Contents
What is this integration?
The integration with ACIGRUP connects Golfmanager with the hotel's PMS (the ACIGRUP hotel management system). It lets staff, from the Golfmanager POS, charge a guest's purchases directly to their room.
The amount is no longer collected at the till and is instead added to the hotel bill, so the guest pays for everything together at check-out.
A PMS (Property Management System) is the program the hotel uses to manage rooms, bookings and each guest's account. ACIGRUP is one of those systems. This integration bridges your Golfmanager POS and the guest's account at the hotel.
What problem does it solve?
The guest doesn't have to pay on the spot: they play, buy in the shop or order at the bar, and it all builds up on their hotel account.
It avoids double handling: there's no need to collect separately and then reconcile with the hotel; the charge travels to the PMS instantly.
It improves the customer experience at resorts that combine a hotel with golf/sports facilities.
It leaves a trail of every operation: each charge and each refund is recorded and can be reviewed.
Which systems does it connect, and which way does the data flow?
It connects the Golfmanager POS with the hotel's ACIGRUP PMS, and the communication is in real time.
Golfmanager asks ACIGRUP which rooms are occupied and who the guest is (when you search by room number).
Golfmanager sends the charge (or refund) to ACIGRUP, and ACIGRUP replies whether it accepted or rejected it.
It is not a file export: each operation happens on the spot, automatically, while you take payment at the POS.
What information is exchanged?
Information | Direction | What for |
Room number searched | Golfmanager → ACIGRUP | To locate the guest |
Occupied rooms and guest name | ACIGRUP → Golfmanager | To choose who to charge |
Amount, number of items and concept, grouped by department | Golfmanager → ACIGRUP | To add the charge to the guest's account |
Confirmation or error of the charge | ACIGRUP → Golfmanager | To know whether the operation completed |
Sales are grouped by product subfamily and sent with the corresponding ACIGRUP charge code (for example, food & beverage, shop or bar), so the hotel knows which department to assign the amount to.
Prerequisites (before activating the integration)
The hotel must use the ACIGRUP PMS and have its web service enabled (the channel Golfmanager uses to communicate with it).
Have the ACIGRUP PMS module installed in your Golfmanager, together with the POS and billing modules. If you don't have it, contact support.
The hotel's connection details: the service URL and the hotel code, provided by the hotel's IT team.
The ACIGRUP charge codes for each department (food & beverage, shop, bar…), also provided by the hotel.
Billing management permissions to configure.
Setup in Golfmanager (step by step)
The setup has three parts.
Part 1 — Connection details
Log in to Golf Manager.
In the side menu, select ACIGRUP PMS > Settings.
Enter the URL and Hotel code (production), and the URL (test) and Hotel code (test) (testing), with the values your hotel's IT team gives you.
Save the changes.
Part 2 — Production mode
On the same Settings screen, find the Production mode switch.
Leave it off to use the test data while you validate the connection.
Turn it on only when you're going to operate live (real charges to guests).
Save the changes.
Part 3 — Charge codes by subfamily
Go to Products > Subfamilies.
Edit each subfamily whose products will be charged to a room.
Enter the ACIGRUP charge code with the value the hotel gives you (for example, food & beverage, shop or bar).
Save the subfamily.
⚠️ Important: if a product's subfamily has no ACIGRUP code, the room charge will fail. Make sure every product that will be charged to a room has its subfamily code set.
Field-by-field reference
Production mode
Description: a switch that decides whether the integration uses the test connection details or the real ones.
System impact: on → uses the production URL and hotel code (real charges). Off → uses the test ones (without affecting real accounts).
Behaviour: depending on the switch, the system uses one pair of details or the other in each operation.
Example of use: during onboarding, leave it off and validate a sample charge; once everything works, turn it on to operate live.
URL
Description: the address of the ACIGRUP web service in production.
System impact: it is the channel Golfmanager uses to communicate with the real PMS; without it, rooms can't be charged in production.
Behaviour: it is used when Production mode is on.
Example of use: enter the service address your hotel's IT team provides.
Hotel code
Description: the identifier of the hotel in ACIGRUP (the production environment).
System impact: it tells which hotel the charges belong to; it must match the one the hotel has in ACIGRUP.
Behaviour: it is sent in every operation when Production mode is on.
Example of use: the code the hotel provides.
URL (test)
Description: the address of the ACIGRUP web service in the test environment.
System impact: it lets you validate the connection and the charges without affecting real accounts.
Behaviour: it is used when Production mode is off.
Example of use: the test address the hotel gives you.
Hotel code (test)
Description: the identifier of the hotel in ACIGRUP for the test environment.
System impact: it identifies the hotel in test operations.
Behaviour: it is used together with the URL (test) when Production mode is off.
Example of use: the test code the hotel gives you.
ACIGRUP charge code (on each subfamily)
Description: the ACIGRUP department/charge code assigned to each product subfamily.
System impact: it is mandatory to charge to a room; it tells the hotel which department to assign the amount to. If it's missing on any subfamily involved, the charge is not made.
Behaviour: when taking payment, sales are grouped by subfamily and each group travels with this code.
Example of use: in Products > Subfamilies, set the matching code on each subfamily (for example, food & beverage, shop or bar, according to the hotel's codes).
Day-to-day use
Charging a sale to a room
At the POS, add the products to the cart as usual.
As the payment method, select "Room charge" (ACI Room Charge).
A window appears asking for the room number. Type it and click Search.
In the "Select the guest" dropdown, choose the customer (shown as room - guest name).
Click "Room charge" to confirm.
What happens / system behaviour: on confirming, Golfmanager groups the sale lines by subfamily, adds each group's ACIGRUP charge code and sends the charge to the PMS with the room number. If ACIGRUP accepts it, the sale is marked as paid, the payment is flagged as "sent to ACIGRUP" and you'll see "Charge completed successfully". If it rejects it, the error is shown and the operation is recorded in Transactions.
Refunding a room charge
At the POS, select the sale you want to refund.
The system shows the original room and guest of the charge.
You can refund to the same room (pre-selected) or search for a different room.
Click "Confirm refund".
What happens / system behaviour: the refund is sent to ACIGRUP as a negative charge, that is, it is subtracted from the guest's account. It is recorded just like a charge in Transactions.
Reviewing the transactions
In the side menu, go to ACIGRUP PMS > ACIGRUP Transactions. There you'll see every charge and refund sent to ACIGRUP, with:
The type (charge or refund), the room and the guest name.
The amount charged or refunded and the ACIGRUP ID.
Whether the operation was successful or failed.
The detail of what was sent and the hotel's response, and the error message if something failed.
Clicking on any transaction shows the full detail, including the technical information of the communication with the hotel. It is the first screen to check when a charge hasn't gone as expected.
Limitations to keep in mind
It depends on the hotel: ACIGRUP must be reachable. If the hotel's server doesn't respond, rooms can't be charged.
The guest must be registered (checked in): only occupied rooms appear. If they have already checked out or the room doesn't accept charges, ACIGRUP will reject the operation.
Every subfamily involved needs an ACIGRUP code. Without it, the charge is not sent.
It works from the POS. It is a point-of-sale payment method, not one on the online booking website.
Don't mix test mode with the real one: in production mode, charges are real on the guest's account.
Recommended best practices
Test in test mode first: validate the connection and a sample charge before turning on production mode.
Review the subfamily codes with the hotel during onboarding, so each product type goes to the correct department.
For a failed charge, check ACIGRUP Transactions first: the error detail usually states the exact cause.
Always confirm the guest before charging: check that the name and room in the dropdown are correct.
Frequently asked questions
How is a "room charge" different from collecting at the till?
With a room charge, no money is collected at the till at that moment. The amount is added to the guest's account at the hotel and they pay for everything together at check-out. That's why it requires the guest to be staying and registered (checked in) in ACIGRUP.
What do I need ready to start using it?
Three things: (1) the ACIGRUP PMS module installed, together with POS and billing; (2) the hotel's connection details (URL and hotel code) entered in ACIGRUP PMS > Settings; and (3) the ACIGRUP charge code on each subfamily of the products you'll charge to a room.
What is "Production mode" for, and why are there test and production details?
The Production mode decides whether the integration uses the real details (on) or the test ones (off). That's why two pairs of details are filled in: the test URL/code to validate the connection without affecting real accounts, and the production URL/code to operate for real.
"ACIGRUP is not configured" appears. What do I do?
The URL is missing in the settings. Go to ACIGRUP PMS > Settings, enter the URL (and hotel code) of the environment you'll use, save and try again.
"The connection to the ACIGRUP API failed" appears. What should I check?
Golfmanager couldn't reach the hotel's server. Check that the URL is correct and that the ACIGRUP server is reachable. If the address is right and the problem continues, it is usually an issue on the hotel's side: contact their IT team.
"Subfamily 'X' has no ACIGRUP charge code" appears. What does it mean?
One of the products in the cart belongs to a subfamily with no ACIGRUP code. Go to Products > Subfamilies, edit that subfamily and fill in its ACIGRUP charge code with the value the hotel gives you. Without that code, the charge can't be sent.
"The transaction did not complete" appears. Why?
ACIGRUP rejected the charge. The most common reasons are that the guest has already checked out or that the room doesn't accept charges. Check the detail in ACIGRUP Transactions, where the exact rejection reason is shown.
"No rooms found" appears. What's happening?
No occupied room matches the search. Check the room number and that the guest is currently registered (checked in) at the hotel.
Can I refund a room charge?
Yes. Select the sale at the POS and confirm the refund: it is sent to ACIGRUP as a negative charge that is subtracted from the guest's account. You can refund to the same room (pre-selected) or search for a different one.
Is it real time, or is a file exported?
It is real time. Each charge and each refund is sent to ACIGRUP on the spot, automatically, while you take payment at the POS. There are no files to generate or import.
Where do I check whether a charge went through?
In ACIGRUP PMS > ACIGRUP Transactions. You'll see each operation with the room, the guest, the amount, whether it was successful or failed and the detail of what was sent and the hotel's response. It is the reference screen for any issue.
What exactly happens, step by step, when I confirm a charge?
Golfmanager groups the sale lines by subfamily, adds each group's ACIGRUP charge code and sends the charge to the PMS with the room number. If ACIGRUP accepts it, the sale is marked as paid, the payment is flagged "sent to ACIGRUP" and "Charge completed successfully" is shown. If it rejects it, the error is shown and recorded in Transactions.
Why are sales grouped by subfamily?
So the hotel can assign each amount to the correct department (food & beverage, shop, bar…). Each subfamily carries its ACIGRUP charge code, and the charge travels to the PMS already split by department.
Can I use the room charge on the online booking website?
No. The ACIGRUP room charge works from the POS (it is a point-of-sale payment method) and does not appear as an option on the online booking website.
Does anything change in my Golfmanager sales when I make the charge?
When the charge is accepted, the sale is marked as paid and the payment carries an internal "sent to ACIGRUP" flag. Otherwise, the sale is like any other; the actual collection is handled by the hotel on the guest's account.