How can I charge a credit card in the Property Management System (PMS)?

This article explains the different methods available to charge a credit card in the Property Management System (PMS) under Yanolja Cloud Solution:

• Charging a credit card via Payment Terminal

• Charging a saved card from the reservation

• Charging credit cards in bulk

• User Privilege Requirement

• Setting up automatic credit card charging

• Viewing charge and refund transactions in reports

Charge Credit Card via Terminal

Follow the steps below to charge a credit card using a payment terminal:

1. Start creating a new reservation and complete Steps 1–3.
   

2. When you reach the Payment screen, select Charge via Terminal as the Mode of Payment.

3. Under Collect Payment, choose one of the following options:

   • Charge Now

4. Click Reserve or Check-in to complete the reservation.

The system will process the credit card through the terminal accordingly.

Charge Credit Card via Card on File

If a card is already saved in a reservation, it can be charged directly from the reservation.

Follow the steps below:

1. Open the required reservation.
   

2. Click on More Options next to Edit Reservation.
   

3. Select Add Payment.
   

4. A payment window will open. If a card is already saved, it will auto-populate in the Mode of Payment section. (If required, you can add a new card.)

5. Select the desired card using the radio button.

6. Click Charge Now.
   

Charge Credit Cards in Bulk

The system allows you to charge multiple reservations at once using Bulk Authorizations.

Follow the steps below:

Click the three-bar menu.

1. Navigate to Bulk Operations.

2. Select Bulk Authorizations.
   

You will see a list of reservations with saved credit cards for the current day.

3. Use the Search icon in the top-right corner to apply filters.

4. In the filter window, you can select future arrival dates to display additional reservations.

To charge multiple reservations:

5. To select all reservations at once, choose the top checkbox.

6. After selecting reservations, the Charge For option will appear with the following options:

• Full Stay

• One Night

• Custom Amount

7. Select the desired charging option and choose one of the following actions:

• Charge
  
  

Once completed, the system will process the cards and display a confirmation after processing.

User Privilege Requirement

To use bulk authorization feature, ensure that the user has the required privileges enabled:

 1. Navigate to Configuration
 

 2. Go to User Managements
 3. Click on Users
 4. Select the required user.
 5. Click Edit User.


 6. Click on Privilege Tab Option
 7. Open Front Office Privileges
 8. Confirm that Access to Allow to perform bulk authorization is enabled for the user.
 9. Update the changes.

Set Up Automatic Credit Card Charging

The system allows automatic charging of credit cards when reservations are created.

Follow the steps below:

1. Click the three-bar menu and navigate to Payment Settings.
   

2. Select Card Charge Settings.

3. Enable the Auto Charge toggle.

4. Enter the percentage amount that should be charged automatically.

5. Hit save to confirm the settings

Once enabled, the system will automatically charge the configured percentage whenever a reservation is created or received with a saved credit card.

View Credit Card Charges and Refunds in Reports

All credit card charge and refund transactions can be reviewed through reports.

Follow the steps below:

Open the Reports section.

1. A new window will open displaying all available reports. Search for Daily Receipt – Detail.
   

2. Select the Daily Receipt – Detail report.

3. In the Filters section, the current working date will auto-populate. You can adjust other filters as required.

4. Click Report to generate the report in PDF format, or select Export to Excel to download the data in Excel format.
    

A new window will open displaying the report where you can view all charge and refund transactions categorized by payment mode.