Need a copy of the Virtual Credit Card or fax (steps to send an email or fax)

NOTE: When email addresses are in the PNR using the GP- format, prior to queueing the PNR for GraspPAY processing, an email will automatically be sent to all email addresses listed in the GP-

  • Single Booking: Log in to https://grasppay.graspdata.com . Navigate to Data Café à Data Inquiry. Search for the record locator or confirmation number. Click the email or fax icon, whichever is needed.
  • Multiple bookings: Log in to https://grasppay.graspdata.com and run report #15235 “GraspPAY Hotel Confirmation Print Copy”. Make sure the date range is correct then add a filter: Record Locator equals then add the GDS record locators as the value. Click Run Now. Check your Report History for report #15235 to display the copy.
  • If no user login for https://grasppay.graspdata.com , please contact your Agency Admin to create a username. To send a copy using GDS entries:
    • Email: Add an UPDATE remark and the email address using the GP- format and re-queue to your GraspPAY processing queue.
    • FAX: Add an UPDATE and a FAX remark changing the fax number from how it was originally sent by adding or removing 1- (Example if it was originally sent as 555-555-5555 add it as 1-555-555-555 to generate a new fax).  Then re-queue the PNR to your GraspPAY processing queue.

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Error: Card in Use (the card has already been used for a different hotel booking)

NOTE: Make sure all PNR’s for GraspPAY processing are placed on your GraspPAY queue. When the PNR is successfully processed by GraspPAY we will remove the card that was used for the booking and replace it with a new card in the profile. If the PNR is not queued, the card will not be removed/replaced.

  • Need to apply a different card and virtual payment ID to the booking and queue the PNR for GraspPAY processing.
    • Remove the CREATE remark that contains the information for the ‘card in use’ error
    • Add a new CREATE remark using a new virtual payment ID.
    • Then re-queue the PNR to your GraspPAY processing queue. 
  • Make sure OBT users are logging out or refreshing their session between bookings so our system can replace the payment card in their profile.

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Error: A card is already associated to the confirmation number

  • If you need to make a change
    • Remove the CREATE remark that was added to create a new card to the confirmation number
    • Add an UPDATE remark with the confirmation number
    • Add the applicable override command for what is being updated
    • Then re-queue the PNR to your GraspPAY processing queue

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Error: Could find neither a known VCC nor a VCC instruction (missing the CREATE or UPDATE remark)

  • Booking queued from OBT with no hotel segment
    • Let GraspPAY Support know that this is happening, and we can set the system to ignore these PNRs
    • Let us know Agent ID of the OBT and we can set it up
  • New booking
    • Add a CREATE remark
    • Then re-queue the PNR to your GraspPAY processing queue
  • Existing booking
    • Add an UPDATE remark
    • Add the override remark for the change that is needed
    • Then re-queue the PNR to your GraspPAY processing queue

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Error: You cannot change the status of a purchase log to open while a purge request is pending. (This means either the card has expired, or it was already applied to a booking)

  • If this is a NEW booking
    • Remove the CREATE remark that created the error
    • Add a new CREATE remark using a different virtual payment ID
    • Then re-queue the PNR to your GraspPAY processing queue
  • If this is a change to an EXISTING booking
    • Remove the CREATE remark that created the error
    • Add a passive segment using a new confirmation number (change the original one slightly)
    • Add a CREATE remark using the new confirmation number and a new virtual payment ID
    • Then requeue the PNR to your GraspPAY processing queue

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No PNRs processing/PNRs stuck in GraspPAY queue

  • Remove the oldest PNR from the queue and wait a few moments to see if the rest of the PNRs process, there could be an issue with the PNR that is causing the system to stop, and contact us at support@grasptech.com

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Changes: What remarks are required

  • Add the following VCC commands into the PNR in the GDS:
    • UPDATE
    • TOTAL (show the new grand total for the entire stay)
    • FAX (number needs to be modified from the number originally used. Add 1- if it wasn’t included the first time or remove 1- if it was used the first time).
  • Then re-queue the PNR to your GraspPAY processing queue.

NOTE: If the hotel is modified in the GDS and the segment is updated with a new confirmation number, a new card will need to be created for that new confirmation number.  Obtain a new VPay ID, modify the hotel segment to guarantee to the new card number, and add a CREATE line using the new VPay ID and the new confirmation number from the segment. Be sure to remove any previous commands from the remarks. Queue for processing.

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Passive segment: What remarks are required?

  • CREATE, FAX, and TOTAL (minimum required if all other information is in the segment)
  • Amadeus: the Passive Override remarks are required, since Amadeus passive segments are freeform and not added in a consistent format.
    • For Amadeus Passive, please add the following: PASSIVE, FAX, CHECKIN, CHECKOUT, TOTAL, and TAX remarks, then queue to your GraspPAY processing queue.
  • All GDS, other than Amadeus: If the passive hotel segment in any GDS does not contain the dates, price, or fax number then the applicable Passive Override remarks are required.
  • NOTE: When the PASSIVE command is used instead of the CREATE command, we will not look at the hotel segment for any information, so all the passive override remarks will be needed: PASSIVE, FAX, CHECKIN, CHECKOUT, TOTAL, TAX
  • CHECKIN and CHECKOUT can include the Year in either DDMMMYY or DDMMMYYYY format in case the passive segment is an extended stay that started more than 30 days ago - example is 28MAR21 or 28MAR2021

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How can I tell if the hotel received the fax?

  • The Grasp system e-mails an automated report when a fax fails. Contact the hotel and verify fax number in the system, and their machine is working.
  • Log in to https://grasppay.graspdata.com . Navigate to Data Café à Data Inquiry. Search for the record locator or confirmation number. If no user login for https://grasppay.graspdata.com , please contact your Agency Admin to create a username.
  • If there is a green “check” next to the email and fax icons, the fax has been received:
    If the fax failed, there will be a red “X” for failed or a “?” for pending. This is only status for a fax, we do not currently track e-mail receipt or bounceback.
  • To re-send, click the fax machine icon, and enter the updated number, or click the envelope icon to e-mail a copy if the hotel has provided an e-mail address.

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Is a segment required in the PNR?

  • New booking: Yes, a segment is required.
  • Existing booking: If it has been previously processed with GraspPAY under the same confirmation number, the segment is not required.

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The dates were changed to extend the stay, but the card limit didn’t change

  • Add UPDATE, TOTAL (show the new grand total for the stay), and FAX remarks. Note: The FAX number needs to be modified from the number originally used. Add 1- if it wasn’t included the first time or remove 1- if it was used the first time.
  • Then re-queue the PNR to your GraspPAY processing queue.

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The checkout date has changed, but didn’t change on the fax to the hotel

  • Add UPDATE, CHECKOUT, TOTAL (show the new grand total for the stay), and FAX remarks.   Note: The FAX number needs to be modified from the number originally used. Add 1- if it wasn’t included the first time or remove 1- if it was used the first time.

Then re-queue the PNR to your GraspPAY processing queue.

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How to increase the card limit

  • Please add the following remarks to the PNR and re-queue to update the limit on the card. 
    • UPDATE
    • TOTAL (show the new grand total for the stay, not just the difference between the new and original amounts)
    • FAX remark changing the fax number from how it was originally sent by adding or removing 1- (Example if it was originally sent as 555-555-5555 add it as 1-555-555-555 to generate a new fax).  
  • Then re-queue the PNR to your GraspPAY processing queue.

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Hotel says the card is declined

NOTE: the authorizations drop overnight. If a hotel has already received a valid authorization and are trying again, a new authorization would be available the next day.

  • Possible reasons
    • Hotel charging more than the available balance. Verify the amount the hotel is charging.
      • If the card amount needs to be increased, add UPDATE, TOTAL, and FAX remarks and re-queue. Use the new grand total that should be available on the card, not just the difference between the original and new amounts.
    • Hotel already received authorization on the card, so limit has decreased
    • Hotel already posted charges and the card is now reconciled
      • Once a card is in a reconciled status it cannot be updated. A new card needs to be added to the booking. The CF number must be changed slightly to generate a new card. Add a passive segment with the new CF number, then use that new CF number for the new card. Add a CREATE, TOTAL, FAX remark and queue to the GraspPAY processing queue.
    • Card isn’t active yet
      • If card needs to be activated earlier than normal add an UPDATE and ACTIVATE remark and queue to the GraspPAY processing queue
    • Account holder needs to make a payment
      • Whomever holds the bank account credentials (company or agency), will need to contact their financial institution directly

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Need to know amounts that were charged by a hotel and dates

  • This can be done internally. Your Grasp Data administrator will log in to https://grasppay.graspdata.com and run report #11879 GraspPAY – Credit Card Reconciliation.

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