You should swipe the guest's credit card at check-in to preauthorize it.  However, if you choose not to swipe the card, but to use a "card on file" or a "card from history," there are things you should know.

"Use card on file" vs "Use card from history"

• The "card on file" is the credit card that was authorized for the current reservation or folio.
• A "card from history" is a card that was used for a guest's prior stay.
• We STRONGLY DISCOURAGE using a "card from history" when making a reservation or checking in a guest. You should always get the credit card new from the guest, even if the guest used the card in the past.
• "Use card from history" should only be used when you need to process a guest's card after checkout and after the folio has gone into Guest History. See Card from History

In the reservation

If the guest's credit card has been validated in the reservation, you will see a sequence number beside the Guarantee Code field.  That means there is a "card on file" for this guest.



On the Enter Advance Deposits screen you will see the sequence number and full token if there is a "card on file". 

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If you do not see a sequence number beside the Guarantee code field, that means there is NOT a "card on file" for this guest.

At Check-in

When you check in a reservation and are at Type Payment field, you will see a sequence (SEQ) number if there is a card on file.

Note: If there is a sequence number, it will not display until you are in the Type payment field.

IF YOU DO NOT SEE A SEQUENCE NUMBER (OR IF THE SEQUENCE NUMBER IS ALL ZEROS), THEN THERE IS NOT A CARD ON FILE.





When you click "authorize card" you will have the option to: (a) swipe the guest's credit card (recommended), (b) enter the card information manually, or (c) select "Use card on file." 

• If your system is set to require preauthorization, this window will open automatically.
• We recommend swiping the guest's credit card even if there is a card on file.
• However, if you wish to preauthorize a "card on file", you may do so IF you see the "Use card on file" button.

If you select "Use card on file" you will see a prompt, "Enter amount to pre-authorize".  Make sure to read the prompt to be sure you are entering the amount in the correct place.

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The guest's total room and tax less deposit displays at the bottom right of the check-in screen.  You can use this amount to determine the amount to preauthorize depending on your property's policy.  For example, if the total room and tax equals $450 for two days and your policy is to add $50 per day for incidentals, then you might enter 300.00 for the amount to pre-authorize.



A popup will verify the amount you entered to preauthorize.  If you answer Yes, the preauthorization will proceed.

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You will see an approval number and the new sequence number when the preauthorization is completed.

Using a card from history

If you wish to use a "Card from history" for the guest, you will need to look up the guest's folio in Guest History.

• You should not use a "Card from history" when making a reservation or checking in a guest.  You should swipe the guest's card or enter the information manually.
• However, there will be times when you need to process a guest's credit card after check-out and after the folio has gone into Guest History.

First, go into Guest History to display the guest's credit card transaction from a prior stay.  Make a note of the Sequence number.  You will find this in the REF column.



When the i4Go window opens, select "Use card from history" ONLY if you know the sequence number of the historical transaction.  That sequence will use the "token" for this credit card, meaning that the credit card that was used in this historical transaction will be used if you enter this sequence number for a new transaction.



You will be prompted for the sequence number.  Note that this is NOT the field where you enter the amount to preauthorize.  Enter the sequence number that you looked up in guest history for the previous transaction for this guest for this credit card.  Take great care to enter the correct sequence number; otherwise you will process an incorrect credit card.



A popup will verify the information.  Make sure it is correct before continuing.

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You will be prompted for the amount to pre-authorize.  This the amount that will process for the credit card you entered using the sequence number.

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After the credit card has been preauthorized, an approval number and new sequence number will display on the folio/check-in screen.

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At Check-out

If a credit card was preauthorized at check-in, you will see the approval code, token, and sequence number displayed on the Post Payment screen that pops up when you check out a folio that has a balance.

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If you do not see an approval code, token, or sequence number, then there is no "card on file" for the guest.

You will need to swipe the guest's card, obtain the guest's credit card information and enter it manually, or use a valid card from history.



If you wish to use a different credit card, you must void the existing preauthorization.

If there is a preauthorization for the guest, you must process the credit card by checking out the guest.

The Post Payment window automatically will open.

Do not go directly to Post Folio before checking out the guest. Otherwise, you will process the guest's card as a sale and the preauthorization will remain on the card.

Other messages and what they mean

Over Credit Limit

The following message displays at check-out because the amount preauthorized is insufficient to process the folio balance.

**WARNING**
Guest balance of XX.00 is greater than the guest's credit limit of XX.00.

Do you wish to authorize additional funds to card XXXXXXXXXXXXXXXX?

You should first increase the preauthorization by answering Yes. Then you will have sufficient funds for the transaction.

Alternatively, you can obtain an alternate or secondary form of payment.

The following message displays if you increase the guest's credit limit by typing a number into the "Credit limit" field without preauthorizing an additional amount on the guest's credit card.

WARNING!

You are about to change the credit limit without obtaining additional credit card authorization.

This may result in a credit card decline at checkout.

Are you sure you wish to do this?

You should answer No. Simply increasing the "Credit limit" field does not add funds to the credit card authorization.

The correct way to increase the credit limit is to authorize additional funds first, then the credit limit field will update automatically.

1. Click authorize card.
   
   
   
   
2. A popup will ask for ADDITIONAL amount to authorize. For example, if $300 had been authorized at check-in and $500 is needed, then the additional amount would be $200, as shown below.
   
   
   
   
   
   
   
   
3. Note the new credit limit. This field will update automatically each time funds are authorized.
   
   

Refund Warning

The following message displays at check-out if the folio has a credit balance (meaning the amount of payments already posted exceed the sum of charges). The guest will receive a refund.

This message also displays if you enter a credit amount (using the minus sign) when posting a payment through Post Folio.

Warning!

You are about to issue a REFUND to this guest's credit card.

Are you sure you wish to do this?