Auto Draft Setup

This Help File Page was last Modified on 05/30/2019

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Auto Draft Setup

This Help File Page was last Modified on 05/30/2019

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, in the Company Options - Invoice/Proposal sub-tab, or via a Bank Draft using an Electronic Funds Transfer process.

 

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

Draft Type - Using the Drop-Down Selection List provided, Choose the appropriate Draft Type (or None).

Auto Draft Amount - The optional Auto Draft Amount should be defined as the Gross Total of the Recurring Revenue Invoice - including any Sales Tax, when required - that is going to be charged.

 

Important Note: The Auto Draft Amount field in this Auto Draft Setup section is optional when your Company is using InnoEPay for its Payment Gateway (and the Fully Automated Recurring Billing feature has been activated) because it will simply Pay what’s Owed on that Invoice.

 

Account Holder's Name & Address - 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.

Account Holder's Address - There are individual Account Holder's fields for:

Address (or PO Box) - enter the full street address,

City - enter the name of the City,

State/Province, enter the State or Province code

Zip/Postal Code - enter as needed.

 

Account Number (or Routing and Account Number) and Bank Address - For your Company's (and the Subscriber's) protection, once entered and saved, any Account Number information is hidden from view (replaced with a Look-Up Icon) and internally encrypted within the database.

 

Expiration Date / Bank Address - Using the Drop-Down Calendar/Date box, enter the Expiration Date; or enter the Bank's Address, as appropriate..

 

When the E-Payment option is used on the Subscribers Form (or by using the E-Pay option on the Work Order and/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.

 

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 and any other Invoices are owed by Subscribers.

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

1.The Auto Draft Setup information must be entered in advance.

 

HelpFilesAutoDraftCreditCard

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

 

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

 

HelpFilesAutoBillingProcedure-CreditCard

Auto Billing dialog

 

3.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 Auto Draft Pre Processing 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:

4.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.

 

a.When using InnoEPay as your Company's Payment Gateway: Post Auto Drafts may be processed for all types of Payments at the same time.

 

HelpFilesPostAutoDrafts-InnoEPaySample

Using InnoEPay - Post Auto Drafts for All Charges

 

b.When Not using InnoEPay as your Company's Payment Gateway: Post Auto Drafts for Credit Cards dialog  

 

HelpFilesPostAutoDrafts-CreditCards

Not Using InnoEPay - 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 (default) Subscriber Tab

 

HelpFilesAutoDraftIconClick the Auto Draft Icon to view the Auto Draft Setup section.

 

HelpFilesSubscriberEditViewAutoDraftIcon

 

Draft Type - There are three Draft Type Options available. Click within the Draft Type field to view the list:

1.None - No Auto Draft is to be performed for this Subscriber.

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.

 

Select the appropriate Option.

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:

Select the appropriate tab (Draft Bank Information, Draft Credit Card, or Beanstream Payments),

Click on the Draft Type field,

Choose the None option.

 

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.

 

When using InnoEPay as your Company's Payment Gateway and there are existing payment transactions for this Subscriber, a Confirmation box with three options will be displayed:

 

HelpFilesAutoDraftSetup-DataChangedQuery

There are pending transactions for this Subscriber

 

1)Yes - Click the "Yes" option to use the new information and to update any pending transactions.

2)No - Click the "No" option to save the changes and the existing payment transactions will be processed with the old (previous) information.

3)Cancel - Click the "Cancel" option to abort the changes.

 

When the "Yes" option is selected, the Pay Batch Pending Transactions dialog and Grid will be displayed.

 

HelpFilesAutoDraftSetup-DataChangeDialog

Pay Batch Pending Transactions Grid

 

Edit these Pending Payment Transactions as required (see the Pay Batch Pending Transactions chapter for those instructions).

 

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 Credit Card as the Type of Draft using the Drop-Down Selection List provided.

Auto Draft Amount - Enter the Amount which is to be Charged to their Credit Card.

 

Important Note: The Auto Draft Amount field in this Auto Draft Setup section is optional when your Company is using InnoEPay for its Payment Gateway (and the Fully Automated Recurring Billing feature has been activated) because it will simply Pay what’s Owed on that Invoice.

 

HelpFilesAutoDraftCreditCard

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) on the Credit Card, 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

 

In the Auto Draft Setup, the Pay Batch Pending Transactions and/or the E-Payments dialog, when setting up or modifying a Credit Card, the system ensures the Credit Card Number starts with the appropriate Credit Card prefix (i.e., "American Express" must start with "3"; "Visa" must start with "4"; "MasterCard" must start with "5"; "Discover" must start with "6".

If a User attempts to Save a Credit Card Number entry with the wrong starting number (i.e., the appropriate Credit Card prefix), the system will present the appropriate error message (as shown below)and require that the entry is corrected before it can be saved.

 

HelpFilesAutoDraftCreditCard-CreditCardEntryError

 

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.

 

HelpFilesAutoDraftSetupClearCreditCardInfoMessage

Clear existing credit card info?

 

When using InnoEPay as your Company's Payment Gateway and there are existing payment transactions for this Subscriber, a Confirmation box with three options will be displayed:

 

HelpFilesAutoDraftSetup-DataChangedQuery

There are pending transactions for this Subscriber

 

4)Yes - Click the "Yes" option to use the new information and to update any pending transactions.

5)No - Click the "No" option to save the changes and the existing payment transactions will be processed with the old (previous) information.

6)Cancel - Click the "Cancel" option to abort the changes.

 

When the "Yes" option is selected, the Pay Batch Pending Transactions dialog and Grid will be displayed.

 

HelpFilesAutoDraftSetup-DataChangeDialog

Pay Batch Pending Transactions Grid

 

Edit these Pending Payment Transactions as required (see the Pay Batch Pending Transactions chapter for those instructions).

 

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

Draft Type - Select Bank Draft as the Type of Draft using the Drop-Down Selection List provided.

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

 

Important Note: The Auto Draft Amount field in this Auto Draft Setup section is optional when your Company is using InnoEPay for its Payment Gateway (and the Fully Automated Recurring Billing feature has been activated) because it will simply Pay what’s Owed on that Invoice.

 

HelpFilesAutoDraftBank

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.

Account Holder - By default, the Name entered in the General Subscriber Information section is inserted as the Account Holder's Name, but this can be modified if required..

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.

 

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?

 

 

When using InnoEPay as your Company's Payment Gateway and there are existing payment transactions for this Subscriber, a Confirmation box with three options will be displayed:

 

HelpFilesAutoDraftSetup-DataChangedQuery

There are pending transactions for this Subscriber

 

7)Yes - Click the "Yes" option to use the new information and to update any pending transactions.

8)No - Click the "No" option to save the changes and the existing payment transactions will be processed with the old (previous) information.

9)Cancel - Click the "Cancel" option to abort the changes.

 

When the "Yes" option is selected, the Pay Batch Pending Transactions dialog and Grid will be displayed.

 

HelpFilesAutoDraftSetup-DataChangeDialog

Pay Batch Pending Transactions Grid

 

Edit these Pending Payment Transactions as required (see the Pay Batch Pending Transactions chapter for those instructions).

 

 

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.

 

HelpFilesAutoDraftBeanstreamSetup

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.