login details received as part of the merchant setup process) two types of reports can be selected, Transaction and Settlement. Choose the Settlement Reports to compare with your bank statement each day.
Choose the Settlement Summary Report to compare total sums settled each day.
Compare the totals by date range, card type and settlement status – please note the screen dump below is only showing part of the whole report – see the live reports for more detail.
Choose the Detailed Settlement Report for more information on each individual settlement.
Please note that the example show has Settlement Date (MMDD) the same as the transaction date show in Time. This is not always the case as settlement may not occur on the same day as the transactions. Any transaction made after 5pm AEST will not settle until the next day due to banking day regulations.
Troubleshooting points
Depending on the client’s bank, and where the credit card merchant issuer is the same as the bank account elected for settlement, settlements through the Camtech gateway do not always appear on the bank statement electronically on the day of settlement. Where the client merchant facility is with a different bank from the bank holding the settlement account settlements do not appear on settlement date as per the Camtech report and can take several days to show on the bank account. This is not an issue for most client as banks rarely allow this situation to occur any more. AMEX/JCB/DINERS cards settle independently from the client’s bank merchant facility and these usually take longer to appear on the bank statement and are also never together with the other card settlements. If there is an issue with any specific transaction where the card holder is disputing a transaction please email the transaction details to support@respax.com.au for resolution. Trinity Software Australia Pty Ltd are the resellers of the Camtech service and are able to assist with any issues directly. Camtech do not support the client directly.