Credit Cards

The Credit Cards option allows users to apply authorization rules to the credit card. Properties often use authorization to secure payment from guests and ensure that their provided payment method (credit card, debit card, etc.) has sufficient funds. The amount to authorize is roughly calculated based on the projected number of nights for room and tax, among other factors that can vary. Users can allow additional charges beyond the approved authorization amount per day. The authorization is obtained when the guest checks in to the property. Stay will obtain additional authorizations throughout the guest's stay if they exceed charges on their folio beyond what was authorized at check-in.

Agilysys Stay can set rule types for the authorization rules. When a reservation is booked and the property has authorization rules for various rule types, the authorization rule is automatically applied on reservations based on priority (rate plan, room type, building). Users can also manually change the auth rule of a reservation at any time. When a rule is manually selected, it is then an override of the credit card authorization rule. There are three authorization rule types: per rate plan, per room type, and per building.

The following permissions are required to allow the addition of credit card authorization rules to select them in reservations:

OverrideCCAuthRule - assigned to System Administrator, Guest Service Agent Supervisor, Department Manager, and Accounts Receivable Manager.
EnableCCAuthRules - assigned to System Administrator.

Setting Up Default Credit Card Authorizations

Perform the following step to set up a default credit card authorization rule:

Navigate to Settings à All Settings à Accounting à Guest Accounting.

Click the Credit Cards tab.

Enter the Maximum Authorization amount.

Choose between Maintain Original Authorization Amount and Authorize When Available Balance Is $0.00 under Authorization Options.

Enable or disable Skip Authorization on Departure for guests having a $0 balance on the departure date.

Enable the Allow Authorization Rules toggle. This option allows users to create the default rule for credit card authorizations.

Enable the Release Authorization Upon Check-Out toggle to release the authorization when a guest checks out.

Click the link under Rule. The Edit Default Authorization Rule screen appears.

Refer to the following table for details:

Field	Description
Base Authorization Rule
Total Due at Checkout	Sum of all future recurring charges (including the nightly room charge and any recurring charges added).
Flat Amount	Enter a flat amount.
Room and Tax	Sum of Room and Tax due at checkout. It can include the following: Package Components Auto Recurring Charges
Percentage	Enter a percentage for authorization.
Incidental Authorization	Provide an incidental authorization based on one of the following options: Flat Amount Percentage Per Person
Incidental Authorization Frequency	Night Audit Only - The authorization process will take place only during the night audit. Auto as Needed - Based on the authorization amount that the property has selected, the authorization will happen throughout the day. Manual - This will require the user to manually authorize the amount.
Incidental Classification	Choose between the following options: Per Night Per Stay
Maximum Days to Authorize	Enter the maximum days for authorization.
Threshold	An optional field that allows users to enter numeric values. If zero is entered, or the field is left blank it indicates that no threshold limit defined for the rule.

Click Save. The default authorization rule is set up for the property.

Setting Up Additional Credit Card Authorizations

Perform the following steps to apply the authorization rule to the credit card:

Navigate to Settings à All Settings à Accounting à Guest Accounting.

Click the Credit Cards tab.

Enable the Allow CC Authorization Rules checkbox.

Click Add. The Add Authorization Rule dialog box appears.

Refer to the following table and fill in the fields to add an authorization rule:

Field	Description
Active	Enable the flag to activate the authorization rule.
Rule Name	The descriptive name of the rule.
Rule Code	A unique code to identify the intention of the rule.
Description	A brief description of the rule.
Classification	The classification of the rule is either per night or per stay basis.
Rule Type
Per Rate Plan	Each rate plan can have a different auth rule. Users can select the rate plan and then choose which rule to apply and the amount/percentage as applicable. Select Allow All Rate Plans if the user wants to apply the rule type for all rate plans. Once this rule type has been added, it is available for selection in the Rate Plan settings (Settings à Rates à Rate Plans)
Per Room Type	Each room type can have a different auth rule. Users can select the room type and then choose which rule to apply and the amount/percentage as applicable. Select Allow All Room Types if the user wants to apply the rule type for all rate plans. Once this rule type has been added, it is available for selection in the Room Types settings (Settings à All Settings à General à Rooms & room types).
Per Building	Each building can have a different auth rule. Users can select the building and then choose which rule to apply and the amount/percentage applicable. Select Allow All Buildings if the user wants to apply the rule type for all rate plans. Once this rule type has been added, it is available for selection in the Buildings settings (Settings à All Settings à General à Property, buildings & outlets).
Base Authorization Rule
Total Due at Checkout	Sum of all future recurring charges (including the nightly room charge and any recurring charges added).
Flat Amount	Enter a flat amount.
Room and Tax	Sum of Room and Tax due at checkout. It can include the following: Package Components Auto Recurring Charges
Percentage	Enter a percentage for authorization.
Incidental Authorization	Provide an incidental authorization based on one of the following options: Flat Amount Percentage Per Person
Incidental Classification	Choose between the following options: Per Night Per Stay
Maximum Days to Authorize	Enter the maximum days for authorization.

If the number of authorization days is not specified, the entire stay is taken as default.

Click Save. The authorization rule has now been applied for credit cards.

Click the authorization rule name to open the Edit Authorization Rule pop-up screen to carry out changes to the authorization rule.