This guide will review how to set up Linked Refunds for Square in Aspenware Commerce, Unity, and RTP.
Overview
Switching to linked refunds in Aspenware will result in orders no longer showing the ‘Aspenware clearing’ payment method and will instead show an actual credit card payment method attached to the transaction in RTP. This also allows for the use of RTP’s ‘Return/Refund a Transaction’ tool to process a return or refund to the credit card.
Customers can use American Express cards on AW Commerce - Square platforms
(formerly limited due Square-Amex policies forbidding unlinked refunds)
RTP admins can easily refund/return deposit/fulfillment transactions “original payment”
Lowers charge-back risk
Lowers fraud risk
More secure
Square admins can see refunds linked to original transaction
Removal of the Aspenware clearing payment
Pending future development, Aspenware’s additional payments (vouchers, gift card and stored value) will continue using the ‘Aspenware clearing’ payment method.
Key Terms
Clearing Payment
Payment ID
Once a customer is created, Square can create a payment ID (in the form of an alphanumeric value) that safely links the customer with their card on file. You can learn more about this process here: https://developer.squareup.com/docs/cards-api/walkthrough/card-from-payment-id .
Feature Detail
RTP
With this update, Aspenware Commerce can:
put the payment ID on the order deposit transaction (via a token)
put the card_on_file_ID on the alternate CC profile
for additional charges (payment plan future charges, gift card transactions, voucher transactions)
unlinked refunds
Below is an example of an order that shows Visa instead of Aspenware Clearing for the initial deposit transaction.
Feature Detail Header 2
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Configuration Guide
(This includes the step-by-step instructions for installing, enabling, and/or configuring the enhancement or feature.)
Prerequisite Steps
POS Tasks
Due to recent development by Active Network to accommodate the payment ID, your resort must be using RTP which must be on version 2022.4.2.144 or later.
RTP
Aspenware will lookup which credit payment method to use based on the setup in RTP’s Credit Card Validation table. Some customers have unique credit card payment methods defined in this area of admin while others have a generic ‘credit card’ payment method. Regardless of which is used, Aspenware will select the first entry for each card type based on the Aspenware credit providers card brand mapping to this area of RTP administration. For example if a Mastercard is used in Aspenware, the Payment Method assigned to the first entry below for Mastercard will be used.
Credit Card Validation Administration
Additional entries may need to be added to RTP’s Credit Card Validation if all card types accepted on Aspenware are not accounted for in the admin table below.
Each credit card payment method will need to be setup for the Aspenware Audit location in RTP’s Location and Audit Location Credit Card Authorization area of admin.
Location Administration / Location Management / Payment
Ensure the Aspenware audit location is added on the Locations tab and on the Payment Authorization Profiles tab.
Location Administration / Location Management / Audit Location Credit Card Authorization
Ensure the Aspenware audit location is added for all card types including the <None> type.
Unity
Linked refunds is enabled in the Unity rtp-config.json file by adding the following setting. Once this setting is added, Unity will no longer use the ‘Aspenware clearing’ payment method for orders. Orders will fail if the setting below is enabled but the RTP admin setup above is not setup properly. Please ask your services representative if you need help with this setting.
"LinkedRefundsEnabled": true,
Commerce Tasks
The only requirement of Commerce is that you are using the Square Payment Gateway.
Settings, Language Strings, and HTML Widgets
There are no Commerce settings, language strings, html widgets that apply to enabling Linked Refunds unless you would like to introduce a “save credit card” warning or checkbox.
Common Troubleshooting guide
Q: Do I need to tell my guests that we are creating a card on file?
A: While this is not required, and many resorts do in fact save guest credit cards to the alternate credit card profile to assist with returns, Aspenware and Square recommend that resorts ask customers for permission before saving their card information. For example, include a checkbox in your purchase flow that customers can select to specify that they want to save their card information for future purchases.
Linking cards on file without obtaining customer permission can result in your application being disabled without notice.
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How-to Guide of this page can be found here: [Internal] Release Guide
Real Example of this page can be found here: https://aspenware.atlassian.net/wiki/pages/createpage.action?spaceKey=AE&title=2.13%20Commerce%20Release%20Guide%20-%20Product%2FDiscount%20and%20Discount%20Vouchers