This article will help you to receive booking payments using a physical card, also referred to as an e-Card.

What is e-Card?

  • The e-Card is a physical credit card or a plastic card that Agoda provides to you for charging all eligible booking amounts using the ePass system. Please note that Agoda e-Cards are restricted to charges via POS terminals under 7011 merchant category code (MCC) only, namely Lodging – Hotels, Motels, Resorts, or Central Reservation Services businesses.
  • When you receive your e-Card, you will need to activate the e-Card and confirm receipt. More information about this process is provided in the How do I activate the e-Card? section below.
  • As e-Cards do expire, please ensure that you only submit payments while your e-Card is valid.

We recommend that you finalize the payments for bookings as soon as they become available. Please be informed that if you do not charge for bookings within 150 days after the departure date, these will be removed.

How do I activate the e-Card?

  1. Download the Agoda e-Card receipt form here.
  2. Fill in the form with the following details:
    1. eCard number: the 16 digits on your e-Card.
    2. Card holder details: provide the requested details, such as hotel name, Agoda hotel ID, hotel address, telephone number, and fax number (if any).
    3. Card holder contact details: provide the name and email contact of the authorized staff from your Reservation and Finance Department.
  3. Print, sign, scan, and return the Agoda e-Card receipt form to our eCard team at ecard@agoda.com.
  4. The e-mail subject should be Activate e-Card [Hotel ID]– [Hotel country].

What happens next?

  • The e-Card team will reply to you directly within 3-4 business days to provide your e-Card activation date (usually 48 hours after the reply email is received).
  • Once activated, your e-Card information will also be stored at YCS >> Finance >My Payment Accounts.
  • Your e-Card will not contain any amount until booking transactions have been submitted on the Finance page. Please charge your e-Card using the exact approved amount and currency to avoid discrepancies.

More information about booking transactions is provided in the How do I settle payments? section.

How do I settle payments?

  1. Go to Finance and select Current Transactions.
  2. Check the Booking Transactions section.
    1. Bookings displayed here are ready to have payment initiated.
    2. By default, the Approve section will automatically select (tick) all bookings. Untick the box(es) of any bookings you do not want included in your payment.
  3. Scroll down to check the Adjustment Transactions section.
    1. Agoda makes manual adjustments to ensure that the amount paid to partners is correct. When manual adjustments are made, they will appear under the Adjustment Transactions section. All adjusted transactions are automatically “approved” when the partner approved a new payout batch, provided the current and adjusted transactions add up to a net positive.
    2.  Transactions may be adjusted for various reasons, such as:
      1. Charges levied for rejecting an Agoda confirmed booking.
      2. Outdated tax rate on bookings.
      3. Agreements to allow customers to cancel with a different cancellation policy than on the original booking.
    3.  When an adjustment transaction is included in a payment batch, it will disappear from the Adjustment Transactions section. The transaction will then be reflected in the respective payment batch on the Remittances page.
    4. Adjustment transactions are mandatory payments and cannot be excluded.
  4. Click Next to view a summary of your payment amount.
    a. You may only submit a batch for payment on the Finance tab if the net value is positive. If your total approved amount is negative, you will need to wait for more booking transactions to be added until your total approved amount is positive.
  5.  You will be directed to a summary page with your e-Card details; please make sure the last 4 digits of the e-Card you have received from Agoda match with the card details displayed on the system and then click Submit to confirm.
  6. Go to YCS> Finance >> Remittances and wait until a new batch is created. Once the batch has been created, you may need to wait up to 2 hours before you are able to charge your e-Card on your POS terminal.

All payments that have been approved will be removed from the Current Transactions page. These transactions can now be viewed on the All transactions page for reference.
If you would like to review your e-Card or transaction details, please access the Remittances page. Visit How do I Review Past Payments? for more information.

How do I settle payments for amended or cancelled bookings?

We will send you an amendment email (with “AMENDED” appearing in the subject line) with an amended hotel voucher attached confirming that a reservation has changed. The updated amount will be reflected immediately on the Current Transactions page. Proceed to settle payment following the steps in the How do I settle payments? section.

FAQs

1. What should I do if I accidentally charge only a partial amount?

Please charge the e-Card again with the remaining amount. You will need to calculate the remaining amount by checking the Total Approved Amount on theRemittances page and subtracting the amount you have already charged.

2. What can I do if I pass the 150-day deadline for collecting a booking payment?

Please contact us directly for assistance.

3. How can I request a new e-Card if my current card is expired?

Please contact us for assistance.

If you encounter any other issues, please visit our I am unable to charge a payment and need support page.

Contact us

Still looking for a solution? Contact us via the YCS Need Help Button or other methods.

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