Check-In a CLCVCC Reservation (Sonesta) (Cloud)
A CLCVCC (CLC + Virtual Credit Card) reservation is a Sonesta booking that uses a VCC for payment. The VCC may cover only Room & Tax or cover all charges (Room, Tax, + Incidentals). Because the VCC always handles Room & Tax, the reservation is marked Rate Private and hidden from the guest. The crucial decision for staff is whether to keep separate folios (A + B) or merge into a single folio based on whether incidentals are covered. This article guides you through both check-in workflows so you can handle CLCVCC reservations correctly in Visual Matrix Cloud.
Instructions
Searching for CLCVCC Reservations
By default, the search feature filters reservations based on status, such as pending arrivals. To narrow the search to reservations with a specific rate plan, switch the search option to "Discount Code." If you're looking for a reservation outside the current date, adjust the "From-To" time frame accordingly. Finally, select "CLCVCC" from the rate plan dropdown to refine your results.
The CLCVCC rate plan is pre-created and uploaded to your system during the Sonesta onboarding process. If you do not see this rate plan in your setup, contact your Revenue Manager at Sonesta to resolve the issue before processing CLCVCC reservations.
At the top of the reservation, "Rate Private" will appear in red next to the reservation number, folio number, and reservation status (Guaranteed, Hold - Non-Guaranteed).
Scroll down to the Rate Information section to confirm the rate plan CLCVCC.
Differentiating VCC coverage (Room/Tax only vs All Charges)
Since all reservations share the same "CLCVCC" code, the first step is to check the "Comments" field.
When the VCC covers Room & Tax only:
When the VCC covers Room & Tax and Incidentals:
If the reservation covers both Room & Tax and Incidentals, you may consider removing the automatically created B Folio.
1. With the reservation open, go to "Guest Account" in the option on the right side.
2. Click "Remove" under the B Folio.
3. Change the Folio A Type to "All".
Removing the B Folio streamlines the check-in process. Since the VCC covers all charges, having two folios would require manually entering the VCC as the guarantee and payment method for the B Folio.
This can be done ahead of time or during check-in.
Checking in a Reservation when the VCC Covers Only Room & Tax
This check-in process is similar to a standard check-in, with a few key steps:
- Check in the A Folio, selecting "Credit Card" as the payment method. The VCC will automatically appear as the payment method.
- Complete the check-in by authorizing the card. If your credit card interface includes an incidental authorization, no amount will be added, as the A Folio covers only Room & Tax.
If you need to authorize incidentals, this must be done from the B Folio:
- Navigate to "Guest Account" and open the B Folio.
- Scroll down to "Payment Info" and select "Credit Card."
- If an incidental authorization amount is configured in your credit card interface, it will be displayed.
- Click "Authorize" to complete the process and get the guest credit card information.
Checking in a Reservation when the VCC Covers All Charges
When the VCC covers all charges, a recommended approach is to remove the B Folio and update the A Folio to include all charges instead of just Room & Tax. Regardless of whether an incidental amount is pre-set in your credit card interface, the standard authorization for these reservations should be $250.
Follow these steps to adjust the incidental authorization:
- Check in the A Folio, selecting "Credit Card" as the payment method (A).
- Upon selecting "Credit Card," any pre-set incidental amount in your credit card interface will be added automatically. Click OK (B).
- The VCC will automatically appear as the payment method.
- Click "Modify" next to the "Current Auth Amount" (C).
- Enter the total amount, including the full stay plus $250 for incidentals.
- Click Authorize to complete the process (D).
Still Need Help With This Topic?
Ask Yourself:
- Is this reservation using the CLCVCC rate code?
-Did the Comments field indicate whether the VCC covers incidentals or not?
- Is a B Folio present, and should it be removed (if VCC covers all)?
- Did I correctly authorize both room & incidentals depending on coverage?
- Did I select Credit Card method and authorize properly on the right folio?
Support May Ask You:
- What’s the reservation number and guest name?
- What does the Comments field say regarding VCC coverage?
- Did you remove the B Folio when VCC covers all charges?
- Which folio (A or B) did you use for incidental authorization?
- What was the total authorization amount you entered?
- Do you have screenshots showing your folio setup, payment screen, and authorization dialog?
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