VostroPay User Guide
Overview
Rental Car Manager integrates with VostroPay to allow you to 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” 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 VostroPay, 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 VostroPay.
Adding a Card to VostroPay
You are now able to manually enter a card into VostroPay, 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.
For Head Office Users, below window will open with a dropdown for Account selection. If you have multiple VostroPay accounts, you can select which account you wish to save a card against, according to location and Brand. Any subsequent payments or authorisations made using this card will be taken through the selected VostroPay Account. Once you have selected the Account, click "Continue".
Location Users will not see the Account selection dropdown, and instead the Account will be automatically chosen based on the booking's Pickup Location and Brand.
This will open the window where you enter the credit card details. Once you have done this select the "Save Card" button.
This new card and re-billing token will then be displayed in the VostroPay section under Saved Cards, as shown below. You can also see that this card is not saved in the Credit Card Vault, only in VostroPay.
Rebilling Using Tokens
When you create a standard payment through VostroPay or add a card using the process above, the customer card details are saved within VostroPay. A token is provided that allows you to create a new payment using those saved card details, and process refunds against them.
If there are saved tokens for a booking, you will see them listed when you open the payment page and click on the Saved Cards 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 30 days. If you do not wish to take money from the client you have to 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.
You are able to create a pre-authorisation using either a credit card you have already saved into the VostroPay, or you can use a new card.
If you are using a credit card that is already saved in the VostroPay, simply click on the "Authorisation" button on the saved card. If you are using a new credit card, click on the "Authorisation" button displayed in blue colour as seen below.
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 bond's 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 change the VostroPay Account. Depending on your VostroPay settings, this account will automatically change to match the Payment Location.
Once finished, click the Continue button.
You also have an option to include the Merchant Fee amount in the Authorisation. For this, simply select the Tender Type, and the Merchant Fee applicable to that Tender Type will be automatically calculated and added to the Total Transaction Amount for which the Authorisation is being created.
If you are creating pre-authorisation from the card already saved in VostroPay, the Account for that card is already selected, so the Account selection dropdown is disabled in this case.
If the pre-authorisation is approved, you will see the green message shown bellow.
Capturing a Payment from Pre-Authorisation
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 be equal to or less than the original Authorisation amount for 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.
Voiding an authorisation
For Authorisation transactions you will see a "Void Authorisation" button on the Auth transaction in the Past Transactions list.
If you need to void an authorisation and release the funds back to the customer, click the "Void Authorisation" button. Voiding an authorisation will cancel the authorisation. You won't be able to capture payment using this authorisation anymore. It will also add a 'Void Authorisation' transaction under Past Transactions, as shown below.
Payments
You are able to create a new payment using either a payment card you have already added into VostroPay, 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 VostroPay icon to open the Payment Gateways & Card Vault screen shown below.
If you are using a new credit card, click on the "Payment" button displayed in blue colour as seen below. If you are using a card that is already saved in VostroPay, simply click on the "Payment" button on the saved card.
Select the Payment Location, VostroPay Account and Payment Amount the same way as explained above for Pre-Authorisations. Please note: the Bond amount 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 Tender 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.' Then enter the Card details and click "Submit". If you are creating a payment from already saved card, you won't see below screen, and the payment will be directly processed.
You will see the success message at the top of the screen if the payment was successful.
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.
You can choose if you want to refund the amount excluding the merchant fee(selected by default) or including the merchant fee. These amounts cannot be changed, to enter a different amount, you can select "Other" option and enter the amount you want to refund to the customer.
Select the location, select 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. The refund will now be listed in the Past Transactions.
You can create multiple refunds for a transaction but the total amount refunded must be less than or equal to the original payment amount.
Deleting Rebilling Tokens
If you have permission to delete Rebilling Tokens, then a Delete Card button will appear next to each token in VostroPay. 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 through VostroPay. 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.
To delete the Rebilling Token, simply select the Delete Card button as highlighted below.
Once the token has been deleted, a success message will appear at the top of the page.
Deleted cards can still be viewed by clicking on the 'View Deleted Cards' button under the saved cards section. When you click the View/Hide Deleted Cards button, a table appears with a list of deleted cards, showing some card details and the date on which it was deleted.
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