How do I charge a virtual credit card (VCC)?

Updated 6 months ago

Due to the crisis situation and in an attempt to better protect the best interests of our partners and guests, we decided to change the activation date of all outstanding and future virtual credit cards (VCC). For more info, read this article.

To charge a virtual credit card, just follow these steps:

  1. Go to the Extranet’s Reservations tab.

  2. Click the relevant guest name or reservation number to view the Reservation details page.

  3. Click View credit card details.

  4. Enter the virtual credit card details into your POS machine.

  5. Charge the available amount displayed.

For properties who use a PMS/Channel Manager, you can find more info in this article.

How virtual credit cards are different from regular credit cards

  • Virtual cards involve guaranteed payouts from and don’t need to be pre-authorized or validated.

  • The activation date of all outstanding and future virtual credit cards (VCC) is one day after the reservation’s check-in date.

  • If an error occurs when charging a virtual card, wait 30 minutes and go back to the “Reservation details” page for info on what went wrong.

Having trouble charging virtual credit cards? 

There are a few reasons why this happens.  Here’s what you can do:

  • The card isn’t active yet Try again after it’s activated

  • The card doesn’t have sufficient funds (overcharged) Check that the amount that you’re charging matches the available balance

  • The CVC entered is incorrect Make sure you’re using the correct number

  • The expiration date entered is incorrect Make sure you’re using the correct expiration date 

  • Your POS machine merchant code is invalid’s virtual credit cards can only be charged by merchants registered as official accommodation providers. Contact your terminal provider for help (Tip: It’s possible to change your code)

For a more detailed, visual explanation on charging virtual credit cards, watch our tutorial video below:

What about cancellations, no-shows, modifications, and refunds? 

If there’s a cancellation, no-show, or modification, and you’re owed money, you’ll still get paid according to your policy through a virtual credit card. You’ll find the updated payout info in your guest’s reservation details. 

If the guest needs to be refunded, will help you refund them. If you’ve already charged the virtual card for the reservation, you’ll need to refund the same virtual card that we provided. 

Virtual credit cards can be refunded even if they’re expired. If the expiration date is in the past, you can enter the current month as the card’s expiration date instead.

If you have trouble refunding the virtual credit card, we recommend contacting your bank or financial institution. 

Important things to know about our virtual credit cards

  • From November 1: You can see virtual credit card details on the Extranet for 18 months (547 days), starting from the check-out date. 

  • The activation date of all outstanding and future virtual credit cards (VCC) is one day after the reservation’s check-in date.

  • If you haven’t already charged a virtual credit card after a guest checks out, you’ll have up to 12 months (365 days) to charge it. For some reservations, virtual credit cards will be available for a shorter time period, so you’ll need to request new virtual cards to receive your money: 

    •      For reservations made before November 1, 2019, virtual credit cards were issued for a period of 6 months.  If necessary, after the initial 6-month period, you can request another virtual credit card that will be available for an additional 6 months. This means you can access the outstanding amount for a total of 12 months. 

  • To support you in getting paid, we’ll email you about any outstanding amounts on a weekly basis. If you have multiple virtual credit cards, we’ll include all the necessary info in one email. If you don’t claim these outstanding amounts within the 12-month period, you’ll no longer be entitled to the funds. 

Want to learn more about our payments service?

Find out how Online Payments work, read our Payments FAQ, read more on refunding virtual credit cards, or print and share our Payments Guides found below:

Online Payments Guide  How to charge a VCC Guide

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