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CON/HTS: Sending VCC Authorization and VCC Transaction Details to Hotels or Partners

This card will instruct you on how to accurately send VCC authorization and transaction details to hotels or partners, particularly when they report that the VCC transaction isn’t going through. This procedure is also relevant if you need to share VCC information with hotels for upgrade payments due to a mismapping issue.

❌NOTE:

For legal purposes, the Credit Card information should NEVER be shared in a message. Credit Card information should ALWAYS be added as an email attachment.

⚠ IMPORTANT:

It is MANDATORY to include this disclaimer when sending Virtual Credit Card (VCC) information to a hotel or partner as it legally protects the company.

'This message is transmitted to you by or on behalf of Hopper (USA), Inc. It is intended exclusively for the individual or entity to which it is addressed. The substance of this message, along with any attachments, may contain information that is proprietary, and/or confidential. If you are not the designated recipient of this message, you are not authorized to read, print, retain, copy or disseminate this message or any part of it. If you have received this message in error, please destroy and/or delete all copies of it and notify the sender of the error by return e-mail.'

How to Send VCC Authorization to a Partner or Hotel

  1. Open the Hotel Credit Card Authorization Form - TEMPLATE
  2. Select Make a copy
    1. You'll be automatically redirected to the file copy.
    2. Bookmark the copied file as you'll be using the copy document for your personal use.
    3. You do not need to repeat the first 2 steps if you already made a copy of the template. Simply reuse your copy of the document.

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  1. Under the Generator tab, enter the requested information on line 2 ONLY. The information will be generated to the CC Authorization Form tab.

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  1. Select the CC Authorization Form tab
  2. Select File > Download > PDF document (.pdf)

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  1. Verify the information before exporting the PDF

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  1. The file will automatically appear in your download bar or download files.

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  1. In Kustomer, send the PDF file as an attachment to your email
    1. Verify you are selecting the correct "from" email alias for Hotel/ Partner email communication
    2. You can personalize the shortcuts:
      1. #HOTEL_Send_VCC
      2. #HOTEL_VCC_Decline_Advice_of_Correct_Procedure
  2. Update the Universal Agent Disposition.
  3. Mark as done the conversation

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How to Send VCC Transaction Details to a Partner or Hotel

  1. Verify the Virtual Credit Card's recent authorizations and transactions.
    1. For HTS Agents: Please reach out to your Team Lead for assistance in verifying the VCC transaction and to obtain a screenshot of the transaction history.
  2. Take a screenshot of the Recent Authorization page.

⚠ Important:

For legal purposes, the user login information in the top right corner should be cropped out.

Good example

Bad example

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  1. In Kustomer, send the screenshot file as an attachment to your email
    1. You can personalize the shortcut
      1. #HOTEL_Send_VCC
      2. #HOTEL_VCC_Decline_Advice_of_Correct_Procedure
  2. Update the Universal Agent Disposition.
  3. Mark as done the conversation

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