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Automatically charge saved virtual credit cards during the night turn, at a timing you choose per property.

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Business Value

  • Charge saved VCCs automatically during the night turn — no manual extranet work.
  • Choose when charges run: 48h or 24h before arrival, on arrival, or on departure.
  • Saves the income team from printing and keying VCC details by hand.
  • Routes each charge to the right payment method by reservation currency.
  • Logs every charge attempt for reconciliation.

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Use Cases

  • Income manager sets charges to run 24 hours before arrival across all channel reservations.
  • Property administrator enables auto-charging so the night turn collects balances automatically.
  • Night auditor reviews the Kwentra Pay log to confirm which VCCs were charged.

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How It Works

A new Automatic VCC Charges panel lets you turn on automatic charging and pick a single timing that applies to the whole property. At every night turn, the system finds the reservations that match your timing, looks up each one’s saved VCC, and charges it through the payment provider. This works together with a payment method marked Automatic for each currency in your Kwentra Pay provider settings, so the system knows which method to charge for a reservation based on its currency.

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Enable Automatic VCC Charging

  1. Go to Front Office → Settings → Integrations → Kwentra Pay → Automatic VCC Charges.
  2. Turn on Enable automatic VCC charging (default: off).
  3. Under Charge timing, pick one option:
    • 48 hours before arrival
    • 24 hours before arrival
    • On arrival date
    • On departure date
  4. Click Save. Save is available only once a timing is selected.
Only one timing is active at a time. Turning the feature off stops all automatic charges, whatever timing is saved.

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When a Reservation Is Charged

At each night turn, a reservation is charged only when all of these are true:
  • It has a saved VCC.
  • It is in an active state — not Cancelled, No-Show, or Checked-Out (this applies to Expected and Checked In reservations).
  • Its dates match your chosen timing, measured against the new system date after the turn:
    • 48 hours before arrival — charged two nights before arrival.
    • 24 hours before arrival — charged the night before arrival.
    • On arrival date — charged on the arrival date.
    • On departure date — charged on the departure date.
  • Its remaining projected balance is greater than zero.
A reservation is never charged twice for the same timing slot. If you later change the timing, an already-charged reservation can be picked up again on the new slot — this is intentional, so you can re-run after correcting the setup.

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How Each Charge Is Routed

  • Payment method — the method marked Automatic for the reservation’s rate-code currency.
  • Amount — the reservation’s remaining projected balance, converted to the rate-code currency at the current exchange rate.
  • Outcome — on success, the charge is logged Approved and the payment posting is created automatically; on failure, it is logged Failed. There is no retry.
Automatic VCC Charges settings are governed by the Can edit Kwentra Pay settings permission.