Online Credit Card Processing Vacation RentPayment
Request VRP Online Credit Card Module Before the Vacation RentPayment Online Credit Card Module is turned on in EscapiaVRS, you must have signed a contract with VRP. Once you are set up with VRP, VRP will contact Escapia Support to have the module turned on. Support will send you a case number, and follow up with you when the module is activated. If you have not yet signed a contract with VRP, please contact them by phone at: 1 (866) -584-5078 Or visit the VRP website for more information: www.vacationrentpayment.com Verify Merchant Account Setup ACCOUNTING> SETUP> CREDIT CARDS> MERCHANT Before you begin using VRP to take credit card payment, verify that the Merchant Account information is correct. Recommended settings are below: MERCHANT ACCOUNT NAME: this will be a shortened version of your company name MERCHANT ACCOUNT CODE: approximately 10-digit Location provided by VRP PROCESSING METHOD: Vacation RentPayment BANK ACCOUNT: 1020 Trust Bank Account CLEARING ACCOUNT: 1100 Credit Card Clearing Account DISCOUNT ACCOUNT: 1200 Accounts Receivable SETTLEMENT DATE only appears if VRP is enabled Once you have verified Merchant Account Setup, open the CREDIT CARD GROUPS on the same page and verify that a.) all of the cards you take are represented and b.) the discount amounts are correct. ****We set up Credit Card Groups to mirror your existing Credit Card Groups, it is your responsibility to verify their accuracy. VRP Integration 2
Verify Terminal Setup ACCOUNTING> SETUP> CREDIT CARDS> TERMINAL Next, verify that the Terminal information is correct. Recommended settings are below: MERCHANT ACCOUNT NAME: same as above TERMINAL CODE: same as Merchant Account Name DEFAULT MERCHANT: Merchant Account Name as above Tokenization Once you are setup with VRP and have had the module turned on in EscapiaVRS, you can begin taking payments. Note that credit card numbers will no longer be stored in EscapiaVRS. VacationRentPayment employs tokenization technology to encrypt cardholder data so you can access the guest s card on file without needing the card number and expiration date. VRP Integration 3
Receive Payment OPEN RESERVATION > FOLIO TAB > PAYMENT BUTTON > VRP TERMINAL When receiving a payment using the VRP Online Credit Card Module Payments must be received from a Folio. Currently the system does not support receiving a payment that is not related to a folio (ex: owner payment). To Receive a Payment: Open any Reservation Click on the FOLIO tab Click on the PAYMENT button PAYMENT METHOD: select Credit Card PAYMENT AMOUNT: enter the amount TERMINAL: select the VRP Terminal REASON FOR PAYMENT: this MUST be set to ADVANCED DEPOSIT Complete all other fields as needed Click the SAVE button to process the payment ** DO NOT DOUBLE CLICK THE SAVE BUTTON this will process the payment twice VRP Integration 4
Reverse or Void Payment When you open a payment, you have the option to VOID or REVERSE the payment. However, this option is only available before the batch has settled. After the batch has settled (usually by the following morning), the VOID option will not be available. OPEN RESERVATION > FOLIO TAB > OPEN PAYMENT Once a batch has been settled (usually by the following morning), the options to Void or Reverse a Credit Card Payment become deactivated. At this point if funds need to be credited back to a credit card you must first perform a Credit on the folio and then a credit card refund from the folio. VRP Integration 5
Refunding a Credit Card OPEN RESERVATION > FOLIO TAB > CREDIT BUTTON & OPEN RESERVATION > FOLIO TAB > REFUND BUTTON When performing a refund you must first remember: WHERE IS THE MONEY COMING FROM? In other words, for every debit there is an offsetting credit. If the funds are to be paid by the guest as part of their payments received but not used, verify that you have a credit balance in the folio available to be refunded. If the funds are to be paid by the business, then perform a credit General Ledger transaction to the folio to create the credit balance. To perform the Refund: Open the Reservation Click on the FOLIO tab Click the REFUND button REFUND METHOD: select CREDIT CARD Select a Card TERMINAL: select the VRP terminal PAY NOW: verify the check box is checked Place a check mark in the Folio check box Enter notes as needed Click the GENERATE REFUND button o At this point the system will transmit the refund details to VRP and on to your merchant services processor VRP Integration 6
Settlement Processing Processing happens automatically on a nightly basis. Batches will settle by 7am Pacific time each day note that it can take up to 2 days for a settlement to process completely. ***IMPORTANT: You should still check your Batch Reconciliation Report on your VRP dashboard against your daily settlements in EscapiaVRS, to make sure your Credit Card settlements in VRS match what you see in your VRP Transactions. You can view each day s settlements in EscapiaVRS by going to: ACCOUNTING> BANKING> CREDIT CARD SETTLEMENTS And you can view credit card transactions broken out into detail in the Credit Card Transaction Detail Report: ACCOUNTING> REPORTS> BANKING> CREDIT CARD TRANSACTION DETAIL Settlement Date ACCOUNTING> SETUP> CREDIT CARDS> MERCHANT ACCOUNT To view the number of settlements for a specific date, use the Settlement Date option. Choose a date and click on the UPDATE SETTLEMENTS button This will retrieve all settlements from the chosen date Note that you are not forcing transactions or updates, just locating them. Copyright 2008-Present Escapia, Inc. All rights reserved. VRP Integration 7
! Technical Support Support can be contacted in the following ways: BY PHONE: 800.372.2742 option 3 Due to heavy volumes you may sometimes end up with the Voicemail Service. Please leave a message. If you do not leave a message we have no way of contacting you. When leaving a message include the following information: Your name Your company name Your phone number As much detail as possible regarding the issue (Res numbers, error messages, etc) o Please note leaving a message to please call (and no other details) will be cased as a low priority. BY EMAIL: support@escapia.com When sending an email to support please include the following information: Your name Your company name Your phone number As much detail as possible regarding the issue (Res numbers, error messages, etc) o Please note requesting a call back (and no other details) will be cased as a low priority o Below is a list of the Priority and Severity levels assigned by Support SEVERITY LEVEL Level 1 Level 2 Level 3 Level 4 SEVERITY NAME URGENT BLOCKING CUSTOMER High Medium Low SEVERITY DESCRIPTION Error has occurred that has made the customer's system or website totally inoperable and/or inaccessable, critically effecting their business operations and productivity, with no work around. Functionality or user ability in the system or website has been severly limited or degraded the customer's business operations and user productivity with no work around Functionality or user ability in the system or website has been slightly limited or degraded and the customer's business operations and user productivity can substantially continue, or a work work around can be established Error or Question that has no material effect on the customer's use of the system or one of its components SYSTEM OPERABILITY None - Blocking Severly Limited Slightly Limited No Blocking PRIORITY LEVEL Level 1 PRIORITY NAME URGENT BLOCKING CUSTOMER PRIORITY RESPONSE TIME PRIORITY FOLLOW UP 2 HOUR Daily Updates Level 2 High 4 HOUR Daily Updates Level 3 Medium 24 HOUR 48 hr Updates VRP Integration 8
Level 4 Low 48 HOUR Updates available in Customer Portal VRP Integration 9