Stripe User Guide
Overview
Rental Car Manager integrates with Stripe 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 Payments tab on the Booking form:
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 Stripe, see the article below on how to begin the onboarding process.
View Reservations with Balances 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 Stripe.
Pre-Authorisations
Authorisation transactions validate the card and guarantee the funds will be approved for the amount and ties the funds up for 30 days. If you do not wish to take money from the client you do nothing, and the hold on the money will expire after 30 days. If you wish to take payment you can complete it within 30 days.
To create a pre-authorisation simply follow these steps.
From either the Booking Details page or the Booking Payments tab, click on the Stripe icon to open the Vault/Payment Manager screen shown below.
If you are using a credit card that is already saved in the secure vault, simply click on the "Authorisation" button. If you are using a new credit card, click on the "Create Authorisation" button.
Enter the Payment Location and one of the following three Pre-Authorisation amounts.
- Bond Authorisation: If you have a bond against the booking, selecting this will charge that bonds amount. If you do not already have a bond and you select this, you can set it to any amount in preparation for a bond.
- Balance owing: If you select this, the Authorisation will be for the total balance currently owing against the booking.
- Other: If you select this, then you can set the Authorisation to any amount you wish.
Please note: only Head Office users can see and change the Stripe Account. Depending on your Stripe settings, this account will automatically change to match the Payment Location.
Once finished, click the Continue button.
If you are creating a pre-authorisation from a credit card already saved in the vault, you will see the vault information on the left side of the screen as shown below. If you are creating a pre-authorisation for a new credit card, you will only see the right side of the screen shown below.
Enter the credit card information into the Stripe screen and click the Submit button.
Please note: If you are using the Stripe Card Reader, the cards information will instead be automatically entered by scanning the card through the terminal.
If the pre-authorisation is approved, you will see the green message shown bellow.
When you are ready to process the payment, you need to “Capture” the payment instead of creating a standard payment.
Find the Auth transaction in the Past Transactions list, click “Capture Payment”.
Select which Payment Type you want to take: Original Authorisation amount, Balance Owing or Other. Other is the only option that lets you manually set the payment amount. Please note that the Payment Amount taken must euqal to or less than the original Authorisation amount or it to be approved. Then set the Tender Type and whether or not a Merchant Fee is charged on top of this payment. Once done, select 'Continue.'
A pre-authorisation can only be captured once.
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.
Additionally, under Past Transactions, the Auth will be marked as captured and the information of the payment will be displayed.
Payments
You are able to create a new payment using either a credit card you have already saved into the secure vault, 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 Stripe icon to open the Vault/Payment Manager screen shown below.
If you are using a new credit card, click on the "Create New Payment" button. If you are using a credit card that is already saved in the secure vault, simply click on the "Payment" button.
Select the Payment Location, Stripe Account and Payment Amount the same way as explained above for Pre-Authorisations. Please note: the Bond ammount will only appear if there is a bond against the booking, and you are unable to edit this value.
Then select your Tender Type and whether or not you are charging a Merchant Fee.
If you are charging a Merchant Fee on top of this payment, the Tender Type/Merchant Fee section will display as shown below. It will list the name of the Extra Fee that is set up as the Merchant Fee against the selected Ternder Type, as well as the cost of the fee. If your tax is exclusive, you will also have any tax that is applied to this payment listed out. At the bottom there is the Total Transaction Amount, which is the sum of the Payment Amount and any Merchant Fees and tax that are applied; this is the amount that the customer will be charged.
Once completed click 'Continue.'
If you are creating a payment for a credit card already saved in the vault, you will see the vault screen on the left side of the screen. If you are creating a payment for a new credit card, you will not see this.
Enter the credit card information into the Stripe screen and click the Submit button.
Please note: If you are using the Stripe Card Reader, the cards information will instead be automatically entered by scanning the card through the terminal.
You will see the following green message at the top of the screen if the payment was successful.
Re-billing Using Tokens
When you first create a standard payment through Stripe, the customer card details are saved with Stripe. A token is provided that allows you to create a new payment using those saved card details.
If there are saved tokens for a booking, you will see them listed when you open the payment page.
To create a payment from a token, click the “Create Payment” button, select the location, the payment amount and click continue. A payment for the amount entered will be instantly created using that token.
Refunds
You can 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. Select the location, enter the refund amount and 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.
You can create multiple refunds for a transaction but the total amount of these refunds must be less than or equal to the original payment amount.
It is also possible to create Unlinked Refunds through Stripe, for more information see Stripe Unlinked Refunds.
Deleting Rebilling Tokens.
If you have permission to delete Rebilling Tokens, then a red Delete button will appear next to each token in Stripe. For information on how to give a user permission to do this, please see the User Management - Setting up New Users, IP Addresses , View Logins, TFA article.
Deleting a Rebilling Token means that it can no longer be used to take any payment or refunds through Stripe. This feature is useful in cases when there has been a customer change and you want to remove the old customers credit card from the booking, or if multiple copies of the same card have been added against the booking.
To delete the Rebilling Token, simply select the Delete button as highlighted below, and confirm that you wish to permanently delete the card.
Once the token has been deleted, a success message will appear at the top of the page.
Deleted Rebilling Tokens can be viewed in the Stripe section of the Payments window. Clicking on the View/Hide Deleted Cards button indicated below, will cause a table with any deleted rebilling token information to appears.
Utilising Stripe Card Readers
If you have Stripe Card Readers, the Payments page will integrate seemlessly with these. It is possible use a card reader to enter a rebilling token, and to take an Authorisation or Payment through Stripe The customer can then either tap, swipe or insert their card on the card reader to make the transaction. A successful payment will then be saved inside RCM for the booking, and the rebilling token will be saved in Stripe.
Once you have setup the card readers inside of RCM, this can be done from the Payment Gateway screen, you will have the option to choose a card reader from the Payment page. Simply click the "Use Stripe Card Reader" checkbox at the bottom of the Payments page. You will then be presented with a drop-down of the card readers that are available. Choose the one you want to use. Please note that your computer and card reader must be connected to the same network otherwise you will not be able to send a transaction to the selected card reader.
Clicking on the Continue button will send the information through to the Stripe Card Reader, a message will be displayed letting you know to follow the prompts on the card reader.
Once the payment has been successfully made using the card reader, a green message will be displayed and the payment will be recorded.
The card will also saved against the booking so that you can take payments from it in the future. It can be found in the Saved Cards section.
Emailing Receipt for Stripe Payment
It is possible to have a receipt emailed to the customer after the Stripe payment has been processed.
You can see in the image below that you have the option to choose to Email the Receipt.
You are able to determine the default option for the Email Receipt checkbox on the Payment screen by changing the Payment Gateway Settings. You can find the screen shown below by choosing the "Payment Gateway" option on the System Setup menu and updating/creating a Stripe account. The highlighted flag will determine whether the Email Receipt checkbox is selected or not by default when you open the Payments screen.
Additionally, you can select whether Users are able to enter descriptions to individual payments, which will be displayed on the receipts. You are able to set this on the Payment Gateway screen with the flag highlighted below.
Turning this flag on will allow you to add descriptions to Stripe receipts.
This can be done every time you make a payment through Stripe. When the payment window opens, if you select the "Email Receipt" option, the "Receipt Description" field will appear as indicated below.
If you enter a description here, it will appear on the receipt that Stripe emails to the customer.
If this field is left blank, the default description "Stripe Payment for Reservation: ###" will be used.
Stripe Subscription
You are also able to set up Subscription plans for bookings. There are schedules, recurrent payment that will be automatically charged to the customer at set intervals. This is useful for long-term hires. For more information, please see the Stripe Subscriptions article.
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