Managing Member Billing - ABC FinancialTo change the payment option for ABC Membership 1. On the...
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1 © 2011 ABC Financial Services, Inc. All rights reserved. CONFIDENTIAL Managing Member Billing April 13, 2011 Contents About Member Billing ............................................................................................ 1 New Security Role .......................................................................................... 1 Credit Card Billing Postal Code ...................................................................... 2 Down Payment Field ...................................................................................... 3 Managing Billing Information ................................................................................ 4 Changing Payment Options for ABC Membership ......................................... 5 Changing Payment Options for Card on File ................................................. 6 Editing Club Account ...................................................................................... 7 Managing Payment Options ................................................................................. 9 Adding Payment Options ............................................................................. 10 Adding a Credit Card ............................................................................. 10 Adding an EFT Account ......................................................................... 12 Editing Payment Options .............................................................................. 14 Editing Credit Card Payment Options .................................................... 14 Editing EFT Payment Options ............................................................... 15 About Member Billing The member Billing page lets you store multiple credit card and EFT payment options for primary and secondary members. Once the member’s billing information has been entered into DataTrak, this electronic “wallet” can then be used to select the member’s default payment option for ABC Membership (ABC Billing), Card on File, or Club Account. Billing information for primary and secondary members is maintained separately. For example, if the secondary member uses the same credit card for his or her Card on File that the primary member is using for his or her Card on File, that information must be entered again for the secondary member. Over time you may need to change payment options for billing, add new payment options, or update existing payment options. New Security Role The security role Member Billing Info/Credit Card Name – Edit is in place to control whether or not you can make changes to the swiped credit card name in all areas of DataTrak where a club staff member could edit the first name and last name in the member's credit card information, including on the member Billing page.
Transcript of Managing Member Billing - ABC FinancialTo change the payment option for ABC Membership 1. On the...
Managing Member BillingApril 13, 2011
ContentsAbout Member Billing ............................................................................................1
New Security Role ..........................................................................................1Credit Card Billing Postal Code ......................................................................2Down Payment Field ......................................................................................3
Managing Billing Information ................................................................................4Changing Payment Options for ABC Membership .........................................5Changing Payment Options for Card on File .................................................6Editing Club Account ......................................................................................7
Managing Payment Options .................................................................................9Adding Payment Options .............................................................................10
Adding a Credit Card ............................................................................. 10Adding an EFT Account......................................................................... 12
Editing Payment Options ..............................................................................14Editing Credit Card Payment Options.................................................... 14Editing EFT Payment Options ............................................................... 15
About Member BillingThe member Billing page lets you store multiple credit card and EFT payment options for primary and secondary members. Once the member’s billing information has been entered into DataTrak, this electronic “wallet” can then be used to select the member’s default payment option for ABC Membership (ABC Billing), Card on File, or Club Account.
Billing information for primary and secondary members is maintained separately. For example, if the secondary member uses the same credit card for his or her Card on File that the primary member is using for his or her Card on File, that information must be entered again for the secondary member.
Over time you may need to change payment options for billing, add new payment options, or update existing payment options.
New Security RoleThe security role Member Billing Info/Credit Card Name – Edit is in place to control whether or not you can make changes to the swiped credit card name in all areas of DataTrak where a club staff member could edit the first name and last name in the member's credit card information, including on the member Billing page.
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DataTrakManaging Member Billing
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Credit Card Billing Postal CodeThe billing postal code is required where credit card information is entered or edited on the member Billing page for primary and secondary members. The presence of the billing postal code allows you to receive a lower rate for processing credit card transactions.
The credit card postal code processing flags already in use for POS are also used for EAE and member Billing. For now, these flags remain on the Edit Club > POS page.
Note: This section, which was formerly labeled POS Credit Card Zip Code Processing, was renamed Credit Card Postal Code Processing.
The following is an example of the Credit Card Postal Code Processing section of the Edit Club > POS tab.
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DataTrakManaging Member Billing
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Down Payment FieldThe Down Payment field was moved from the member Billing page to the member Agreement page (the Down Payment section is just below the Miscellaneous section).
To update the down payment amount
1. Click Edit in the Down Payment section.
2. Type a new Down Payment Amount in the Update Down Payment dialog box.
3. Click OK.
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DataTrakManaging Member Billing
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Managing Billing InformationThe upper portion of the member Billing page contains billing information for ABC Membership (ABC Billing), Card on File, and Club Account.
Here you can:
• View current payment options for ABC Membership, Card on File, or Club Account.
• Change the payment option for
o ABC Membership o Card on File o Club Account
• Edit Club Account information (such as billing Club Account through ABC or the credit limit).
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DataTrakManaging Member Billing
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Changing Payment Options for ABC MembershipIf the member’s Managed Type is ABC Managed, meaning that ABC handles the member billing and manages that member’s agreement, then you can change the payment option in this section.
If the member is Club Managed, you cannot edit this section.
Note: When a secondary member is selected in the Member field at the top of the page you cannot change the payment option for ABC Membership. You can only change the payment option for the primary member.
To change the payment option for ABC Membership
1. On the Billing tab in the ABC Membership section, click Change Payment Option.
The Select ABC Membership Payment Option dialog box appears.
2. Select the Payment Method.
o For Installment and Open agreement terms, the available payment methods are Credit Card, EFT, and Statement.Statement is only an option if the Use Statements field is set to Yes on the Edit Club > New Agreement tab.
o For Cash and Cash Open agreement terms, the available payment methods are Cash, Credit Card, EFT, and Statement.
3. Select the Payment Option.
o The field will populate with the available payment options already defined for the payment method.
o If no payment options are available for the selected payment method, the Payment Option field will display No payment options available. (For information on how to add a payment option, see “Adding a Payment Option.”)
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o You cannot select an expired credit card as a payment option.
4. When finished selecting a payment method and payment option, click OK.
Changing Payment Options for Card on FileThe Card on File feature lets you store a member’s credit card information in DataTrak. Having a credit card on file allows the member to make immediate purchases at the club without carrying cash or credit cards.
You can change the Card on File payment option for both primary and secondary members.
To change the payment option for Card on File
1. On the Billing tab in the Card on File section, click Change Payment Option.
The Select Card on File dialog box appears.
2. Select the Payment Option.
o The field will populate with the available credit card payment options already defined for the payment method.
o Select None if the member has had a card on file but will no longer have a card on file at the club.
o If no payment options are available for the selected payment method, the Payment Option field will display None. (For information on how to add a payment option, see “Adding a Payment Option.”)
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o You cannot select an expired credit card as a payment option.
3. When finished selecting a payment option, click OK.
Editing Club AccountClub Account allows the club to extend a credit line to the member, similar to a charge account. You can set a credit limit for the member and indicate how the charges will be paid.
You can edit Club Account settings for primary and secondary members.
Note: The Reset Recurring Service button has been removed.
To edit Club Account information
1. On the Billing tab in the Club Account section, click Edit.The Edit Club Account dialog box appears.
2. To Allow Club Charge Privileges, select Yes for that option.
o If the Allow Club Charge Privileges field is set to No, the Bill via ABC, Credit Limit, Payment Method, and Payment Option fields can still be edited.
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o If the Allow Club Charge Privileges field is set to Yes and Bill via ABC is set to No for the club, the Bill via ABC field cannot be edited but the Credit Limit, Payment Method, and Payment Option fields can be edited.
3. To Bill via ABC, select Yes for that option.
4. Modify the Credit Limit, if desired.
5. Select the Payment Method: EFT, Credit Card, or Statement.
If Bill via ABC is set to Yes, the Statement payment method is not available. You can only select EFT or Credit Card.
6. Select the Payment Option.
You cannot select an expired credit card as a payment option.7. When finished, click OK.
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DataTrakManaging Member Billing
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Managing Payment OptionsThe lower portion of the member’s Billing page contains the member’s payment options. Here you can:
• View all of the payment options that have been defined for the member.
• Add a new payment option for EFT or credit card payment methods.
• Edit an existing payment option.
Note: At this time you cannot remove payment options.
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Adding Payment OptionsYou can add an unlimited number of credit card or EFT payment options for each member.
For step-by-step instructions, see
• Adding a credit card
• Adding an EFT account
Adding a Credit CardTo add a credit card
1. On the Billing tab in the Payment Options section, click Add a New Payment Option.
The Payment Option dialog box appears.
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2. In the Payment Method list, select Credit Card.
3. Type the card holder’s First Name.
4. Type the card holder’s Last Name.
5. Select the Card Type: American Express, Discover, Master Card, or Visa.
6. Type the Credit Card Number.7. Select the Expiration Date month and year.
8. Type the Billing Postal Code.
9. If applicable, check the billing option for which the credit card will be used.
o Make this member’s default ABC Billing payment option.Note: If this is a Club Managed member or a secondary member, you will not have the option to make this the default ABC Billing payment option. This option will only be available for selection when an ABC Managed primary member is selected in the Member field.
o Make this member’s default Card on File payment option.o Make this member’s default Club Account payment option.
10. When finished, click OK.
If you attempt to save a new payment option with an expiration date that is earlier than the current date, you will get an error message when you click OK.
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Adding an EFT AccountTo add an EFT account
1. On the Billing tab in the Payment Options section, click Add a New Payment Option.
The Payment Option dialog box appears.
2. In the Payment Method list, select EFT.
3. Type the account holder’s First Name.
4. Type the account holder’s Last Name.
5. Type the bank’s Routing Number.The Bank Name will auto populate based on the routing number entered.
6. Select the Account Type: Checking or Savings.
7. Type the Account Number.
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8. If applicable, check the billing option for which the credit card will be used.
o Make this member’s default ABC Billing payment option.Note: If this is a Club Managed member or a secondary member, you will not have the option to make this the default ABC Billing payment option. This option will only be available for selection when an ABC Managed primary member is selected in the Member field.
Since only credit cards can be used for Card on File, you cannot make EFT the default payment option for Card on File.
o Make this member’s default Club Account payment option.9. When finished, click OK.
If the routing number is invalid, such as not containing nine digits, you will receive an error when you click OK.
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Editing Payment OptionsYou can click the name of a defined credit card or EFT payment option to edit the payment information.
For step-by-step instructions, see
• Editing credit card payment options
• Editing EFT payment options
Editing Credit Card Payment OptionsTo edit credit card payment options
1. On the Billing tab in the Payment Options section, click the desired Payment Option link.
The Payment Option dialog box appears. Notice that the Payment Method, Card Type, and Credit Card Number fields are disabled and cannot be edited.
2. If necessary, change the card holder’s First Name.
3. If necessary, change the card holder’s Last Name.
4. Select the new Expiration Date month and year.
You cannot save updates to a credit card’s information if the expiration date is expired and is not updated.
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5. To make this card the default ABC Billing, Card on File, or Club Account payment option, click the appropriate check box.
You cannot uncheck a credit card payment option that is mapped to either ABC Billing or Club Account. In order to select or choose another a payment option that is mapped to either ABC Billing or Club Account, you must do one of the two following things:o Go to the either the ABC Membership or Club Account section and click Change
Payment Option for ABC Billing or click Edit for Club Account to select a different payment option.
o In the section Payment Options, click Add a New Payment Option and click the service for which the payment option will be used.
Editing EFT Payment OptionsTo edit EFT payment options
1. On the Billing tab in the Payment Options section, click the desired Payment Option link.
The Payment Option dialog box appears. Notice that the Payment Method, Account Type, and Account Number fields are disabled and cannot be edited.
2. If necessary, change the account holder’s First Name.
3. If necessary, change the account holder’s Last Name.
4. Type a new Routing Number.The Bank Name will auto populate based on the routing number entered.
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DataTrakManaging Member Billing
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5. To make this card the default ABC Billing or Club Account payment option, click the appropriate check box.
You will be unable to uncheck an EFT payment option that is mapped to either ABC Billing or Club Account. In order to select or choose another a payment option that is mapped to either ABC Billing or Club Account, you must do one of the two following things:o Go to the either the ABC Membership or Club Account section and click Change
Payment Option for ABC Billing or click Edit for Club Account to select a different payment option.
o In the section Payment Options, click Add a New Payment Option and click the service for which the payment option will be used.
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