Windcave User Guide

Windcave User Guide

Overview

Rental Car Manager integrates with Windcave to allow you create payments and refunds from within RCM. Payments can be created from either the Booking Details page or from the Booking form:

From the Booking Details page:



From the Booking Form (on the Booking Payments tab):


Please note:
When you close the payment window using the “Close Window” button, the Booking Details page or Update Reservation page will refresh to show the updated payment transaction.
You may see a popup message like this (depending on your browser):



It is OK to click “Resend” to refresh the page.

Setup

If you are not already using the Online Payment function then this feature will need to be setup by the Rental Car Manager support team. Please send an email to support@rentalcarmanager.com to have this feature installed.

View Reservations with Balance Owing

The Vehicle Activity Report will display the balance owing for each reservation for a selected period. From this report you can click on a reservation and process a payment through Windcave.

Adding a Card to Windcave

You are now able to manually enter a card into Windcave, without using it in a transaction, so that it will save as a re-billing token to be used later. 
To add a card this way, select the "Add Card" button indicated below.


If you have multiple Windcave Accounts setup in your system, then the below window will open for Head Office Users. You can select which account according to location and Brand that you wish save a card against. Any subsequent payments or authorisations made using this card will be taken through the selected Windcave Account. Once you have selected the Account, click "Continue."
Location Users will not see this screen, and instead the Account will be automatically chosen based on the bookings Pickup Location and Brand.
If you only have one Windcave Account setup in your system you will not see this page either.


This will open the window where you enter the credit card details. Once you have done this select the "Submit" button.


To confirm the addition of this card, you will need to select "Next" on the window that opens.


This will then open the below page. Only once you have reached this page can you close the window, if you close the window earlier the card will not be saved.


This new card and re-billing token will then be displayed in the Windcave section under Saved Cards, as shown below. You can also see that this card is not caved in the Credit Card Vault, only in Windcave.


Rebilling Using Tokens

When you first create a standard payment through Windcave or add a card using the process above, the customer card details are saved within Windcave. A token is provided that allows you to create a new payment using those saved card details, and process refunds against them. You can create multiple refunds for a transaction but the total amount of the refunds must be less than or equal to the original payment amount.
If there are saved tokens for a booking, you will see them listed when you open the payment page and click on the Saved Tokens button. Additionally, if you make a new booking with the same customer, these tokens will be imported across from the old reservation.

Pre-Authorisations

Authorisation transactions validate the card and guarantee the funds will be approved for the amount and ties the funds up for seven days. If you do not wish to take money from the client you literally do nothing, and the hold on the money will expire after 7 days. If you wish to take payment you can complete it within 7 days.
You are able to create a pre-authorisation using either a credit card you have already saved into the Credit Card Vault or Windcave, or you can use a new card.

A Pre-authorisation can be created by selecting any of the 4 buttons indicated below. 


Each option is different and depends on what information you already have saved and how you want to use it. They are
  1. Use option 1 if you have a card saved in the Credit Card Vault and want to see that card details and manually copy the information across
  2. Use option 2 if you have a card saved in the Credit Card Vault and want the authorisation to be automatically processed using the credit card details
  3. Use option 3 if you do not have a card saved and wish to make an authorisation using a new card.
  4. Use option 4 if you have a card saved in Windcave and wish to make an authorisation using this card.

However, no matter which option you use, selecting the button will open the below window that requires you to enter:
  1. Windcave Account: If you have multiple Windcave Accounts in your system, the Head Office Users will see this dropdown and be able to select which account to take the Authorisation through. This will not appear for Option 4 as the Account would have already been chosen when the card was entered.
  2. Payment Location: The location where the payment is being taken.
  3. Amount: There are three options that the amount of this Authorisation can be set to:
    1) Bond Authorisation - If you have a bond against the booking then the amount of that bond will automatically fill in as the value of the authorisation. If the booking does not have a bond, then you can any value in preparation for a bond being added.
    2) Amount Owing - This will autofill in the total amount owing against the booking as the value of the authorisation
    3) Other - If you select this then you can set the value of the bond to any amount
 

If you use option 1, you will be able to view the card in the vault and will have to manually copy the details over in the screen shown below. Once you have done this, select "Submit." 


To confirm the Authorisation, you will have to select "Next" on the page that opens afterwards, similar to how you have to when adding a new card as described above.

If you use option 2, rather than having to copy the details across, the authorisation will automatically use the details of the card saved in the Vault in the transaction. Once you enter the Payment Location and Amount in the first screen and pressed "Submit", the authorisation will be immediately processed and this message will appear on the Payment screen.


Please note that using either option 1 or 2 will not only save the payment in Windcave, it will also copy the card details across and create a Windcave re-billing token.

If you use option 3, once you enter the Payment Location and Amount in the first screen and pressed "Submit", a window will open where you have to enter the credit card information the press "Submit."


Again, you will have to press "Next" on the window that opens after before you can close the window.

If you use option 4, the authorisation will automatically use the details of the existing Windcave card and take the Authorisation against this card. Once you enter the Payment Location and Amount in the first screen and pressed "Submit", the authorisation will be immediately processed and a success message will appear on the Payment screen, the same as with option 2.

Capturing a Pre-Authorisation

When you are ready to process the payment, you need to “Capture” the payment instead of creating a standard payment.
To do this, find the Authorisation transaction in the Past Transactions list, click “Capture Payment”. 


This will open a window where you need to enter the following information before clicking "Continue".
  1. Payment Location: The location where the payment is being taken.
  2. Amount: There are three options that the amount that will be captured. Please note: the total Transaction Amount by be equal to or less than the original Authorisation Amount for the payment to be processed.
    1) Original Authorisation Amount - This will autofill in the value of the original authoisation
    2) Amount Owing - This will autofill in the total amount owing against the booking as the value of the authorisation
  3. 3) Other - If you select this then you can set the value of the bond to any amount
  4. Tender Type: From this dropdown you can select one of the tender types set up in your system. This determines the Merchant Fee that will be charged on top of the selected amount
  5. Merchant Fee: Select whether or not a Merchant Fee will be charged on top of the selected payment amount.


The transaction is processed immediately (no need to re-enter card details) and you will see a success (or failure) message at the top of the screen.

Payments

You are able to create a new payment using either a credit card you have already saved into the Credit Card Vault or Windcave, or you can use a new card. To create a new payment simply follow these steps.
From either the Booking Details page or the Booking Payments tab, click on the Windcave icon to open the Vault/Payment Manager screen shown below.
From here, the process is almost exactly the same as the one to create an authorisation. There are 4 options to create a new payment.


  1. Use option 1 if you have a card saved in the Credit Card Vault and want to see that card details and manually copy the information across
  2. Use option 2 if you have a card saved in the Credit Card Vault and want the payment to be automatically processed using the credit card details
  3. Use option 3 if you do not have a card saved and wish to make a payment using a new card.
  4. Use option 4 if you have a card saved in Windcave and wish to make a payment using this card.
Once you have selected the button, the following window will open. Here you will need to enter the payment information, then click the "Continue" button. The information needed is as follows
  1. Windcave Account: If you have multiple Windcave Accounts in your system, the Head Office Users will see this dropdown and be able to select which account to take the Authorisation through. This will not appear for Option 4 as the Account would have already been chosen when the card was entered.
  2. Payment Location: The location where the payment is being taken.
  3. Amount: There are three options that the amount that will be captured. Please note: the total Transaction Amount by be equal to or less than the original Authorisation Amount for the payment to be processed
    1) Bond - This will only be an option if you have a bond against the booking. Selecting it will make the bonds amount automatically fill in as the value of the payment. 
    2) Balance Owing - This will autofill in the total balance owing against the booking as the value of the payment.
    3) Other - If you select this then you can set the value of the bond to any amount
  4. Tender Type: From this dropdown you can select one of the tender types set up in your system. This determines the value of the Merchant Fee that will be charged on top of the selected amount.
  5. Merchant Fee: Select whether or not a Merchant Fee will be charged on top of the selected payment amount.



After you select "Continue", if you are using option 2 or 4, the payment will be automatically processed. If you are using option 1 you will be shown the screen below, where you can see the details of the card in the vault and you have to copy it over. If you are using option 3, you just see the screen where you enter the card details.


Once you have selected the "Submit" button, this window will open if the transaction is approved. You will then have to select "Next."


This page will then open. Make sure that you get all the way to this screen before you close the window, otherwise the payment will not be saved in RCM.


Refunds

You can only refund a payment that you have previously created via RCM. To create a refund, find the payment (or capture) in the Past Transactions that you want to refund and click the "Refund" button. Enter the Payment location and the Amount - either Original Payment Amount where it will refund the total value of the orignal payment, or Other where you can set any value as the refund so long as it is less than the original payment amount.
The click "Continue."





The transaction is processed immediately (no need to re-enter card details) and you will see a success (or failure) message at the top of the screen. The refund will now be listed in the Past Transactions.


Please note, the refund amount cannot be greater than the original transaction amount.

Finding Transactions in Payline

To search for all transactions for a booking in Payline, login to Payline and search using the booking reference number or reservation number (depending on how your system is configured). The link to the Payline login page and the booking reference number can be found by clicking the information icon under the Windcave logo.



From the Transaction Search page, enter the booking reference number in the Merchant Ref field and click search.



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