Auto Draft Pre-Approved Payments

This Help File Page was last Modified on 04/04/2018

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Auto Draft Pre-Approved Payments

This Help File Page was last Modified on 04/04/2018

Getting Paid by your Subscribers by accepting their Electronic Funds Transfers and Pre-Approved Credit Card Payments is a convenient and secure process for both your Subscribers and for your Company.

Your Subscriber's Payment will arrive on time - avoiding a processing expense for them and assuring a timely payment to you.

The implementation of these Payment Methods requires specific information for each Auto Draft.

The Post Auto Drafts Form is used to Automatically Draft those Electronic Funds Transfers and Pre-Approved Credit Card Payments.

 

The automatic collection via Electronic Funds Transfer and by Pre-Approved Credit Card Payments is a convenient and secure method for getting paid for Recurring Revenue Invoices that are owed by your Company's (and Dealer's) Subscribers.

To implement this automatic electronic collection/payment feature, follow the steps outlined below:

The Auto Draft information must be entered (in advance) into the Auto Draft Setup section in the Edit View of the Subscribers Form.

 

HelpFilesAutoDraftCreditCard

Auto Draft section's's Draft Credit Card tab

 

Then, the Invoices for the associated Recurring Revenue are generated.

 

HelpFilesAutoBillingCreditCardsProcedure

Auto Billing dialog

 

The Recurring Revenue Invoices created with the Auto Billing procedure may then be analyzed for accuracy based on the predefined Auto Draft information by using the Auto Draft Pre Processing Form.

 

HelpFilesAutoDraftPreProcessing

Auto Draft Pre Processing Form - Validate predefined Auto Draft rules

 

If certain required fields are missing data for the Selected Bank, this Invalid Criteria message will be displayed:

 

HelpFilesPostAutoDraftsMissingFileInfoMessage

Warning - Missing Files Generation Information!

 

When the Post Auto Drafts process is executed, if the ValidateAutoDraft option in the Company Settings dialog is set to True ("T"),  an Auto Draft Validation Process will also confirm the presence of certain Bank and Credit Card information, as well as confirming that the Auto Draft Amount(s) - entered for each Subscriber who has Auto Draft information defined in the Subscriber's Auto Draft Setup section - matches the Invoice Amount(s) that are to be paid. .

Bank

oBank Account Number

oRouting Number

oAmount to Draft

Credit Card

oCredit Card Number

oAmount to Charge

 

Note #1: See the Auto Draft Pre Processing chapter for additional information about that capability.  

Note #2: See to the Post Auto Drafts chapter for instructions on how to use this Post Auto Drafts Form

 

Once the Auto Draft information is entered, the Recurring Revenue Invoices are generated, and those Invoices are validated using the Auto Draft Pre Processing Form: Post Auto Drafts process will create the export file which is transmitted to, and used by the Bank EFT Processor and/or Credit Card Processor (e.g., Authorize.net, NACHA, Farmers National, etc.) to charge each (predefined) Subscriber's Account for the appropriate Auto Draft Amount.

 

HelpFilesPostAutoDrafts

Post Auto Drafts for Electronic Funds Transfer

 

Here is a step by step Outline of the Auto Draft Setup and the actual Auto Draft procedure:

1.Open the Subscribers Form and locate the required Subscriber record using the Subscriber Search function.

2.Select the Edit View of that Subscribers Form

3.Select the Auto Draft Setup option which directs you to the Auto Draft Setup section in the Edit View of the Subscribers Form

4.Choose the Credit Card Draft or the Bank Draft tab.

5.Enter the appropriate information as required (based on whether it will be an Bank (EFT), or Credit Card payment).

6.Bill Recurring Revenue for the appropriate Cycle(s) for these pre-approved Bank (EFT), or Credit Card payments

7.Run the Auto Draft Pre-Processing procedure to ensure the Auto Draft information matches the associated Recurring Revenue Invoices.

8.Optionally, run the Auto Draft Preview procedure.

9.Run the Post Auto Drafts procedure  

10.If prompted, Re-Name and Save the Auto Draft File.

11.Print a Cash Receipts Report for the designated Date and Batch Number  

12.If you use a Multi-Processor Service Provider who can process both Pre-Approved Credit Card Payments and Electronic Funds Transfer within the same file, be sure to create a Recurring Billing Cycle for this group of Subscribers.

 

Note #3: Another choice is to post Pre-Approved Credit Card Payments automatically to the Accounts Receivable System, but manually submit those charges via a Credit Card Terminal device.

 

Note #4: As discussed above, when certain critical information is missing for the Bank selected to received these Auto Draft funds and the designated EFT File Type, an Invalid Criteria Message will be displayed.

 

HelpFilesPostAutoDraftsMissingFileInfoMessage

Warning - Missing Files Generation Information!

 

a)Unless you want to the Post Auto Draft Transactions without creating the corresponding EFT file, Click No

b)Also, when there are Open Invoices which do not match the Auto Draft Setup information, a Warning Message will be displayed with the option to view theses Invoices.

c)In either case,

1)Use the Auto Draft Pre-Processing procedure to ensure the Auto Draft information matches the associated Recurring Revenue Invoices.

2)If appropriate, go to the Bank Maintenance Form for the Bank selected above and make the appropriate corrections on that Form's EFT Section on the Bank Maintenance Form

 

HelpFilesAutoDraftAbortedMessage

 

d)Then, return to the Post Auto Drafts Form and proceed as normal.

 

Execute the Post Auto Drafts function:

To open the Post Auto Drafts Form:

a)From the Backstage Menu System Select File and Choose Receivable and Select the Post Auto Drafts option, or

b)From the Quick Access Menu, Select File and Choose Receivable and Select the Post Auto Drafts option, or

c)On the Receivables Tab, Click the Auto Draft Icon

 

HelpFilesPostAutoDrafts

Post Auto Drafts Form

 

See to the Post Auto Drafts chapter for instructions on how to use this Post Auto Drafts Form