Tru-link integrated PED - Take payments and refund within Rezlynx and standard 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 Rezlynx and how payments and refunds can be integrated from the PEDs into reservations, standard C&B events, aged debtors, and post cash.
Bedroom Reservation
To add a deposit if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the reservation you wish to add the deposit to.
Click on the 3-dot menu and select Deposits.
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 reservation.
To add a refund if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the reservation you wish to refund.
Click on the three dot menu and select Deposits.
Select Refund next to the transaction.
Select Payment Device from the drop-down.
Check amount:
this is auto-populated based on the total of the deposit.
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 post onto this section.
Function Reservation (Standard C&B)
To add a deposit if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the standard c&b function you wish to add the deposit to.
Click Options and select Deposits.
Select Pay Via Chip and Pin.
Select Payment Device from the drop-down.
Enter the 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 Function.
To add a refund if the guest is present using the Tru-link integrated PED, follow the steps below:
Navigate to the standard c&b function you wish to refund.
Click Options and select Deposits.
Select Refund next to the transaction.
Select Payment Device from the drop-down.
Check amount.
This is auto-populated based on the total of the deposit.
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 post onto this section.
Check In, Room Billing and Check Out
Pre-authorisation
Pre-authorisations can be added to a Room Bill either during the Check in Process or when the Room has been checked 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 Room Bill.
⚠️Important: If you use the Room Balances report for credit limits you will still need to manually enter the amount onto the Reservation.
To add a pre-authorisation after check in, follow the steps below:
Navigate to Room Billing, and select the correct room billing from the drop-down menu.
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 room bill, a payment can still be taken.
To take a payment within Room Billing, follow the steps below:
Navigate to Room Billing, and select the correct room billing from the drop-down menu.
Click Add 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 guest’s bill.
Top up
You can Top up a Pre-Authorisation if the guests current room balance is more than the initial Pre-Authorisation held.
To complete a Top up within the Room Billing Pre-Authorisation section, follow the steps below:
Navigate to Room Billing, and select the correct room billing from the drop-down menu.
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 room bill.
Completion
The Pre-Authorisation can be completed upon to pay the guests bills upon check out.
To complete on a pre-authorisation within Room Billing, follow the steps below:
Navigate to Room Billing, and select the correct room billing from the drop-down menu.
Click Add 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 guests 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 guest.
To release the pre-authorisation, follow the steps below:
Navigate to Room Billing, and select the correct room billing from the drop-down menu.
Click Release.
Select 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 a guest’s stay this can be processed within the room 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 Room Billing, and select the correct room billing from the drop-down menu.
Click Refund.
Select 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 guests bill.
⚠️Important: If a partial refund was taken and if you try to refund again it will only populate with the remaining amount.
Aged Debtors
If a payment is required for an aged debtor account during the guest's stay this can be processed within the aged debtor section of the system, where payment can be added.
To add a payment to an Aged Debtor account if the guest is present using, follow the steps below:
Navigate to Aged Debtors, and select the debtor or ledger you wish to add a payment to.
Click Payment.
Select payment method as Chip and Pin from the drop-down.
Select Payment Device.
Enter the amount and edit if required.
Click 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 debtor account under the credits section.
Once processed you will be able to allocate the payment to the invoice required if applicable.
Post Cash
To add a payment for a Post Cash Transaction (Passer by Transaction), follow the steps below:
Navigate to Post Cash, and complete the information as required on the charge including the GuestPay pay type and value.
Click Post Via GuestPay.
Select Payment Device, enter the amount.
Click Take Payment.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will process.
An invoice can be printed by hoovering over the View button and selecting the output format required.
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.