Setting up Payment Gateways Rules

• In the Main Menu go to Settings - Payment Rules:
  
  
• Stay on the tab Rules:

• Rule Name:
  Create a strong, defining name which is easily recognisable.  

• Rule Type
  Select the appropriate rule timing:
  
   
  • Booking Date: Will process the charge within a few hours of the booking being created.
  • Arrival Date: Will process the charge in the early hours of the arrival day.
  • Check-In Date: Will process the charge the moment the booking is checked in.
  • Check-Out date: Will process the charge the moment the booking is checked out
  • Departure Date: Will process the charge in the early hours of the departure date.
   

   

• Rule Shift:
  This option lets you specify a more precise moment for when the charge should be processed.
  • 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 Arrival Date:
    
  • Deduct - Set up the payment collection several days and/or hours prior the Arrival Date:
    
    
    

• Go to Next for tab 2:

• Enter the correct criteria to ensure the rule only targets reservations that strictly meet the requirements:
  
  
  
  • Cancellation Policy: Refundable or Non-Refundable bookings
  • Channel: The OTA/  Channel you wish the rule to be applicable for
  • Market Segment: If Market Segments are configured, you can apply the rule to one of them.
  • VCC: Determine if the Rule applies exclusively to Virtual Credit Cards Yes or No.
  • Rate Plan: Rule applies to specific rate plan(s); multiple rate plans can be selected.
  • Payment Mode: Pre paid or Post Paid bookings
  • Balance: Decide if the rule runs based on the existing booking balance at the time of execution (Greater than >, Less than <, or Equal to =).
    
    

• Once you have selected the conditions, choose the relevant option from the dropdown menus below it:  

❇️ Scenario:

We will leave out Market Segment and Balance, as we have no instructions from the example criteria.

• Cancellation - Non Refundable

• Channels - in this case we will opt for Booking.com only (with the idea to have the possibility to add more channels to it at a later stage) 

• VCC - Yes

• Rate Plans - Only the ones that are Non Refundable and mapped to (in this example)  Booking.com 
• Payment Mode - PrePay, want het betreft non refundable rateplans

 

• Hit Next for tab 3:
  
  

• Amount:
  Determine what you would like to charge.  Select the specific amount type for this rule. 
  • First Night: The first night of a multi-night stay
  • Full Amount: All booking nights 
  • Product Type: Charge only Product Types linked to the booking (e.g. meals, drinks, extras etc)
  • Any Amount: Specify a fixed amount to be charged
  • Specific Product: Select which specific product(s) or item(s) should be charged—for example, when a downpayment or credit card authorisation has been agreed.
  
  
  
  
  

❇️ Scenario:

For non-refundable rates, the Full Amount is usually charged. However, this can vary by reservation; for example, some policies only require the first night to be non-refundable.

We will opt for the most common non ref policy and charge Full Amount

• Tax:
  You can Select Exclude all taxes, Include all taxes, or select manual Taxes:
  In most cases, only VAT will need to be charged. In rare situations, Tourist Tax or City Tax may also need to be added to the total.
  
  • Exclude all taxes: No taxes will be applied, including VAT; the rule charges only the net amount.
  • Manual Taxes: Select the relevant tax type (e.g. VAT, Tourist Tax, City Tax) from your configured tax settings.
    
  • Include all: All configured taxes will be applied, so every active tax type in your settings is included.
    
    

❇️ Scenario:

In most cases, Channels only pay VAT on VCC transactions. So we will choose for our example Manual Taxes and VAT (NL = BTW) :

• Hit Next to go to tab 4

• Shift Amount:

  Confirm the amount defined in Step 3 and, if required, apply additional adjustments here:

  • None : Select this if no further adjustments are needed.
  • Add:  Use this to add either a fixed amount (Absolute) or a percentage (Relative) on top of the Step 3 total—ideal for charging or authorising incidental deposits: 
  • Deduct: Use this to subtract either a fixed amount (Absolute) or a percentage (Relative) from the Amount Type selected in Tab, for example, to apply a 10% discount.

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• Action:

  What transaction should be executed - Charge, Authorise or sent a Payment Link?

  
  
  
  

  ❇️Scenario: the VCC should be Charged

• Click on Next to Continue to Payer options:

• Select Payer:
  To ensure the correct payer appears on the document generated after the transaction, you must select the appropriate Payer Type:
  
  ❇️Scenario: Channel is the Virtual Credit Card (VCC) is issued by the OTA/Channel
  
  
  
  
  
  
• Click Save to finalise your payment rule and immediately activate the configured actions.
  

Here are example rules configured for a specific hotel: