In case you receive a Virtual Credit Card (VCC) for a reservation, which was created previously on an OTA, then the payment process will look totally different. This is necessary because the guest has already completed the payment on the OTA's side, therefore there is no need for further communication extra payment.
Stages of the payment process
Right after the reservation was created and arrived to SabeeApp, then the system will detect if the reservation has a virtual credit card assigned to it. If it is detecting that there is a VCC then under the Payment Schedule section of the Detailed reservation page you will see the following:
1. Reservation created on the OTA
This stage will be shown by default with a green stage indicator. The name of the OTA where the guest booked will also be displayed.
2. Virtual credit card received
This stage will also receive a green status bubble indicating that the VCC has been received. Right under it, the current balance and currency of the VCC will be shown as well.
3. Payment status
For each and every VCC the OTAs will rule when the amount on the card can be charged. Until the charge can not be completed we will display that the amount on the card is not yet available. Under this line the date of availability is shown, so you will know when you have to return to charge the VCC.
When the amount becomes available, you can proceed with the charge by clicking on the Charge now button.
Right after you clicked on the Charge now button, a window will open up with the details of the credit card and the transaction.
First select the Key file option and then upload your key file. You can drag and drop it to the field or search for it with the Choose file option in your computer.
To finish the transaction, just click OK on the bottom right corner.
After the charge has successfully happened the Payment status stage receives a green status bubble and the transaction amount and time will be also shown.
At the same time a SabeePay payment will be created under the Folios section which will indicate that the process has been completed and there is no more action needed from the side of the guest.
Refunding a VCC payment
If you need to refund an already completed payment to a VCC then look for the Proceed to refund link in the Folios section.
Please set how much you would like to refund and confirm the refund in the notification window by clicking on the Refund now button. If you would like to Cancel your move just click on the X on the top right corner.
After you have completed a refund for a virtual card, we will display the Refund status stage in the Payment schedule section. You can review the refund transaction details (date and amount) under the stage.
After your refund has been completed you will be able to see it under the Payments section of the Folios. It is possible to complete partial refunds multiple times up to the originally charged amount. If you complete multiple partial refunds, then multiple refund stages will be shown in the Payment schedule.
By fully refunding a charge, the Proceed to refund option will not be clickable anymore next to the original payment.
IMPORTANT NOTES:
The Virtual Credit Cards can only be charged if the default currency of your SabeeApp account and the VCC's currency is the same. If the two do not match then the transaction is not possible.
If you have already completed a refund transaction for a VCC, then you cannot charge it again from the software.