The system can automatically charge the remaining balance due on a reservation if a valid credit card is on file for the guest. This is called auto-processing.
Auto-processing is a convenient way to collect payments from guests. It saves you the time and hassle of manually processing payments and it also helps to ensure that payments are received on time.
To enable auto-processing, you need to have a valid credit card on file for the guest. You can set up auto-processing for specific reservations or for all reservations.
When the balance due date arrives, the system will automatically charge the remaining balance to the guest's credit card. You will receive a notification from the system when the payment is processed. If the payment is not successful, the system will notify you and you'll need to manually process the payment.
Before setting up auto-processing, there are two conditions that must be met:
You need to have a payment processor connected to your CiiRUS system.
The guest must have a valid credit card on file. This is the credit card that will be charged for the remaining balance due.
How to set up auto-processing
You can set up auto-processing on a per reservation source basis and on a per reservation basis. This means that you can choose to automatically process the remaining balance due for all reservations from a specific reservation source, or for specific reservations.To set this up, follow these steps:
Go to Global Settings > Settings Assistant
Select Reservation & Fees Set Up > Reservation Sources
Locate the column Automatically Process Balance Due
For any reservation sources where you want the system to auto-process, enable the checkbox
Once auto-processing is enabled, the system will automatically charge the remaining balance due on the balance due date as long as there is a valid credit card on file for the guest. You can send an automated message to the guest as their balance due date approaches to let them know that their remaining balance will be taken from their card on file. This way, the guest has the opportunity to submit a new credit card if needed, but otherwise, they can save the hassle of paying the remaining balance themselves.
Auto-process settings on a reservation
You can change or override the auto-processing setting on a per-reservation basis. For example, let's say you've enabled all Vrbo reservations to auto-process, but for one reservation in particular, you want to manually take the remaining balance. You can go to the Reservation Folio for this reservation and turn off the auto-processing setting. Alternatively, you could enable it on a reservation where the source is disabled to auto-process.
To do so, follow these steps:
Locate the reservation and open the Folio
Locate the Take Payments section
Here you will see the following setting where there are three possible scenarios:
Use the default setting: If you don't want to override the default setting, don't do anything. Leave the black square in the box. The system will process the payment for this reservation according to the default setting against the reservation source.
Override the default setting, if enabled: If the reservation source is enabled to auto-process but you want to manually process the payment for this reservation, click the checkbox once. A check mark will appear in the box. The system will not process the payment for this reservation.
Enable auto-processing: If the reservation source is not enabled to auto-process, but you want this reservation's balance to auto-process, click the checkbox twice. The check mark will disappear. The system will automatically charge the remaining balance due on the balance due date for this reservation.
Verify the card on file
You can double check that the guest has a card on file by selecting the "Payment Actions" button within the Reservation Folio and then choose "View Payment Methods."
When the system auto-processes a payment, a line item will appear in the Payments Collected section of the Folio. The payment will show as Successfully Taken.
If the payment is declined, a notification will be sent to the email on file for the guest. The transaction will also appear as Declined in the Payment Processing module.