Charge stored payment methods for amounts owing in Venue Manager

When guests book online and make a payment, their cards are securely stored against the booking. If there's an outstanding payment related to that same booking, you can charge the stored card to settle the bill quickly and efficiently.

Stored payment methods let your staff follow up with guests later, confirm the amount and process the payment without needing the guest to do anything else. This makes sure all services are paid for, protecting your revenue, streamlining accounts receivable and reducing unpaid amounts.

Payments for extras added to the bill during busy parties or events, such as food and beverage, can also be charged in this way. By minimizing physical payment at POS, your staff can focus more on providing great service, improving efficiency and the guest experience.

How it works

1. When a guest makes a payment for a booking online, their card is securely saved for future transactions for the same booking. This includes guest payments made via progressive checkouts, payment links and invoices. 
2. Before the day, any agreed-upon extras added to the same booking via Venue Manager and POS can be easily charged to the saved card from Venue Manager. 
3. On the day, any agreed-upon extras added to the same booking in venue can be easily billed to the saved card from Venue Manager, avoiding the need for a physical checkout.
4. If staff miss collecting owed amounts during the event, you can follow up with guests later to confirm and process the payment using the saved card for the booking from Venue Manager.

When to use

Here are some further examples of when to use this feature:

• Settle outstanding balances in venue after a party or event for bookings made online without guests needing to wait in line.
• Add agreed-upon extras to the guest's booking paid for online and charge for them using the booking's stored payment method. 
• Provide an easy exit, especially for parents with young children by simply asking, "Would you like me to charge the card on file?"
• Make sure the total amounts for bookings are paid for, minimizing lost revenue and streamlining accounts receivable.

What to expect

• ROLLER securely saves the guest's card for online booking payments only, including those made via progressive checkout, online payment links and invoices. Card payments for bookings made through POS or legacy checkout can't be stored, so you can't use this feature for these bookings.
• The saved card is linked to the booking record and can be used to bill for outstanding amounts or extras added at POS or in Venue Manager to the same booking.
• The booking must have a booking holder to charge a stored payment method.
• You can only charge a booking's saved card from Venue Manager. The amount charged cannot exceed the remaining balance.
• Not all card payment methods support charging stored payment methods (eg Maestro, Interac).
• Keep in mind that you're liable for chargebacks for transactions not initiated by the cardholder. To minimize this risk, include your payment terms policy in the venue or product-specific terms and conditions, which guests agree to before purchasing items online. Make sure all charges to stored payment methods are clearly communicated to the guest, and add notes for all transactions using this method. Read on to see how.

Charge a booking's saved card from Venue Manager

Follow these steps to charge outstanding amounts in Venue Manager using a previously used card. Only cards used for online payments are saved with the booking record.

1. Search for and select the booking in Venue Manager.
2. Go to the Payments tab.
3. For the payment row with an amount owing, select the options menu (3 dots), then select Charge stored payment method.
   
   
   
   
4. The total due amount is pre-filled. You can add a custom amount so long as it’s less than the total amount owing.
5. Add a note explaining the reason for charging by a stored payment method in the comments box. This note only shows up for internal staff (not guests) and is important for auditing and reporting purposes. It appears in the Detailed Transactions report (see below).
6. Select Take payment.
   
   
     
7. Confirm your understanding of chargeback implications by checking the box, then select Yes, charge guest. The payment is processed.
8. If payment is successful, a record of the payment appears in the booking's activity stream, including details of the staff member who processed it, the payment method, amount and transaction reference.
   
9. If payment is unsuccessful, the failed transaction will be logged in the booking's activity stream directly after the payment attempt, ensuring you are kept informed of any issues.

Send the guest a receipt

Your guests will not automatically be notified of the charge. However, after a successful charge, you can send a payment receipt email to the guest from the booking activity stream. 

Refer to the guide Send receipts to guests from Venue Manager to learn more about sending receipts. 

Report on charges by stored payment methods

You can use the Detailed Transactions report to review and audit all charges processed by stored payment methods.

1. From Venue Manager, go to Reports > All reports.
2. Search for and select the report Detailed Transactions.

In this report:

• The channel for charges by stored payment methods shows as Venue Manager. 
  
  
  
  
• Right-click the report table, then select Notes from the menu to report on any comments added when charging by stored payment methods (see steps above on how to add notes). 
  
  
  
  
• Notes that were added by staff when charging a stored payment method are prepended by "Stored Payment Method". These notes can only be viewed by internal staff. 
  
  

FAQs

Are cards saved for bookings made via POS?

No, only card payments received for bookings through progressive checkouts, payment links, or invoices online can be securely stored in ROLLER.

Can I use the stored payment method to charge for additional items added to the same booking?

Yes, as long as a booking payment was made online and the additional items were added to the same booking.

Can you process outstanding amounts for a booking from POS?

No, you can only charge for outstanding amounts using a previously used card for an online payment for the booking from Venue Manager.

Can I use the stored payment method feature for all card payment methods?

Not all payment methods support charging saved payment methods (eg Maestro, Interac).

Will I be notified of any failed attempts to charge using the stored payment method feature?

Yes, any failed transactions will be logged in the booking's activity stream.

Can I charge any amount using the stored payment method?

You can only charge up to the amount owed for a booking.

Will guests receive a notification when their stored payment method is charged?

Guests are not automatically notified of the charge. But you can send an email receipt from the booking's activity stream in Venue Manager. 

If a charge on the stored payment method fails, what are the next steps?

If a charge fails, the failure will be logged in the booking's activity stream. Contact the guest to arrange an alternative payment method.

How secure is the stored payment method?

The payment details are securely tokenized and stored with Adyen, fully compliant with PCI DSS standards (Payment Card Industry Data Security Standard).