Index
What is this integration?
The NewHotel integration connects Golfmanager with the NewHotel PMS (hotel management system). From the Golfmanager POS, it lets you find the guest (by room number, first name or surname), import them as a customer and charge their purchases to the reservation they have at the hotel.
The amount is no longer collected at the till and is added to the guest's account in NewHotel, which they pay at check-out. It also allows registering card (including the ADYEN gateway) or cash payments in NewHotel.
A PMS (Property Management System) is the program the hotel uses to manage reservations, rooms and each guest's account. NewHotel is one of those systems. This integration acts as a bridge between your POS and the guest's reservation at the hotel.
What problem does it solve?
The guest does not pay on the spot: they consume at the golf course, shop or bar and everything accumulates on their hotel reservation.
Finds the guest easily by searching by room, first name or surname, and creates them as a customer with their details.
Avoids double work: the charge travels to the PMS instantly.
Supports several hotels and different types of charge and payment.
Which systems does it connect and in which direction does the data flow?
It connects the Golfmanager POS with the NewHotel PMS (through its web service), in real time:
Golfmanager queries NewHotel for reservations to find the guest (by room, first name or surname).
Golfmanager sends the charge (or the refund) to the reservation, with its section and service codes.
NewHotel responds whether the operation succeeded, and Golfmanager records it.
What information is exchanged?
Information | Direction | Purpose |
Reservation/guest search (by room or name) | NewHotel → Golfmanager | Identify who is charged and import them as a customer |
Charge: amount, concept, section and service | Golfmanager → NewHotel | Add the charge to the guest's reservation |
Confirmation / refund | Golfmanager ↔ NewHotel | Confirm or void the movement |
Prerequisites (before activating the integration)
That the hotel uses the NewHotel PMS and has its web service enabled.
Have the NewHotel module installed in your Golfmanager, together with the POS and invoicing modules.
The NewHotel credentials (login, token and hash), the general account, the endpoint and the URL of the service.
The hotel, section and service codes the hotel uses.
System/billing management permissions to configure.
How to set it up (step by step)
Step 1 — Connection details
Log in to Golfmanager with an administrator user.
Go to NewHotel > Configuration.
Enter the Public login, the Private token and the Hash provided by NewHotel (both test and production).
Enter the General account number, the Endpoint and the URL of the service.
Indicate the Currency code (for example, "MN").
Leave the Production mode off to start (test).
Save the changes. The sensitive credentials are stored encrypted.
Step 2 — Hotels
Go to NewHotel > Hotels.
Create each hotel with its Hotel code, its Name, its Status (active) and the Non-resident account.
Save the changes.
Step 3 — Card catalogs
Go to the Card types and Card brands sections of NewHotel.
Add the types (credit/debit) and the brands (VISA, MASTERCARD, etc.) you are going to use.
Step 4 — Section and service codes on the products
Edit each product.
Assign its NewHotel Service code and Section code.
Save and, when everything is ready, make a test charge and only then turn on Production mode.
⚠️ Recommendation: start in test mode with the test credentials, validate a sample charge and turn on production mode only when everything works.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves). Each credential has a test version and a production version.
A) Connection settings (NewHotel > Configuration)
1. Production mode
Description: a switch that indicates whether you work in test (off) or production (on).
Impact on the system: it determines which set of credentials is used (test or production) and whether the charges are real on the guest's account. Off by default.
Usage example: you turn it on when you finish validating the integration.
What happens when it is used: off, charges go to the test environment; on, they are real.
System behavior: based on the switch, Golfmanager uses the test or production login/token/hash/endpoint/URL.
2. Public login
Description: the public username Golfmanager uses to identify itself to the NewHotel web service.
Impact on the system: mandatory; it is part of the access credentials.
Usage example: you enter it exactly as NewHotel provides it.
What happens when it is used: it is sent on every query and every charge to authenticate.
System behavior: if it is missing, "Configuration error" appears when operating and the operation is not carried out.
3. Private token
Description: a private credential of the NewHotel service, complementing the login.
Impact on the system: mandatory. It is private and stored encrypted.
Usage example: you copy the value NewHotel gives you and paste it.
What happens when it is used: it is sent together with the login and the hash on every operation.
System behavior: if it is missing, "Configuration error" appears.
4. NewHotel hash
Description: a third security credential required by the NewHotel service.
Impact on the system: mandatory. Stored encrypted.
Usage example: you enter it with the value NewHotel provides.
What happens when it is used: it accompanies the login and the token to authorize the connection.
System behavior: if it is missing, "Configuration error" appears.
5. General account number
Description: the default account/folio for guests without a findable reservation (non-residents).
Impact on the system: mandatory. It acts as a fallback when there is no reservation code to charge.
Usage example: you enter it with the number the hotel indicates.
What happens when it is used: if the guest has no reservation, the charge goes to this general account.
System behavior: if it is missing, "Configuration error" appears.
6. NewHotel endpoint
Description: the address of the NewHotel web service Golfmanager sends queries and charges to.
Impact on the system: mandatory. It defines which hotel server it connects to.
Usage example: you paste the service address the hotel/NewHotel provides.
What happens when it is used: all operations travel to that address.
System behavior: if it is incorrect or the service does not respond, the operation fails and is recorded in the transactions.
7. NewHotel URL
Description: the technical address (namespace) that accompanies the calls to the NewHotel service.
Impact on the system: required so the hotel correctly recognizes the requests.
Usage example: you enter it with the value NewHotel indicates.
What happens when it is used: it is used on every request so the service interprets it correctly.
System behavior: if it is incorrect, the service may reject the calls.
8. Currency code
Description: the code of the currency in which amounts are sent to NewHotel (for example, "MN").
Impact on the system: it tells the hotel which currency the charge is in.
Usage example: you adjust it to the currency the hotel uses.
What happens when it is used: each charge travels with that currency code.
System behavior: it must match the one the hotel expects so the amount is recorded correctly.
B) Hotels (NewHotel > Hotels)
9. Hotel code
Description: the code that identifies the hotel within NewHotel.
Impact on the system: it is sent on every search and every charge so NewHotel knows which hotel it is.
Usage example: you enter it with the code the hotel gives you.
What happens when it is used: searches and charges are directed to that hotel.
System behavior: if it is incorrect, no reservations are found or charges are rejected.
10. Hotel name
Description: the name with which you will see the hotel in Golfmanager.
Impact on the system: it is identifying; it helps choose the right hotel when searching for guests.
Usage example: you write a clear name (e.g., "Beach Hotel").
What happens when it is used: it appears in the hotel selection dropdown.
System behavior: it does not affect the connection; only how you identify it.
11. Hotel status
Description: indicates whether the hotel is active or not.
Impact on the system: only active hotels are used in guest searches.
Usage example: you deactivate it if you stop operating with a hotel.
What happens when it is used: an inactive hotel does not appear for searching or charging.
System behavior: keep active only the hotels you work with.
12. Non-resident account
Description: the hotel account/folio that the consumption of someone without a checked-in reservation is charged to.
Impact on the system: it is the charge destination when there is no guest reservation code.
Usage example: you fill it in with the number the hotel indicates for that specific hotel.
What happens when it is used: charges without a reservation go to this account.
System behavior: if neither a reservation nor this account exists, the charge is rejected.
C) Products
13. Service code (NewHotel)
Description: the product's NewHotel service code (for example, golf), which classifies the charge.
Impact on the system: it travels with each charge so the hotel assigns it to the right concept.
Usage example: on a green fee you assign its golf service code.
What happens when it is used: the charge is classified in NewHotel with that service.
System behavior: if the product has no code, a default value is used; it is best to assign it well so the amount does not end up in the wrong concept.
14. Section code (NewHotel)
Description: the product's NewHotel section code (cost center).
Impact on the system: it accompanies the service code to place the charge in the hotel's accounting.
Usage example: you assign the section that corresponds to that product.
What happens when it is used: the charge is allocated to that section in NewHotel.
System behavior: if it is missing, a default value is used; agree it with the hotel so it matches.
D) Card catalogs
15. Card types and 16. Card brands
Description: the catalogs of type (credit/debit) and brand (VISA, MASTERCARD, etc.) used when registering card payments in NewHotel.
Impact on the system: they allow correctly identifying the card of the payment recorded at the hotel.
Usage example: you add "Credit"/"Debit" and the brands you accept.
What happens when it is used: when charging by card, you choose the type and brand, which travel to NewHotel along with the last 4 digits.
System behavior: if they are not set up, you will not be able to classify the card payment properly.
E) Guest details on the customer record (filled in on import)
These fields are not filled in by hand: they are completed automatically when you import the guest from NewHotel.
17. NewHotels member: a flag indicating the customer is a guest imported from NewHotel. Impact/behavior: it enables room charge for that customer.
18. Hotel: the hotel the guest belongs to. Impact/behavior: it determines which hotel (and code) the charge is directed to.
19. Reservation code: the identifier of the guest's reservation in NewHotel. Impact/behavior: it is the reference the consumption is charged to; if it is missing, the non-resident account is used.
20. Account number: the guest's account/folio at the hotel. Impact/behavior: it identifies their account for the movements.
How to use it day to day (step by step)
Find and import the guest
In the POS (or in Bookings), open the NewHotel guest search.
Choose the hotel in the dropdown.
Search by room, first name or surname. Golfmanager queries the reservations in NewHotel.
Select the guest from the results list.
(Optional) Review or complete the email and click Create customer: the customer is created or updated, linked to their reservation and hotel.
Charge a sale to the room
In the POS, add the products to the cart as usual.
Make sure the guest customer (imported from NewHotel) is selected.
As the payment method, select "Room charge".
Click Pay. The charge is sent to their reservation in NewHotel in real time.
Card or cash payments
Select the card (including ADYEN) or cash method.
If it is a card, indicate the last 4 digits, the type, the brand, the expiry date and the reference.
Confirm. The payment is registered in NewHotel with those details.
Refunds
Locate the room charge payment you want to void.
Cancel it from Golfmanager: the system sends NewHotel the reversal of the movement.
Check in the transactions that the reversal was recorded.
Only room charge payments can be voided; other payments are handled differently.
Checking the transactions
In NewHotel > Transactions you will see all operations sent to NewHotel (charges and refunds), with the customer, the amount, the type, whether they were successful or failed, the error detail if there was one and the movement identifier in NewHotel. It is the first screen to check when a charge has not completed.
Limitations to keep in mind
It depends on the hotel: NewHotel must be accessible. If its service does not respond, reservations cannot be charged.
The guest must have a reservation findable in NewHotel (with check-in), or the non-resident account will be used.
The section and service codes must match the hotel's so the amount is classified correctly.
Refunds apply only to room charges; other payments may be handled differently.
Charges are in real time (there is no batch sending): if something fails, it is recorded in the transactions instantly.
Do not mix test mode with the real one: in production, charges are real on the guest's account.
Frequently asked questions
When operating, "Configuration error" from NewHotel appears. What do I do?
Connection data for the mode in use is missing: the public login, the private token, the hash or the general account number. Go to NewHotel > Configuration, complete them (the test ones if you are in test, the production ones if you are in production) and save.
The guest does not appear when I search.
The guest may not have a findable reservation in NewHotel (no check-in), you may be searching in the wrong hotel, or NewHotel may not be responding. Check that you chose the right hotel, that the guest is registered and that the hotel's service is accessible.
It asks me to "Select the customer" when charging.
To charge to the room there must be a guest customer selected in the POS. Find and import the guest first and try the payment again.
"Could not create the user" appears when importing.
The customer could not be created or updated from the guest's details. Check that the email and basic details are correct and try again; if it persists, contact support.
The room charge is rejected.
NewHotel did not accept the movement. Common causes are: the reservation has been closed (check-out already done), the section/service codes are missing or do not match, or the guest has no valid account. Open the transaction to see the error detail NewHotel returns and correct it as indicated.
The amount went to the wrong concept at the hotel.
The product's section and service codes are not correct. Review them on the product record and agree them with the hotel; if a product has none, default values are used, which may not be the intended ones.
I try to void a payment and it tells me payments that are not room charges cannot be cancelled.
Voiding through NewHotel is only available for room charge payments. Other payment methods are handled through their usual channel.
"Could not cancel the transaction" appears.
NewHotel did not accept the reversal of the movement. Review the detail in Transactions (it includes the error and the movement identifier) and coordinate it with the hotel; the reservation may already be closed.
What happens if the guest has no reservation (non-resident)?
If there is no reservation code, the charge is directed to the hotel's non-resident account (or, failing that, the general account). If neither of the two exists, the charge is rejected.
How do I search for the guest: by room or by name?
You can search by room number, by first name or by surname. Choose the hotel and the criterion that is most convenient; Golfmanager queries the reservations in NewHotel and shows you the matching guests.
Does the charge reach the guest's account instantly?
Yes. Charges (and reversals) are sent to NewHotel in real time as soon as you confirm the payment; there are no batch processes or nightly sends.
Can I register card payments as well as room charges?
Yes. Besides the room charge, you can register card (including the ADYEN gateway) or cash payments, indicating the card type and brand and the last 4 digits.
How do I run a test before charging for real?
Leave Production mode off and use the test credentials; make a sample charge and check in Transactions that it was accepted. When everything works, turn on Production mode with the production credentials.
In which currency are charges sent?
In the one you indicate in the "Currency code" field of the configuration. It must match the one the hotel expects so the amount is recorded correctly.
Where do I see whether a charge failed and why?
In NewHotel > Transactions. Each operation shows whether it was successful or failed, the error detail and the movement identifier in NewHotel. It is the first place to look for any issue.
Is it safe to store the credentials in Golfmanager?
Yes. The token and the hash are stored encrypted. Even so, treat them as sensitive credentials and do not share them.
Can I work with several hotels at once?
Yes. You can set up several hotels, each with its code and non-resident account, and choose the corresponding hotel when searching for the guest and when charging.
Recommended best practices
Test in test mode first with the test credentials before turning on production.
Agree the hotel, section and service codes with the hotel, and assign them to the products.
Always confirm the room and the guest before charging.
Import the guest at the start of their stay so they are available in the POS.
On a failed charge, check Transactions first: the error detail usually indicates the cause.