Applies to:          Stayntouch PMS          

[IN PILOT] Auto Charge Routed Deposits

TABLE OF CONTENTS

• Auto Charge Routed Deposits: Virtual Card Setup & Copy Information On Routed Bill From Billing Information
• Auto Charge For Routed Deposits With Dynamic Amount Updates
• Automated Deposit Collection At EOD Or Custom Schedule
• Auto Charge For Routed Bills

Auto Charge Routed Deposits: Virtual Card Setup & Copy Information On Routed Bill From Billing Information

We’ve introduced a new automation to simplify your billing process when working with Virtual Credit Cards (VCCs). You can now automatically collect deposits for all routed bills using VCCs directly on the day of arrival, removing the need for manual processing. Please note, this functionality must be activated from Settings > Hotel & Staff > Settings & Parameters > Auto Charge by turning ON the COLLECT DEPOSIT FOR ROUTED BILLS WITH AUTO CHARGE FLAG toggle.

Enabling COLLECT DEPOSIT FOR ROUTED BILLS WITH AUTO CHARGE FLAG will collect 100% of the routed charges at EOD, and you can select two additional times that can be set to collect the routed deposit for same-day reservations.

How It Works:

• A new checkbox labeled AUTO CHARGE ON DAY OF ARRIVAL is now available when adding a VCC from the BILLING INFORMATION screen for company and travel agent cards via Revenue Management > Company & TA Cards.
• The checkbox appears once the VCC name has been entered.
• When enabled, all reservation bills routed to this VCC will be included in the auto-deposit collection process on the arrival day.
• COLLECT DEPOSITS AUTOMATICALLY AT EOD and COLLECT DEPOSIT FOR ROUTED BILLS WITH AUTO CHARGE FLAG can be activated independently of each other, if both are active then normal deposit collections will be auto colled and routed charges will be auto collected. Alternatively, if only VCC deposit collections should be done, then the COLLECT DEPOSIT AUTOMATICALLY can be toggled off and vice versa.
• A payment Activity Log will be created, just like with manually collected deposits, ensuring full traceability.

Important Notes:

• This feature is only available for Company and Travel Agent card types using Virtual Credit Cards.
• It is not available for other payment methods or as part of default account routing setup.
• The checkbox can be toggled on or off during card setup within the billing instructions.
  
  

This update helps front office teams reduce manual effort, streamline operations, and ensure timely deposit collections for routed bills using VCCs.

Auto Charge For Routed Deposits With Dynamic Amount Updates

We’ve added the ability to automatically charge routed bills using credit cards on the day of arrival. You can now enable AUTO CHARGE ON DAY OF ARRIVAL directly within the BILLING ROUTING screen on a stay card when attaching a credit card for company or travel agent billing.

How It Works:

• A new checkbox labeled AUTO CHARGE ON DAY OF ARRIVAL will appear only after a credit card is attached to the routing instruction.
• This checkbox is only available for company and travel agent routings and is displayed at the bottom of the credit card list (if multiple cards are present).
• The checkbox defaults to unchecked and must be manually selected per routing instruction.

Key Behavior:

• When enabled, the system will automatically collect deposit payments from the routed bill using the attached credit card on the day of arrival.
•  Only the specific routed bill tied to the credit card will be charged—even if other bills exist under the same entity.
• If the payment method is changed or the credit card is removed, the auto-charge checkbox will be hidden or cleared automatically.
• If a credit card is changed on an existing routing, the checkbox will be reset and must be re-enabled.
• If multiple deposits are configured for a reservation, all applicable deposits will be processed automatically when this checkbox is selected.
• A payment Activity Log entry will be generated for each auto-charged deposit, just like with manual deposits.
  
  

Please note, this setting is not available for default account routing setups or for non-credit card payment types.

This enhancement brings more control and automation to your deposit collection process—reducing manual work and ensuring timely payment collection.

Automated Deposit Collection At EOD Or Custom Schedule

Auto charge works for all scheduled deposit collections—including End of Day (EOD) and a scheduled time—when multiple deposits are defined on a reservation. These settings can be configured from Settings > Hotel & Staff > Settings & Parameters > Auto Charge by turning ON the COLLECT DEPOSIT FOR ROUTED BILLS WITH AUTO CHARGE FLAG and/or setting ALSO, COLLECT DEPOSIT AT times.

Auto Charge For Routed Bills

We’ve introduced a new way to track Virtual Credit Card (VCC) transactions that are auto-collected through routing instructions. A new filter called ROUTED DEPOSITS RESERVATIONS has been added to Financials > Auto Charge. This filter displays only reservations where deposits were auto-collected via Company or Travel Agent VCCs using routing instructions. When the AUTO CHARGE ON DAY OF ARRIVAL toggle is enabled and a VCC is present on a routed bill, the transaction will now be included under this filter.

Key Behavior:

• Card details from the Company or Travel Agent are now shown for better auditability.
• Supports multiple deposit collections per reservation when auto charge is enabled.
• Each auto-collected deposit includes a payment activity log entry, just like manual deposits.
• Transactions still appear under DEPOSIT RESERVATIONS by default but can be isolated using the new filter.
  
  

Updated Filter Order:

1. DEPOSIT RESERVATIONS
2. ROUTED DEPOSITS RESERVATIONS (New)
3. ALL APPROVED TRANSACTIONS
4. ALL DECLINED TRANSACTIONS
   
   

There are no changes to screen layout or reports. This update provides improved transparency and oversight of routed VCC payments for more efficient front office operations.