GuestPay Integrated PEDs with Rezlynx

Bedroom Reservation

To add a deposit if the guest is present using the Pin Entry Device or PED machine:

Select Options > Add/Remove Deposits > Pay Via Chip and Pin.

• Select the correct Payment Device from the drop down.
• Enter the amount.
• Click on Take Deposit.

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will add to the reservation.

If a refund is required due to cancellation or any other reason this can be processed:

Select Options > Add/Remove Deposits > Refund (next to the transaction).

• Select the correct Payment Device from the drop down.
• The amount populated will be the total of the deposit previously taken.
• Click on Refund

This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and post onto this section.

Function Reservation (Standard C&B)

To add a deposit if the guest is present using the PED machine:

Select Options > Deposits > Pay Via Chip and Pin.

• Select the correct Payment Device from the drop down.
• Enter the amount.
• Click on Take Deposit.

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will add to the Function.

If a refund is required due to cancellation or any other reason this can be processed:

Select Options > Deposits > Refund (next to the transaction).

• Select the correct Payment Device from the drop down.
• The amount populated will be the total of the deposit previously taken.
• Click on Refund

This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and post onto this section.

Check In, Room Billing & Check Out

Pre-authorisation

Pre-authorisations can be added to a Room Bill either during the Check in Process or when the Room has been checked in.

Upon Check in on the check in confirmation page you will see a section for Pre-Authorisation.

• Click Add Pre-Authorisation.
• Select the correct Payment Device from the drop down.
• The Amount auto generated is the Remaining Balance plus 15% (this default can be amended on request), you can change the amount by clicking on the amount and over typing.
• Click on Authorise.

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the Pre-Authorisation will add the details to the Pre-authorisation section and will also be visible inside the Room Bill.

Please note if you use the Room Balances report for credit limits you will still need to manually enter the amount onto the Reservation.

Take Payment

If no Pre-Authorisation is present on the room bill, a payment can still be taken.

• Click Add Payment (it will show No Pre-Authorisation Found and a GuestPay section).
• Select the correct Payment Device from the drop down.
• Enter the correct amount if payment is being taken in advance, on checkout the amount will populate with the remaining balance.
• Click on Take Payment

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will add to the guest’s bill.

Top up

You can Top up a Pre-Authorisation if the guests current room balance is more than the initial Pre-Authorisation held.

In the room bill in the Pre-Authorisation section:

• Click Top Up.
• Select the correct Payment Device from the drop down
• Enter the amount you wish to top up by and not the full amount required.
  • You are able to see the amount of the current pre authorisation and once you enter the top amount it will show you the total amount that will be held.
• Click on Top Up.

This will communicate to the PED machine selected, the guest does not need to be present for a Top Up, and if successful the Pre-Authorisation will update the amount within the section in the room bill.

If the Top Up is unsuccessful it could mean that the guest does not have the funds required on that card, you will need to put together your own process on how to deal with this situation which could be either notifying the guest or putting a stop to posting additional items onto their room bill.

Completion

The Pre-Authorisation can be completed upon to pay the guests bills upon check out.

To complete on a pre-authorisation:

• Click Add Payment
• In the Pre-Authorisation section, this will populate the balance owed by the guest. 
  • Please note if the amount owed is higher than the pre-authorisation taken you will have to top up the amount first before using the completion button.
• Select the correct Payment Device from the drop down
• Click Complete

This will communicate to the PED machine selected, the guest does not need to be present for a Completion, and if successful the Completion will process and the payment will post onto the guests bill.

Release

If a guest has made a payment using a different card or via another paytype than the one used for the Pre-Authorisation, it is vital that the funds get released.

Releasing funds if required should be done prior to checking out the guest.

Within the room bill, under the pre-authorisation section:

• Click Release
• Select the correct Payment Device from the drop down.
• Click Release.

This will communicate to the PED machine selected, the guest does not need to be present for a Release, and if successful it will start of the process if releasing the funds back to the guests account.  
The time frame varies depending on the guest’s bank, ranging from 7-30 working days.

Refunds

If a refund is required for a payment taken during a guest’s stay this can be processed within the room bill where the payment was posted and a refund button will be present.

• Click Refund.
• Select the correct Payment Device from the drop down
• The amount auto generated will be the full total of the payment, if you only wish to part refund you can over type the amount.
• Click Refund.

This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and will post onto the guests bill.

Please note if a partial refund was taken and if you try to refund again it will only populate with the remaining amount.

Aged Debtors

To add a payment for the Debtor account if the guest is present using the PED machine, within the account:

Select the Payment button > Using the GuestPay section, select the correct Payment Device from the drop down > Enter the Amount > Click on Take Payment.

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will add to the debtor account under the credits section.

Once processed you will be able to allocate the payment to the invoice required if applicable.

Post Cash

To add a payment for a Post Cash Transaction (Passer by Transaction):

Enter the details for the transaction > Select the GuestPay paytype from the drop down list > Select Post Via GuestPay.

Select the correct Payment Device from the drop down > Check the Amount > Click on Take Payment.

This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will process.

An invoice can be printed by hoovering over the View button and selecting the output format required.

Transaction Values

Using your Pin Entry Device or PED Machine for deposits or payments is capped at £5000 per transaction.  For example if a bride is present and wants to pay a £6000 deposit, you will have to process a £5000 transaction first and then process another £1000 transaction afterwards.

Higher amounts can be taken using other methods, such as Bank Transfers or the Payment Gateway if the person is not present.