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22.6. Saving Credit Card or e-Check Information
Arctic gives you the ability to save credit card and e-Check information for your guests. This can come in handy for processing future payments or for running a "tab" when a guest may add additional charges while staying with you. Arctic also saves credit card or e-Check information for any online payments you receive even if the client doesn't expressly choose to save the information. This protects you should need to add charges to the guest's card or account for things like cancellation fees.
You have to options for saving a guest's credit card or e-Check information. The first option is to simply click the "Save for Later Use" checkbox on the "Run Transaction" screen as shown here:
This can be done either in the backend or through one of your retail terminals.
The second option for saving guest credit card or e-Check account information is to save it to the guest's "Person Record". This is handy if you are not ready to process a payment for a guest but want to save payment information for later use.
To save a guest's credit card or e-Check account information, go to the "View Person" page and click either the "+Add Credit Card" or the "+Add E-check Account" button as shown here:
Once a card or e-Check account has been saved for a guest, you can add charges to it by selecting it from the "Saved Card" or "Saved Account" drop down menu shown depending on the payment method chosen on the "Run Transaction" page.
You can also select saved credit cards from one of the green buttons in the Retail Terminal as shown here:
Note: In the Retail Terminal the saved cards only show if a guest has been entered for the transaction "Customer Field" and if charges have been added to their ticket.
In addition, Arctic retains the card or e-Check information for each guest who made an online payment. This information can also be accessed through the "Saved Card" or "Saved Account" drop down menu for additional payments. If the guest did not specifically save the card or account to your system you will see a "Not Saved" in parentheses as shown here:
This does not mean you cannot add charges to the card. What it does mean is that Arctic will warn you that you are making a payment to an "unsaved card" or "unsaved account" and that you should be sure you have authorization from the guest to proceed with the charge. You can convert these cards or accounts to a "Saved Card" or "Saved Account" by checking the "Save for Later Use" check box before running any additional payments.
Arctic will automatically clean expired credit cards and cards and accounts that are associated with customers who have no active reservations or invoices to help protect credit card and e-Check account information and prevent accidental charges.
If you need to remove a card or account from a guest's profile because it no longer valid, you go to the "Person" record for the guest and click the "Credit Cards" tab or "E-Check Accounts" tab.
These tabs will show all of the saved cards or saved accounts you have on file for a guest. For saved credit cards, Arctic displays the card type, the last four digits of the card number, the expiration date, and the last time the card was used. For saved e-Check accounts, Arctic will show the account type, i.e. Checking or Savings, the last four digits of the account number and the last time the account was used. To remove credit card or e-Check account information click the red "x" in the grey box for the card or account that needs to be removed. This information is also shown for all guests who have paid online even if they didn't specifically save their cards or accounts.
Note: Only Super Users and Administrators will be able to remove the cards or accounts from the guest record. Normal users will only be able to see the cards or accounts saved to the guest record.