This article explains the process of receiving payments via Unique Payment Card on Electronic Payment Administration Self Service, or UPC on ePass, including settling payments, handling Adjustment Transactions, and issuing new cards.

What is UPC on ePass?

Unique Payment Card on Electronic Payment Administration Self Service, or UPC on ePass, is a convenient payment method for hotel partners that’s available on the YCS extranet under the Finance tab.

It generates a single-use virtual credit card (UPC), allowing you to create one payment batch for multiple reservations. Here are some key points to remember:

 

  1. Settle payments within 24 hours:
    It’s important to charge the virtual credit card within 24 hours to avoid expiration. If not, you’ll need to wait for 72 hours to generate a new card.
  2. They are limited to specific charges:
    UPC can only be used for charges via POS terminals under the 7011 merchant category code (MCC). This category includes lodging businesses like hotels, motels, resorts, and reservation services.
  3. Payment time limit:
    Payments must be processed within 150-days of the check-out date, after which the charge becomes unavailable to claim. Please contact us for assistance if one of your charges has expired.

Check out What is ePass? for more information.

How do I settle payments?

To settle payments via UPC on ePass, follow these simple steps:

  1. Log in to your YCS account >> Finance section.
    • You may be asked to provide an OTP. To find the OTP, please check your registered email address.
  2. Select Current Transactions.

3. The Current Booking Transactions tab shows which payments are due for each bookings.

4. Select the bookings you want to charge under the Approve section.

5. Review the Adjustment Transactions section for any payment adjustments. Click here for more details.

6. Click Next

7. Click Submit to proceed to the summary page, where you’ll see the outstanding balance.

8. Charge the full outstanding balance amount using the masked or full card details and click OK. Depending on your access role, you will see either masked or full card details.

9. Approved payments will be reflected on the Remittances or All Transactions page. Card and transaction details will be available here these pages. For more information, check out How do I review past payments? 

What are Adjustment Transactions?

Under the Adjustment Transactions tab on YCS, you will find bookings with any payment adjustments required, mostly pertaining to overcharges, outstanding balances, or booking rejections.

Things to note:

  • All adjusted transactions must be included when making a payment.
  • Ensure that you submit the payment as a positive amount. If the Total Approved Amount is negative, please wait for more booking transactions.

How do I issue a new card?

If you fail to charge the card within 24 hours of issuance, follow these steps to issue a new card:

  1. Go to Finance >> Remittances and locate the batch you want to reissue.
  2. Click on the orange Reissue Card button located under the expiry date.
  3. Make full payment for the batch using the new UPC details within 24 hours to avoid the card expiring again.
  4. You can reissue a batch up to three times; after that, please contact us for payment.

How do I handle partial charges for UPC on ePass in the YCS Finance tab?

This section will explain how to handle partial payments using Unique Payment Card (UPC) on Electronic Payment Administration Self Serve (ePass) using the Finance tab on YCS.

Note: UPCs generated on the Finance tab can only be charged once.

For other partial charges on payment methods, refer to:

What is a partial charge?

A partial charge refers to a charge in which only a portion of the full booking amount has been charged, resulting in a pending amount to be charged.

Common causes of partial charges

Below are the most common reasons and causes for partial charges:

  • Transactions were approved in bulk using YCS >> Finance >> Current Transactions but did not charge or authorize the card for the full amount.
  • Transactions were approved in bulk on YCS >> Finance >> Current Transactions but did not charge the full amount due to Point of Sale (POS)/Electronic Data Capture (EDC) machine limitations.
  • The payment batch was not charged the full amount and the amount was returned to the UPC card provided (Reverse Authorization).
  • An error occurred on the POS/EDC machine when charged, causing the bank to return the charged amount back to the Agoda card (Reverse Authorization).

How do I avoid partial charges?

Before proceeding to charge the UPC on ePass, ensure that the total amount being charged matches that in YCS >> Finance >> Remittances.

  • If the POS/EDC machine has a charge amount limitation, avoid submitting more than the maximum number allowed amount per batch.
  • For a partial charge, we suggest you continue to SETTLEthe transaction first. Then you can request to top up the remaining balance.
  • For top-up requests of the remaining amount to be paid, the Payment Status of the transaction needs to be confirmed as Paid
    • To view the Payment Status, go to YCS >> Finance >> Remittances >> Click on the respective batch >> Payment Status.
  • Reverse authorization is the process of returning an authorized or settled amount. Reverse authorization is NOT SUGGESTED as it will take up to 14 days to be tracked in the Agoda system, which can slow down the top-up process.
  • Due to the complexity of this operation, it might take 5-7 business days to top up your remaining balance.

How do I handle partial charges?

If the payment status is Authorize (Not Returned):

  1. Finalize the transaction first.
  2. Contact us to request for the total remaining balance to be topped up on the YCS >> Finance >> Current Transactions >> Adjustment Transactions tab (at the bottom of the page).

If the status is Reverse Authorization (Returned):

  1. Contact your bank for details on the transaction status to find out if a reversal was successfully processed.
  2. It might take up to 14 days for the amount to be returned to the card.
  3. After the amount has been returned to the card, contact us to request a top up of the total remaining balance on the YCS >> Finance >> Current Transactions >> Adjustment Transactions tab (at the bottom of the page).

 

FAQs

1. Is there a limit to how many UPC approvals I can submit per day?

There is no limit; however, please make sure you do not exceed your daily credit limit, since the card will only be valid for 24 hours once issued.

2. What should I do if I’ve only charged the partial amount?

Contact us to inform us of the balance that you need to charge and request for a top-up. For more information, refer to this article: How do I handle partial charges in the Finance tab?

3. What if I passed the 150-day deadline for collecting the booking payment?

Payments must be processed within 150-days of the check-out date, after which the charge becomes unavailable to claim. Please contact us for assistance if this has happened.

4. Why can't I charge the card even though the payment has been charged within 24 hours?

Please make sure that you have charged the card correctly by checking the card number, CVV number, payment amount, the expiry date of the card, as well as your internet connection when charging.

If a partial amount has been paid, repayment is not possible even within 24 hours. If the issue persists, contact us.

5. How do I settle payments for amended or canceled bookings?

We will send you an amendment email (with “AMENDED” appearing in the subject line) which includes a hotel voucher. The updated amount will be reflected on Booking Transactions section under Current Transactions page. Proceed to make payment following the steps under How do I settle payments.

If the amendment was done after the transaction, the differences will be updated on Adjustment Transactions section under Current Transactions page.

6. Why can't I view the complete UPC and CVV number?

Only specific roles (Card Viewer) will be able to view complete UPC and CVV number. If changes to roles are required, please contact us.

If you encounter any other issues, please visit our What should I do if I can’t charge a payment? page.

7. I have reversed the authorization, why does the Payment Status still show as “Paid”?

Reverse authorization will not change the “Paid” status. When a payment batch has been created and the card has been authorized, the system automatically considers the booking(s) as “Paid” even if the payment is not yet settled. Contact us to request to top up the total remaining balance.

8. I want to add another transaction in the batch I submitted, can I cancel and redo it?

The payment batch that has been created and submitted cannot be reverted or canceled.

9. Can I charge the card multiple times as my POS machine has limitations?
  • Cards that have been generated from the YCS >> Finance tab can be charged ONE TIME only. Please always charge the FULL AMOUNT as stated on the payment batch.
  • If you would like to charge on a per booking basis or by any other conditions, go to YCS >> Finance >> Current Transactions >> click the booking and approve the booking.

Contact us: 

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

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