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Membership Award Payment

In an integrated PMS/ORS environment, the Membership Award Payment screen opens from the Billing screen whenever a reservation has a status of "In House" or "Due Out" and the Payment button is selected. In addition, the guest must have a membership type configured as both "Primary" and "Central Managed."

When membership points are available for payment, the Membership Award Payment screen displays these points and allows them to be redeemed and applied towards the balance of the guest's bill. However, the membership must be a primary membership and the member must have a points balance equal to or greater than the bill amount.

Prerequisites

membership_award_payment

Membership Award Payment screen

membership_award_payment_export_info

Membership Award Payment screen - Export Info. Tab (tab displayed when the "FT AWARD DYNAMIC" award type is selected.)

membership_award_payment_custom_export_info

Membership Award Payment screen - Custom Export Info. Tab (tab displayed when the "FT AWARD DYNAMIC" award type is selected.)

Fields

Membership

This pane displays the membership information. These are read-only fields.

Membership Type. The membership type.

Name On Card. The name on the membership card.

Card No. The membership card number.

Points Available. The available membership points.

Level. The membership level.

Max Points to Pay. The maximum number of points the member can pay towards the current bill.

Award

This pane displays the award information.

Award Type. Select the down arrow and choose an award type to pay.

Note: Only award types configured as FT (Financial Transaction) will be available.

Redeem Points. Enter the amount of points you want to apply.

Comments. Enter any comments for the award payment.

Redeem. Select the down arrow and choose Points if the guest wants to use points to cover the cost of the award or choose Amt. if the guest wants to use money. When Points is selected, enter the number of points in the text field to the right. When Amount is selected, enter a dollar amount in the text field.

Points After. (This is auto-populated when an award type is selected and the redeem points are entered.) The member's available points after the point deduction.

Bill Amount. (This is a read-only field.) This value is based on the amount entered into the "Total Billing Amount" field on the Query Awards screen. The bill amount before the point deduction.

Qualified Bill Amount. (This is a read-only field.) This value is based on the amount entered into the "Total Billing Amount" field on the Query Awards screen. The bill amount for which the member qualifies.

Max Amount Allowed. (This is a read-only field.) This value is based on the amount entered into the "Total Billing Amount" field on the Query Awards screen. The maximum amount that can be deducted from the member's points balance.

Balance After. (This is auto-populated when an award type is selected and the redeem points are entered.) The balance of the bill after the point deduction is applied.

FT Award Amount. (This is a read-only field.) The financial transaction award amount.

FT Trx Code. (This is auto-populated when an award type is selected.) The financial transaction code used for this award type.

Export Info. Tab

(Displayed when the "FT AWARD DYNAMIC" award type is selected.)

Note: The FT AWARD DYNAMIC award is issued to members when they purchase items from an online store. To learn how to issue this award type, see the "Issuing the FT AWARD DYNAMIC Award Type" Show Me below.

The Export Info tab shows the member's details for the award issue, such as the member's name, company, phone number and addresses.

Recipient

Last Name. Enter the last name of the member.

First / Middle. Enter the first and middle name of the member.

Company Name. Enter the member's company name.

Phone No. Enter the member's phone number.

Delivery Address

Address1. Enter the primary shipping address of the member.

Address2. Enter the secondary address of the member.

Address3. If applicable, enter a third address for the member.

Address4. If applicable, enter a fourth address for the member.

City. Enter the city for the member.

State. Enter the state for the member.

Zip/Ext. Enter the zip code for the member.

Country. Enter the country for the member.

Custom Export Info. Tab

(Displayed when the "FT AWARD DYNAMIC" award type is selected.)

The fields on the Custom Export Info tab are completely user defined. For this tab, you can configure custom fields for entering the details of the item being purchased.

Note: The fields under this tab are user defined and configured in OPERA under the ORS > Setup > System Configuration > Profile > Memberships > Award Design Screen.

Buttons

OK. (Available when the "FT AWARD DYNAMIC" award type is selected) Select to issue the award.

Post. Select to post the points deduction on the Billing screen.

Cancel. Select to cancel the award payment or award issue (in the case of the FT AWARD DYNAMIC award type) and close the screen.

Configuring Membership Award Payment

To configure the membership award payment functionality:

  1. Go to Setup > Application Settings and set the Membership > Parameters > Membership Award Payment application parameter to Y.

    membership_award_payment_parameter

  2. In both OPMS and OCIS, configure an exchange code based on Membership:
    • In OPMS, go to Configuration > Cashiering > Foreign Currency > Exchange Codes
    • In OCIS, go to Configuration > Cashiering > Foreign Currency > Exchange Codes > Global

    membership_award_payment_exchange_codes_edit

    Note: The exchange codes that are used in OCIS and OPMS need to be identical, for example, "MEM."

  3. Configure an exchange rate for the award payment. This exchange is needed to convert between the local currency and the central currency. By default, central currency is always configured in USD. If the hotel has a different currency, the system should be told the exchange rate between the two currencies. In OPMS, go to Configuration > Cashiering > Foreign Currency > Exchange Rates.

    Note: This rate may vary between clients.

    membership_award_currency_exchange_rates_edit

  4. In OPMS, configure a transaction code to be used for points payment. Go to Configuration > Cashiering > Code > Transaction Codes.

    Note: The group (which this new transaction will belong to) must be defined as a "Revenue" group:
    membership_award_payment_transaction_codes_groups_edit membership_award_payment_transaction_codes_subgroups_edit.

    membership_award_payment_transaction_codes_edit

  5. In OCIS, configure a new financial transaction award type to be used with points payments. Go to Configuration > Profile > Memberships > Types. Highlight the primary membership and select Edit > Awards > New. The Membership Awards screen opens.

    membership_award_payment_membership_awards_edit

    • The Award Based On field must be "FT Payment."
    • Membership Levels, although not mandatory, can be specified for different levels.
    • In the Points Required field, enter the amount of points required to deduct the amount specified in the Value field.
    • In the Value field, enter the amount of money that will be deducted per the "Points Required" value. In the screen above, 1 point is required to deduct 1 USD.
    • In the Exchange Rate field, enter the exchange rate for converting to the central currency.
    • In the Max % Allowed field, enter a maximum threshold that can be used towards the bill’s balance. For example, 50% will indicate the guest can only use up to 50% of his or her bill by payment with points.
  6. Once the award is configured, highlight your award from the list of awards and select Details > New. Specify the property which will use this feature and the transaction code. This allows properties to store the values of the points payments in different transaction codes.

    membership_award_payment_membership_award_transactions

See Also

Show Me

show_me_icon Issuing the FT AWARD DYNAMIC Award Type