Purpose

This article provides and overview of the 365 Room Charge integration works for the consumer how the service works, the requirements for implementation, and how room charge transactions are reconciled and paid to the operator.
 

Process

365 Room Charge allows hotel guests to charge purchases made at supported 365 devices directly to their hotel room.

Implementing Room Charge typically involves:

• Room charge integration software licensing
• A statement of work with 365 Retail Markets and Impulsify
• Coordination with the hotel’s property management system (PMS) provider
• Integration and onboarding support based on the hotel’s PMS
• Product catalog and Itemizer configuration
• Activation of Room Charge on applicable 365 devices
• A reconciliation and settlement process between the hotel and the operator
   

How the Guest Experience Works

After Room Charge is enabled:

1. The guest selects Room Charge as the payment method on the 365 device.
2. The guest enters their last name and room number.
3. The system verifies the information with the hotel’s PMS and confirms that the guest has a valid, open folio.
4. If the information is verified, the purchase is posted directly to the guest’s hotel folio.
5. The guest pays the outstanding folio balance directly to the hotel at checkout.
    

Information Needed to Get Started

During the initial scoping process, the operator must provide 365 with the following information.
 

Hotel PMS

Identify the PMS used by each participating hotel, such as:

• Oracle OPERA
• PEP
• HotelKey
• Another supported PMS

The PMS determines compatibility, licensing requirements, and the appropriate onboarding process.

For more information regarding available PMS integrations please reference the article, ImpulsePoint - Available PMS Integrations.
 

Operator and Hotel Relationship

Describe the operator’s commercial and operational arrangement with the hotel, such as:

• Revenue-share agreement
• Lease agreement
• Commission-based model
• Another settlement arrangement

This information helps establish responsibilities and determines how room charge revenue will be reconciled and paid to the operator.
 

Implementation Process

Complete the Commercial Agreement

The Operator must purchase a Device from the 365 Sales Team and inform the Sales Team they intend to use it for Room Charges.  That will in turn kickoff the Implementation process.
 

Obtain the Required PMS License

The hotel must contact its PMS provider and request a POS interface license for ImpulsePoint. The PMS provider may offer this as an add-on license.

The license enables the hotel’s PMS to communicate with 365 technology through ImpulsePoint. Any fees, contracts, or approval requirements associated with this license are managed between the hotel and its PMS provider.
 

Coordinate the PMS Integration

After the required POS interface license is approved, the Impulsify Implementation Team works directly with the hotel to configure and validate the integration.

The operator is not expected to perform the technical integration. However, the operator should remain involved by coordinating contacts, monitoring timelines, and confirming that the location and devices are ready for activation.
 

Prepare the Product Catalog in ADM

Products sold through participating devices must be assigned to the appropriate PMS categories in ADM, also known as Itemizers. These categories support accurate posting and reconciliation within the hotel’s PMS.

365 automatically maps products found in the standard master product database. The operator may need to manually assign Itemizers to products that cannot be matched automatically.

For instructions, see ADM - Room Charge - Configuring Product Itemizers.
 

Enable Room Charge

After the PMS integration and product configuration are complete, 365 will:

• Configure Room Charge as a payment option on each applicable device
• Enable the room charge workflow for participating devices at the location
• Synchronize and map the product catalog to the hotel’s PMS
• Support implementation testing before launch
   

Roles and Responsibilities

Operator

The operator is responsible for:

• Completing the required statement of work
• Providing the hotel PMS and commercial-model information
• Coordinating with the hotel and 365 during implementation
• Configuring Itemizers for products that cannot be mapped automatically
• Establishing a reconciliation and settlement process with the hotel
• Reviewing transaction reports and reconciling room charge sales
   

Hotel

The hotel is responsible for:

• Obtaining the required ImpulsePoint POS interface license from its PMS provider
• Participating in integration setup and testing
• Maintaining the guest folio and collecting payment from the guest
• Reconciling room charge activity with the operator
• Paying room charge revenue to the operator according to the agreed-upon terms
   

365 Retail Markets

365 Retail Markets is responsible for:

• Supporting implementation planning
• Configuring applicable devices for Room Charge
• Enabling room charge workflows
• Synchronizing the product catalog
• Providing transaction and reconciliation reporting
   

Impulsify

Impulsify is responsible for:

• Providing the ImpulsePoint PMS integration platform
• Coordinating the technical integration with the hotel
• Supporting room charge authorization and transaction posting
• Validating connectivity with the hotel’s PMS
   

About ImpulsePoint

ImpulsePoint is 365 Retail Markets’ licensed hotel PMS integration platform. It connects 365 systems with the hotel’s PMS, enabling room charge authorization, transaction posting, and reconciliation.

The hotel’s PMS provider recognizes ImpulsePoint as the POS interface used for the integration.
 

Payments and Settlement

Room charge transactions follow a different financial flow from other payment methods accepted on 365 devices.
 

Credit Card, Debit Card, and GMA Transactions

365 is the merchant of record for credit card, debit card, and GMA transactions processed through 365 devices. Funds for these transactions are paid directly to the operator through the existing 365 settlement process.
 

Room Charge Transactions

For a room charge purchase:

• The transaction is posted to the guest’s hotel folio through the PMS integration.
• The hotel collects payment from the guest when the folio is settled.
• The funds are processed through the hotel’s merchant account.
• The hotel pays the operator according to the reconciliation and settlement arrangement established between the parties.

365 does not process, receive, hold, or disburse funds associated with room charge transactions.

Important: The operator and hotel must agree on how frequently they will reconcile room charge activity and how the hotel will pay the operator. This process is managed directly between the operator and the hotel.
 

Reporting

365 provides reports that operators can use to:

• Reconcile room charge transactions with the hotel
• Track room charge sales by device and location
• Review transactions by payment type
• Compare room charge activity with credit card, debit card, and GMA transactions
• Support the agreed-upon settlement process with the hotel
   

Readiness Checklist

Before launching Room Charge, confirm that:

• The statement of work has been completed.
• The hotel’s PMS has been identified and confirmed as compatible.
• The operator’s commercial arrangement with the hotel has been documented.
• The hotel has obtained the required ImpulsePoint POS interface license.
• PMS integration and testing have been completed.
• Products have been assigned to the correct Itemizers in ADM.
• Room Charge has been enabled on each applicable 365 device.
• The operator and hotel have agreed on a reconciliation schedule.
• Operational contacts know whom to contact for integration, reporting, and reconciliation support.