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Manage Old Cards and Migrate Securely to Avantio Payments

Check cards prior to Avantio Payments activation and securely request new payment details when needed.

Written by Lisa

Getting Started

If you used Receptio powered by SysPay before activating Avantio Payments, you may still have bookings with cards stored on the previous platform.

Since January 2021, due to changes in European payment regulations, this card management model became obsolete for agencies registered in the European Economic Area (EEA). For this reason, agencies still using it must migrate to an integrated payment platform.

When you activate Avantio Payments, the way cards are handled changes:

  • VRMS no longer displays card details directly, for both new and old cards.

  • New cards are tokenized and securely stored in the integrated payment platform.

  • Payments are now managed from VRMS.

  • Cards previously stored in SysPay are not automatically migrated to Avantio Payments.

What will you learn in this article?

You’ll learn how to check cards stored before activating Avantio Payments, how to correctly find a card in SysPay, and how to request a new card from the guest when needed.

Benefits

  • Keep control over bookings created before the migration.

  • Manage new card details securely.

  • Make the transition to Avantio Payments easier without losing track of pending payments.

When should you use this feature?

You should follow this process when you have bookings made before Avantio Payments was activated and need to check the card stored in SysPay or ask the guest for a new card to process a payment.

This is also especially important for bookings with pending payments where the original card is not available in Avantio Payments.

Before you start

It’s a good idea to check the following first:

  • Whether the booking’s card was registered before or after Avantio Payments was activated.

  • If you have access and credentials for your SysPay account.

  • If the booking has any pending payments that still need to be processed.

It’s also recommended to check if it’s a regular card or a Virtual Card (VCC) from an OTA, as the process may differ.

Follow these steps

  1. Find the old card in SysPay.
    Log in to your SysPay account and go to the E-terminal section.

  2. Search for the card using the guest’s email.
    The email address is the most effective way to find the right card.

    To check the email in VRMS:

    • Go to VRMS → Bookings → Bookings list.

    • Select the booking.

    • Click on Full view.

    • Go to the Details tab.

    • Hover over the magnifying glass next to Client.

    • Check the email in the Client details window.

    For Booking.com Virtual Cards, the guest’s email is also the correct search criteria.

  3. Check if you need a new card.
    Cards stored in SysPay before Avantio Payments was activated are not transferred to the new system.

    If you want to manage the payment from Avantio Payments, you’ll need to ask the guest to enter a new card.

  4. Request a new card from the booking.
    Go to:

    VRMS → Bookings → Bookings list

    Then:

    • Open the booking in Full view.

    • Go to Payment breakdown.

    • Click on View card.

    • Select Request card.

    The guest will receive an email to securely enter their new card details.

Expected result

Once the guest enters the new card, it will be available to manage payments for the booking from Avantio Payments.

If the payment already has a scheduled date in the payment line, it will be processed according to that schedule.

You can track it from:

Accounting → Invoicing and Payments → Pending payments list

Recommended next steps

After requesting the new card:

  1. Check the Pending payments list to make sure the payment is still correctly scheduled.

  2. Check the booking record to confirm the new card has been registered and the payment can be managed from Avantio Payments.

Key fields and options

  • SysPay E-terminal: lets you check cards stored on the previous platform.

  • Client email: main way to find a card in SysPay.

  • Request card: sends the guest a request to register a new card.

  • Pending payments list: lets you track scheduled payments.

Limitations and considerations

Keep in mind:

  • Cards previously stored in SysPay are not migrated to Avantio Payments.

  • Avantio does not manage SysPay users or passwords.

  • You’ll need your own credentials to access the platform.

  • Old cards cannot be used automatically from Avantio Payments.

  • If you have a Virtual Card (VCC) provided by an OTA, you cannot request a new card from the portal.

If an automatic transaction with a VCC fails, you’ll need to process the payment manually from your SysPay account, using the card details stored there.

Before doing anything, always check where the booking’s card is stored.

Best practices

  • First, identify if the card is in SysPay or Avantio Payments.

  • Use the guest’s email to find old cards in SysPay.

  • Request a new card when you need to continue managing payments from Avantio Payments.

  • Track pending payments after requesting new details.

  • Pay special attention to Virtual Cards, as their management depends on the OTA’s conditions.

Practical example

A booking was created before the agency activated Avantio Payments and still has a pending payment.

The original card is still stored in SysPay, so it’s not directly available in Avantio Payments.

The agency finds the old card in SysPay using the guest’s email. However, they want to manage the next payment from Avantio Payments.

From the booking’s Payment breakdown, they select Request card. The guest receives the email, enters a new card, and the system can process the payment on the scheduled date.

If the original card was a OTA VCC and the automatic payment failed, it wouldn’t be possible to request a new card from the portal. In that case, the payment would need to be processed manually from SysPay.

Common mistakes

  • You can’t find the card in SysPay: use the guest’s email as the search criteria.

  • The old card doesn’t appear in Avantio Payments: this is expected, as cards are not migrated between platforms.

  • The payment can’t be processed automatically from Avantio Payments: request a new card from the guest.

  • You can’t request a new VCC from the OTA: process the payment manually from SysPay if the automatic transaction failed.

If something isn’t working

If you can’t find the card or manage the payment as expected, check these points before contacting our support team:

  1. Check if the card was registered before or after Avantio Payments was activated.

  2. Make sure you’re using the correct guest email to search in SysPay.

  3. Review the booking, payment line, and payment status.

  4. Check if it’s a Virtual Card and if it needs special handling.

  5. Update the booking record and review the available information again.

If the problem continues, contact our support team and include screenshots, the booking reference, the affected payment, and the guest’s email associated with the booking.

Frequently asked questions

Can I still check cards stored before activating Avantio Payments?

Yes. Cards previously stored remain available in SysPay and can be checked from its interface using your own credentials.

Are old cards automatically migrated to Avantio Payments?

No. Cards stored in SysPay are not transferred or automatically connected to Avantio Payments.

If you need to manage a new payment from Avantio Payments, you’ll need to ask the guest to register a new card.

What if the card is a Virtual Card from an OTA?

If an automatic transaction with a Virtual Card fails, you won’t be able to request a new card from the portal.

In that case, you’ll need to process the payment manually from your SysPay account, using the VCC details stored there.

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