Moving from Square to Another Payment Gateway

When switching from Square to another payment gateway, it is important to process all outstanding Square payments before completing the change.

Why Existing Square Cards Cannot Be Used

Square encrypts credit card information within its own system and provides a Square-specific token. This token:

• Cannot be decrypted or viewed by GraceSoft.
• Cannot be transferred to another payment gateway.
• Cannot be used to process payments outside Square.

Therefore, saved credit card details for existing PMS and Easy WebRez (EWR) reservations will no longer be available after switching away from Square.

Steps to Complete Before Switching

1. Review all reservations with an outstanding balance.
2. Use the Amount Due Report to identify reservations that still require payment.
3. Process all outstanding PMS and EWR reservation payments through Square before activating the new payment gateway.
4. Review future reservations and collect any required deposits through Square.
5. Confirm that all necessary Square transactions, voids, and refunds have been completed.

Important: GraceSoft cannot retrieve or transfer credit card numbers that were tokenized by Square. Guests may need to provide their credit card information again after the new payment gateway is activated.

OTA Reservations

OTA reservations received from channels such as Booking.com or Expedia may be processed through the new payment gateway, provided the original OTA credit card information was securely stored by GraceSoft and was not manually replaced.

However, if someone manually updated the credit card number on an OTA reservation while Square was active, the updated card may have been tokenized by Square. In this situation:

• Process the required payment through Square before switching; or
• Ask the guest to provide their credit card information again after the new payment gateway is activated.

These reservations can be identified by reviewing Partially Paid Bookings and the reservation History Tracker.

After Activating the New Payment Gateway

All new PMS, EWR, and supported OTA reservations will use the newly configured payment gateway. Any existing reservation containing only a Square token will require the guest’s credit card information to be entered again.