Auto Draft Setup

This Help File Page was last Modified on 02/10/2018

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Auto Draft Setup

This Help File Page was last Modified on 02/10/2018

Auto Draft Setup Overview

Subscribers may arrange to have their Recurring Revenue Invoices paid automatically through the use of one of the Credit Cards your Company accepts (identified in User Options, Compoany , or via a Bank Draft using Electronic Funds Transfer.

The Draft Amount should be defined as the Gross Total of the Recurring Revenue Invoice - including any Sales Tax, when required.

The Auto Draft Setup section in the Edit View of the Subscribers Form is where the type and amount of the required Auto Draft is identified.

There is an Account Holder's Name field where the Card Holder's Name should be entered as two names only, with their Last Name entered first, and their First Name entered last but with no punctuation marks.

There are also individual Account Holder's Address fields for: Address (or PO Box) where no punctuation marks in that Street address field should be entered, and separate City, State/Province, and Zip/Postal Code fields.

When the E-Payment option is used on the Subscribers Form (or the E-Pay option on the Work Order Form, or the Invoice Form), that Name and Address information is inserted into the E-Payment Form automatically.

The system will only use the Account's Card Holder information if the Name, Address, City, State, and Zip Code fields are populated in the Auto Draft Setup section, otherwise, the system use the associated Subscriber's Name

For your Company's (and the Subscriber's) protection, once entered and saved, all Account Number information is hidden from view (replaced with a Look-Up Icon) and actually encrypted within the database itself.

 

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 the Subscribers.

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

The Auto Draft Setup information must be entered in advance.

 

HelpFilesAutoDraftCreditCard

Subscribers Form  - Edit View - Auto Draft Setup - Draft Credit Card fields

 

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

 

HelpFilesAutoBillingProcedure-CreditCard

Auto Billing dialog

 

The Recurring Revenue Invoices created with the Auto Billing procedure should then be analyzed for accuracy based on the predefined Auto Draft information using the x Form (see the "Auto Draft Pre Processing" chapter).

 

HelpFilesAutoDraftPreProcessing

Auto Draft Pre Processing Form - Validate predefined Auto Draft rules

 

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: the Auto Draft Pre-Approved Payments process will create the export file which is transmitted to, and used by, the Bank or Credit Card Processor that will charge each (predefined) Subscriber's Bank, or Credit Card Account for the appropriate Auto Draft Amount.

 

HelpFilesPostAutoDrafts-CreditCards

Post Auto Drafts for Credit Cards

 

Accessing the Auto Draft Setup Section,

Select the Receivables Tab on the MKMS Desktop and Click the Subscribers (F3) Icon.

On the Subscribers Form, Locate the appropriate Subscriber record using the Subscriber Search function.

Click the Edit View Icon and Choose the Subscriber Tab

Drag the right side Slide Bar down until the Auto Draft Setup section appears.

 

Draft Type - There are three Draft Type choices available:

1.None - No Auto Draft is to be performed.

2.Credit - A Credit Card will be used to fund the Auto Draft.

3.Bank - A Bank Draft will be used to fund the Auto Draft.

 

Each of these options is explained in detail below.

 

None - This is the default choice until some type of Auto Draft Setup information is entered.

It is also the choice to cancel an existing Auto Draft Payment.

To cancel an existing Credit Card or Bank Draft payment information entry, Click the None button.

Confirm that you want to delete the existing payment information, if it exists.

 

HelpFilesAutoDraftSetupClearDataMessage

Clear existing bank/credit card info?

 

If you do not want to clear the previously entered Auto Draft Setup information - perhaps because you are awaiting a new Expiration Date or a replacement Credit Card Number - then answer No.

By doing so, None will be the active case but the previously entered Credit Card or Bank Draft information will be preserved for later use, if needed.

 

Credit Card Draft: If the Auto Draft is being paid with a Credit Card, enter the required information (Only those Credit Cards that are accepted by the Company will be available for selection - see Company Options - Invoices/Proposals tab for more information)

Draft Type - Select the Type of Draft (Credit Card payment, an Electronic Funds Transfer from a Bank, or None) using the Drop-Down Selection List provided.

Auto Draft Amount - Enter the Amount which is to be Charged to their Credit Card or automatically Drafted from their selected Bank Account.

 

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Subscribers Form  - Edit View - Auto Draft Form's Credit Card information

 

Account Holder's Name - Enter the Name as it appears on the Credit Card being charged.

Company Name - If there is a Company Name (Optional), enter it here.

Card Holder's Address - Enter the Credit Card Holder's Billing Address in the appropriate fields.

Credit Card Type - Select the appropriate type of this Credit Card using the Drop-Down Selection List.

Account Number - Enter the Account Number with no spaces or dashes.

A System Administrator, or an Employee with the proper User Access Rights may Click the Ellipse to enter or view the actual number.

 

HelpFilesCreditCardEncryptedDataEntry

 

Expiration Date - Enter the date the Credit Card expires using the Drop-Down Calendar/Date Entry field.

a)Click on the Date field and type the desired Date using a MM/DD/YYYY format; or

b)Use the Drop-Down Calendar/Date Entry field provided to Choose the desired Date

 

HelpFilesSubscribersFromEditViewSaveIcon

 

Click the Save Icon on the Edit View Menu to record the entries.

Important Note: If you need to switch the Auto Draft Setup from the currently defined Credit Card to an Electronic Funds Transfer from a Bank, when you Click the Bank button, you will be asked if you want to Clear the existing Credit Card information.  You may preserve it for future possible use by Clicking the No button, or remove it entirely by Clicking the Yes button.

 

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Clear existing credit card info?

 

Bank Draft: If the Auto Draft is being paid by Bank Draft, enter the required Electronic Funds Transfer information.

 

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Subscribers Form  - Edit View - Auto Draft Setup - Bank Draft Information

 

Deduction Type - Select the appropriate Deduction Type (Checking or Savings Deduction) using the Drop-Down Selection List.

Deduction Type - If Checking Deduction was chosen above:

Account Type - Select the appropriate Account Type (Business or Personal Checking) using the Drop-Down Selection List.

Routing Number - Enter the nine (9) digit Routing Number.

Account Number - Enter the Bank assigned Account Number.

A System Administrator, or an Employee with the proper User Access Rights may Click the Ellipse to enter or view the actual number.

 

HelpFilesBankAccountEncryptedDataEntry

Enter Bank Account Number dialog

 

Bank Address - Enter the address of the Bank Branch where this Bank Account is serviced

Transaction Type - The EFT processing institution may require an entry here.

For Customers using the Canadian Payments Associations (CPA) option.

The default code is 718 (Commercial Bill Payment).

Consult the CAP Standard # 005 for more information about what this entry should be, based on the type of Subscriber making the payment.

If you selected a Savings Deduction type above, no Account Type is needed.

Complete the remaining fields as noted above in the Credit Card section.

 

HelpFilesSubscribersFromEditViewSaveIcon

 

Click the Save Icon on the Edit View Menu to record the entries.

Important Note: If you need to switch the Auto Draft Setup from the currently defined Bank information to a Credit Card, when you Click the Credit Card button, you will be asked if you want to Clear the existing Bank information. You may preserve it for future possible use by Clicking the No button, or remove it entirely by Clicking the Yes button.

 

HelpFilesAutoDraftSetupClearBankInfoMessage

Clear existing bank info?

 

Beanstream: If the Auto Draft is being paid through Beanstream, Click the Setup Subscriber Credit Card option.

 

HelpFilesAutoDraftBeanstream

 

 

Beanstream Subscriber Setup - This will display the setup dialog shown below.

 

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Beanstream Subscriber Setup dialog

 

Fill-in the information, as indicated.

Click the Create Profile Icon.

 

 

The Auto Draft Pre-Approved Payments chapter explains the available ways to selectively post these predefined Auto Draft payments.