The Payment Gateway Rules feature allows you to create bespoke rules for your property. This determines when, what, and how payments (or authorisations) are automatically generated via the Payment Gateway Stripe. With its various configuration options, you can create a rule that precisely meets your requirements.
Logs:
To review all payments generated by these rules and confirm their status, you can check the relevant Payment Gateway Logs. Making this a daily task allows you to stay ahead of unsuccessful payments and maintain full control over your reservation management. If a payment fails, you can promptly contact the guest for an alternative method or proceed with cancelling the booking.
Where to set up Payment Gateway Rules?:
- In the Main Menu go to Settings - Payment Rules:
- Stay on the tab Rules:
Configure a new Payment Gateway Rule:
- Click on + New Rule:
Rules can be configured in a variety of ways, depending heavily on your specific objectives and the nature of the booking scenario.
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Source: A reservation is received via a Channel (Booking.com).
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Policy: The booking is non-refundable and therefore pre-paid (this status is configured within the relevant Rate Plan settings).
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Payment: The full reservation amount is collected two days prior to the arrival date.
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Method: A VCC (Virtual Credit Card) is applicable for this transaction.
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Taxes: Only VAT is included in the total charge.
Tab 1 - 'When'
- Rule Name:
A strong, defining name for this specific rule would be: Channel Non-Ref VCC
- Rule Type:
Select the appropriate rule timing.
❇️In this instance (following our scenario), it is advisable to select 'Arrival Date'. This ensures the VCC is active and can be charged in the early hours of the day the guest is due to arrive.
*Note: For OTA bookings, VCCs often only become active shortly before arrival. If a guest books months in advance, the card will likely be inactive on the 'Booking Date', leading to failed payments.
- Rule Shift:
Allows you to determine a more precise time for the charge.
No Shift - the system will process the payment on the day of arrival:
Add - Schedule the payment collection for a specific number of days or hours after the Arrival Date:
Deduct - Set up the payment collection several days and/or hours prior the Arrival Date:
❇️For the booking scenario we will opt for No Shift. - Go to Next for tab 2:
Tab 2 - 'Conditions'
- Conditions:
Ensure the system correctly filters and identifies the relevant bookings for this rule.
- Apply specific criteria in each condition to ensure the rule only targets reservations that strictly meet your requirements.
❇️For example, based on our scenario:
- Hit Next for tab 3:
Tab 3 - 'Settings'
- Amount:
Determine what you would like to charge - Select the specific amount type for this rule.
❇️In the scenario we chose a non-refundable rate, therefore the Full Amount will be charged (though please note this may vary depending on other reservation conditions):
- Tax:
You can Select Exclude all taxes, Include all taxes, or select manually which taxes should be charged.
In most (if not all) cases, VAT will be included. However, Tourist Tax or City Tax may also need to be included in the total.
Depending on the reservation conditions choose the applicable setting:
❇️ For our scenario we select Manual Taxes and VAT. - Hit Next to go to tab 4
Tab 4 - 'Shift Amount'
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Shift Amount:
Set the amount specified in step 3, and explore additional options as needed.
- None : Select this if no further adjustments are needed.
- Add: Use this to include a fixed amount Absolute) or percentage Relative) on top of the Step 3 total—useful for charging or authorising incidental deposits.
- Deduct: Use this to subtract a fixed amount( Absolute) or percentage (Relative) from the Amount Type chosen in Tab 3—for example, a discount of 10% that is applicable.
- None : Select this if no further adjustments are needed.
❇️For our scenario there was No Shift determined and so we will continue on to the next step.-
Action:
What transaction should be executed - Charge, Authorise or sent a Payment Link?
❇️In our scenario a VCC should be charged.
- Click on Next to Continue to Payer options:
Tab 5 - 'Select Payer'
- Select Payer:
To ensure the correct payer appears on the document generated after the transaction, you must select the appropriate Payer Type:
❇️For this scenario, select the Channel as the payer, as the Virtual Credit Card (VCC) is issued by the OTA.
- Click Save to finalise your payment rule and immediately activate the configured actions.
The rule will be added to your existing list and active as per immidiate.
Below are examples of rules configured for a specific hotel:
