Tru-link integrated PED - Take payments and refund within Advanced C&B
Tru-link PEDs (Pin Entry Devices) allow a seamless integration between your PEDs and your EPOS or Rezlynx system. We will focus on the Rezlynx Advanced C&B module and how payments and refunds can be integrated from the PEDs into events and delegates.
Event Deposits
To add a deposit if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the event you wish to add the deposit to.
Select the Billing tab.
Within the deposits section, select Pay Via Chip and Pin.
Select payment device from the drop-down.
Enter amount.
Click Take Deposit.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will be added to the Event.
To refund a deposit if the guest is present, using the Tru-Link integrated PED, follow the steps below:
Navigate to the event you wish to refund the deposit to.
Select the Billing tab.
Within the deposits section select Refund next to the transaction.
Select payment device from the drop-down.
Check the amount (this is auto-populated based on the total of the deposit), then click Refund.
This will communicate to the PED machine selected, that the guest needs to be present for a Refund, and if successful the Refund will process and post onto this section.
Delegate deposits
To add a deposit if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the event you wish to add the deposit to.
Select the Delegates tab, and select New.
Add the delegate details.
Within the delegate details window, click Deposits section.
Select Pay Via Chip and Pin.
Select payment device from the drop-down.
Enter amount.
Click Take Deposit.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will add to the delegate booking.
⚠️Important: Do not add deposits for delegates into the Billing tab, as this will not show correctly within the delegates and will instead add to the event.
Check in, event billing and check out
Pre-authorisation
Pre-authorisations can be added to an event bill during or after the check in process.
During check in
To add a pre-authorisation during check in, follow the steps below:
On the check in confirmation page, select Add Pre-authorisation.
Select payment device from the drop down.
Check the amount - you can change the amount by clicking on the amount and over typing.
📌Note: The amount auto-generated is the remaining balance plus 15% (this default can be amended on request).
Click on Authorise.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the pre-authorisation will add the details to the pre-authorisation section and will also be visible inside the event bill.
⚠️Important: If you use the room balances report for credit limits you will still need to manually enter the amount onto the event.
After check in
To add a pre-authorisation after check in, follow the steps below:
Navigate to the advanced C&B module, within the events menu select Billing.
Select your event billing by name, event reference or contact name.
Click Add Pre-authorisation.
Select payment device from the drop down.
Check the Amount.
Click on Authorise.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the pre-authorisation will add the details to the pre-authorisation section and will also be visible inside the event bill.
Take payment
If no pre-authorisation is present on the Event bill, a payment can still be taken.
To take a payment within event Billing, follow the steps below:
Navigate to Advanced C&B module, within the Events menu select Billing.
Select your event billing by name, event reference or contact name.
Click Make Payment.
Select the correct payment device from the drop-down.
Enter the correct amount.
📌Note: If payment is being taken in advance enter the value, however on checkout the amount will populate with the remaining balance.
Click on Take Payment.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will add to the Event bill.
Top up
You can top up a pre-authorisation if the event balance is more than the initial pre-Authorisation held.
To complete a top up in the event billing pre-authorisation section, follow the steps below:
Navigate to Advanced C&B module, within the events menu and select Billing.
Select your event billing by name, event reference or contact name.
Click Top Up.
Select the correct payment device from the drop-down.
Enter the amount you wish to top up by and not the full amount required.
📌Note: You are able to see the amount of the current pre-authorisation and once you enter the top amount it will show you the total amount that will be held.
Click on Top Up.
This will communicate to the PED machine selected, the guest does not need to be present for a top up, and if successful the pre-authorisation will update the amount within the section in the event bill. Completion
⚠️Important: If the top up is unsuccessful it could mean that the guest does not have the funds required on that card, you will need to put together your own process on how to deal with this situation.
Completion
The pre-authorisation can be completed upon to pay the event bill upon check out.
To complete on a pre-authorisation in the event billing pre-authorisation section, follow the steps below:
Navigate to advanced C&B module, within the events menu select Billing.
Select your event billing by name, event reference or contact name.
Click Make Payment.
In the pre-authorisation section, this will populate the balance owed by the guest.
📌Note: If the amount owed is higher than the pre-authorisation taken you will have to top up the amount first before using the completion button.
Select the correct payment device from the drop-down.
Click Complete.
This will communicate to the PED machine selected, the guest does not need to be present for a completion, and if successful the completion will process and the payment will post onto the event bill.
Release
If a guest has made a payment using a different card or via another paytype than the one used for the pre-authorisation, it is vital that the funds get released.
⚠️Important: Releasing funds if required should be done prior to checking out the Event.
To release the pre-authorisation, within the event Billing, follow the steps below:
Navigate to advanced C&B module, within the events menu select Billing.
Select your event billing by name, event reference or contact name.
Click Release.
Select the correct payment device from the drop-down.
Click Release.
This will communicate to the PED machine selected, the guest does not need to be present for a Release, and if successful it will start of the process if releasing the funds back to the guests account.
The time frame varies depending on the guest’s bank, ranging from 7-30 working days.
Refunds
If a refund is required for a payment taken during the event this can be processed within the event bill where the payment was posted and a refund button will be present.
To refund within the event billing, follow the steps below:
Navigate to advanced C&B module, within the events menu select Billing.
Select your event billing by name, event reference or contact name.
Click Refund.
Select the correct payment device from the drop-down.
Check the amount and edit if required.
📌Note: The amount auto generated will be the full total of the payment, if you only wish to part refund you can over type the amount.
Click Refund.
This will communicate to the PED machine selected, the guest does not need to be present for a refund, and if successful the refund will process and will post onto the event bill.
⚠️Important: Note if a partial refund was taken and if you try to refund again it will only populate with the remaining amount.
Transaction values
Using your pin entry device or PED machine for deposits or payments is capped at £5000 per transaction.
For example if a bride is present and wants to pay a £6000 deposit, you will have to process a £5000 transaction first and then process another £1000 transaction afterwards.
Higher amounts can be taken using other methods, such as bank transfers or the payment gateway if the person is not present.