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
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
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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’s RTP POS must be on version 2022.4.2.144 or later.
Infrastructure Tasks
Setting your resort to process payment using linked refunds is a configuration setting. Once you have configured all other steps. you must ask your resort service rep to have Linked Refunds set to “True” in your RTP config file.
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.
Detailed Setup Guide
Step 1
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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