Resort Data Processing, Inc. Providing Quality Hospitality Software for Vacation Rentals, Condo-Hotels, Resorts, Timeshare, Campgrounds & more since 1981.
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Southern DataComm (SDC)
Credit Card Interface Overview

RDP customers have relationships with more than a dozen credit card processors for card verification and deposits.  The RDP software interfaces with a ‘middleware’ product developed by Southern DataComm (SDC).  The SDC software in turn interfaces with a wide variety of card processors.  This approach offers RDP customers the following advantages:

• Customers can select from a wide variety of credit card processors to negotiate the best possible rates
• Customers can change processors to take advantage of new rate structures.  This takes a few weeks and there are fees involved.  Please see Changing Processor details here.
• The RDP interface works with CPS compliant credit card processors resulting in the lowest credit card processing rates and avoiding any non-CPS compliance penalty fees
• Only one modem line is required for multiple workstations which can reduce monthly phone costs
• High Speed Internet Access is now available instead of a modem line
• Inexpensive card swipes can be used
• A wide variety of receipt printers are available
• Reconciling the RDP system to the daily credit card bank deposit is available
• All scanners and workstations can take credit card payments, and authorizations are summarized into a single deposit
• Additional authorizations can be made to guests already checked-in.  For example, an authorization of $400 at check-in can be increased to $700 during the guest’s stay
• The credit card authorization is automatically matched to the sale at check-out.  Any unused authorization is released to the guest.  This is crucial to guest service and satisfaction
• RDP also provides tools for Payment Card Industry (PCI) Credit Card Compliance

• There is a fee for current customers changing credit card processors.  Please call Rita at (970) 845-1143 to discuss the process.

Overview

The following topics are presented in this document:

• CPS Compliance
• RDP Requirements
• The Credit Card Interface Workstation
• Phone Line and Modem
• Card Swipes and Receipt Printers
• Direct Support with SDC to Quickly Resolve Issues
• Credit Card Processing Sequence
• High Speed Access Available via the Internet
• Additional Information

Southern DataComm Technical Support Number: 866-709-7880.

CPS and PCI Compliance

A significant change in the credit card industry is the advent of "Custom Payment Service (CPS)" compliance.  CPS compliance from both RDP software and your credit card processor is required to obtain the lowest possible rates and to avoid significant penalties.  The RDP credit card interface is CPS compliant.  You must verify that your credit card processor is also CPS compliant to avoid penalties and excessive fees.

CPS compliance has many factors.  Assume a hotel pre-authorizes $500 on a guest’s credit card at check-in, but the actual balance was $350 at check-out.  A non-CPS compliant system generates a new sale for $350 at check-out and does not release the original $500 authorization.  Therefore, $850 of the guest's credit limit is used, instead of only $350.  Not only does this negatively affect guest service by needlessly reserving available credit, but the property is charged much higher fees and potentially subject to other penalties for non-CPS compliance.

The RDP system, which is CPS compliant, matches the original $500 authorization with the $350 sale, and releases the remaining $150 back to the guest.  Provided your credit card processor is also CPS compliant, this "match and release" feature qualifies for lower rates, and the property avoids penalties.

Payment Card Industry (PCI)
Compliance and RDPWin

Credit card security for our customers is just one step in Payment Card Industry (PCI) Compliance.  Payment Card Industry (PCI) compliance is different for every RDP customer based on the volume of credit card transactions. There are many PCI compliance requirements that must be satisfied which have nothing to do with the RDP system. Every RDP customer must carefully examine the full Visa Compliance Validation requirements.

Resort Data Processing (RDP) offers four levels of credit card security available to RDP customers. Only Levels 3 and 4 are PCI compliant, because they include data encryption and deletion of old credit card information.  RDP strongly recommends that all customers use Level 3 or 4 which require that RDPWin (not RDP-DOS) be used for making and changing reservations, taking payments, checking-in and checking-out reservations, etc.

It is the responsibility of each customer to assure full PCI compliance.  RDP is NOT LIABLE for damages or fines related to any level of credit card security, including Levels 1- 4.  RDP offers no assistance, guarantees, or advice regarding PCI compliance, and cannot be held liable for any damages resulting from customer failure to comply with full PCI compliance standards.

RDP Suggests...

1. Read and implement all non-RDP requirements, some of which are outlined on Visa’s website at Visa Compliance Validation.
2. Upgrade to the current version of all RDP products.
3. Upgrade to the current version of Southern Datacomm Software or contact SDC's Technical Support at (866) 709-7880.
4. Review data encryption documentation and select Level 3 or 4 to be PCI compliant.

RDP Requirements

In order to use the Credit Card Interface, the following items are required from RDP:

• RDP Version 12.02. The version is displayed in the middle of the third line on every RDP screen
• The Credit Card Module (RQ) must be purchased and installed
• A "gateway PC" must be installed running Windows XP Professional (see below);
• A support fee is paid to Southern DataComm, in addition to RDP's normal support contract
• For site activation, Southern DataComm charges activation and license fees.  RDP is a reseller of the SDC products.  Once RDP receives your payment, we forward it to SDC with your completed site-activation form to create your merchant file.  Site activation is a minimum 30-day process.  The cost for the SDC software and site activation is $1,950 which includes a certified SDC modem

The Credit Card Interface Workstation

The Credit Card Interface requires at least one dedicated workstation that meets the minimum hardware requirements.  This machine is termed the "credit card gateway PC," and it must be connected to the network and have the SDC software and modem installed.

For single-user customers, the workstation running the RDP and SDC software must also be running Windows XP Professional with 512 MB of RAM and Pervasive.SQL Version 9.52 or higher.

Phone Line and Modem
or
High Speed Credit Card Processing via the Internet

The credit card interface can either share one phone line or use a high speed internet connection as follows:

Card Swipes and Receipt Printers

A card swipe is required for every workstation that reads credit cards.  Receipt printers should be purchased for any workstation where printed receipts are necessary.  For example, a workstation at the front desk requires both a card swipe to read guest credit cards and a receipt printer.  However, a workstation in the reservations department may not require either, if all credit card transactions from that workstation are completed over the phone.

A given workstation can have a folio/report printer connected to LPT1 and the credit card receipt printer connected to LPT2.  Since most computers are initially configured with only one LPT port, an additional parallel port (LPT2) may be required when a credit card processing workstation also has another printer attached.

RDP does not sell credit card swipers or receipt printers.  These devices may be purchased from Ann Rosko at Instruments and Equipment Company, (800) 432-1255.

Direct Support with SDC to Quickly Resolve Issues

To provide the best support possible, the customer should purchase a direct-support contract from SDC with an estimated price of $750/year.  This provides updates and product support.  SDC has relationships with all credit card processors and many deposit banks and can quickly resolve issues.   

Southern DataComm Technical Support Number:  866-709-7880.

Credit Card Processing Sequence

The credit card processing chain of events follows:

1. The guest arrives to check in.  The front desk clerk swipes the guest's card using the card swipe attached to the workstation.  Alternatively, an advance deposit can be processed for a reservation without the card being present.
2. The card swipe passes the account information to RDP from the card's magnetic strip.
3. RDP calculates the authorization amount based on property settings.  For example, configure the system to authorize the estimated total charge plus 15% or the estimated total charge plus $100.  For this example, assume an authorization of $500.
4. RDP writes the $500 requested authorization amount and selected portions of the credit card information to a computer file on the fileserver.
5. The "gateway PC" runs the Southern DataComm program in a minimized window.  This PC must run Windows XP Professional.  The program checks the fileserver constantly, looking for an RDP Credit Card file.  The SDC program monitoring the RDP Credit Card file uses either the modem (which is on this PC) or, if available, the high speed Internet connection to dial the credit card processor for authorization.
6. The "gateway PC" is capable of multiple transactions on one phone call. For example, if eight RDP workstations request authorizations at the same time, the "gateway PC" makes one phone call for eight authorizations.  This results in a much faster throughput, and only one phone line and modem is required.
7. Once authorization is received, the "gateway PC" creates another credit card file on the fileserver containing authorization information.  The RDP workstation reads this file and stores the authorization information on the guest database in the RDP System.  The authorization (or sale) information is also stored in SDC's database.
8. Assume the guest's balance due at checkout is $350. The RDP system communicates this information again using the RDP credit card file, matching up the authorized amount of $500 with the sale amount of $350. The sale amount of $350 is recorded on the guest folio in both the RDP and SDC databases.  The remaining amount of $150 is released to the guest, which is a requirement to avoid penalties.
9. As part of the audit process, the credit card totals are balanced within the RDP system.
10. The following morning, during normal RDP support hours, the SDC "PBAdmin" program is used for reconciliation with RDP and settlement with your bank.

Additional Links

For additional information on the credit card interface module, please contact RDP sales at (970) 845-1140.  

SDC Information
RDP-Southern DataComm (SDC) Credit Card Interface Overview SDC Support Phone: 877-732-1799 RDP Tools now available for Payment Card Industry (PCI) Compliance List of Approved Processors SDC Merchant Activation Form (Requires Adobe to view or print) High Speed Authorization Available via the Internet Southern DataComm Other RDP Interfaces

Hotel / Resort Software Overview

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list).  Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview.  Timeshare properties should begin with our Timeshare Resort Overview.  Our Campground management system is also available.  Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

For a printed brochure and pricing, download the brochure in Microsoft Word or Adobe format or contact us directly.

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