Guaranteed No Show Procedures for BWI Booked Reservations (Clear Commerce)

Transcription

1 These procedures are to be followed step by step for Guaranteed No Show Reservations that were reserved through BWI and have an encrypted Credit Card Number. These steps do not all apply to any reservations that are Pre-paid in full, or were made directly with the hotel (Local). Please follow these steps to the letter in processing to avoid any errors. Glossary In this first section I will give you names and examples on some of the items that are used in these procedures. 1. BW CRS - GTD: This is a reservation that was made through any Best Western Channel, the code BW CRS appears in the top right corner of the reservation screen: 2. Encrypted Credit Card Number: This is visible on the top right corner of the reservation, if it is encrypted you will only see the last 4 digits of the number, if it is not encrypted you will see the first 4 & Last 4 digits. This example is encrypted: 3. Order ID or BWIP Number: Every reservation with an encyrpted credit card comes wil an Order ID/BWIP number. To find the number (in Visual Matrix), on the reservation screen click the Pink CRS Button in front of the Comments Line, when the box opens click on the Radio Button in front of the words CREDIT CARD, the Order ID/BWIP number will be listed below this bar in the white boxes. You will need the BWIP number in order to process the GTD No Show on the Clear Commerce Website. 4. Clear Commerce: Clear Commerce is the actual Payment Processor for all our BWI Reservations and has been for the past two years. The website is now opened in the 4 th Tab of Google Chrome when you open it on the front desk computer. I sents each of you your new login information to process these GTD No Show Reservations. The actual Web Address (in cae the front desk system is down) is:

2 GTD No Show Procedures When you get ready to start the Audit check to see if you have any BWI encrypted Credit Card Reservations that have not yet checked in. If you do, you will follow these steps: 1. FIRST THING: Log Into the clear commerce Website, it should automatically take you to the ORDERS Page: Click on the word ORDERS to take you to the Search Screen 2. Now we have to search for the reservation using the Order ID/BWIP or the confirmation Number from BWI. In Visual Matrix, open the reservation and click the PINK CRS Button, choose Credit Card and you will see the Order ID/BWIP on the screen, you can click and highlight the BWIP Number, right click it and choose COPY, then go back to the Clear Commerce Website.

3 3. On the Clear Commerce Page, drop down the first search box and choose GROUP ID & TIME: Once you have chosen Group ID and Time, right click in the blank box that appears below it and PASTE the BWIP number in the box. Then Click Search 4. Once the site finds the reservation this screen will appear. When it does click POINT OF SALE on the left side 5. Keep the Order ID and confirmation number of the reservation available. On the Point of Sale screen enter the following fields: Activity Choose Reference Transaction, Transaction Type Auth, Group ID <Enter the confirmation number>, Total - <Enter the amount to be charged>, POS Environment E-Commerce, scroll to the bottom of the page and enter the Order ID in the Reference Order ID field and hit Process Transaction.

4 Group ID is the 9 digit BWI Confirmation Number $87.55 Enter total amount of room & Tax for the No Show BWIP Enter total amount Order ID/BWIP Number here Click Process Transaction 6. The following approval screen will appear to confirm the charge:

5 7. BACK IN VISUAL MATRIX: In the AUDIT click VIEW for the NO SHOW 8. Find the No Show reservation that you just processed online and double click it to open: 9. Click the CHECK IN button to the left of the screen, then when the Signature pad window opens, click BYPASS:

6 10. You are going to choose CASH as the method of payment BUT YOU WILL NOT ENTER ANY AMOUNTS, LEAVE THEM AS $0.00 and click CHECK IN RES 11. NOW Click the CLOSE button in the bottom left of the screen and complete running the audit. Once you have completely finished the Audit open the FRONT OFFICE and then CASHIERING, we need to post the payment and check out the GTD No Show. So pull up the room in the cashiering screen: 12. Click the VIEW button to go into the Folio so we can post the payment and check it out.

7 13. In the Folio, go to the Code Box in the bottom Left corner and enter or choose the code 6C (BALANCE FORWARD CREDIT) and enter the total due (Balance) and SAVE 14. Now click CHECK OUT 15. Click on ROOM RACK at the top center of the screen, when it opens find the room number that you just did as the no show: 16. Right Click on the Room Number and Choose SET RM CLEAN 17. Click the CLEAN & INSPECTED button Click UPDATE The very last thing that you need to do is open the INFO screen and in the Hotel Logbook in the bottom left type: 206: Patel GTD NO SHOW and click ADD NEW