Subscriber Payment Methods

This Help File Page was last Modified on 10/15/2020

<< Click to Display Table of Contents >>

Navigation:  Accounts Receivable System - The Receivables Module > Subscribers Form: Edit View > Pay Methods Setup >

Subscriber Payment Methods

This Help File Page was last Modified on 10/15/2020

The Payment Methods dialog is displayed when a User

a)Selects the Pay Methods option on the Receivables Menu on the Subscribers Form - which opens the Payment Methods dialog, or

b)Chooses the Pay Methods option within the Edit View of the Subscribers Form - which also opens the Payment Methods dialog

 

The Payment Methods dialog is used to identify the various Credit Card and Bank Draft payment methods which this Subscriber has authorized for use when they decide to pay outstanding balances on Recurring Revenue and/or regular Invoices via the E-Payments option by using a Credit Card or approved Bank Draft.

 

HelpFilesSubscriberPaymentMethods-WithData

 

Using the Subscriber Payment Methods Form:

1.To enter new Credit Card information, Choose the Add Credit Card option from the Ribbon Menu at the top of the Payment Methods Form (see the Edit/Edit Credit Card discussion below)

2.To enter new Bank information, Choose the Add Bank option from the Ribbon Menu at the top of the Payment Methods Form (see the Edit/Edit Bank discussion below)

3.To edit existing Bank or Credit Card information, Double-Click on that line item, or select the item to be modified and Choose the Edit option from the Ribbon Menu at the top of the Payment Methods Form

4.Identify the default Payment Method once you have defined the available Payment Methods,  

a.The first Payment Method entered is automatically set as the default  

b.Choose the Set as Default option from the Ribbon Menu at the top of the Payment Methods Form to make a different Payment Method the Default.

c.The default Payment Method will be used for automated Recurring Revenue payments and as the Default for individual E-Payments and/or when using Post Auto Drafts

5.Use the Refresh Icon to see if an existing Credit Card Payment Method has been Tokenized.

6.To delete any previously entered Payment Method,

a.Select the line item of the one to be deleted and

b.Choose the Remove option from the Ribbon Menu at the top of the Payment Methods Form

 

Understanding the Credit Card's “Token Status” column on the Payment Methods dialog:

oIf the Tokenization service (MKS EPay Service) is On, once a Credit Card is defined as one of a Subscriber's Payments Methods, a few seconds later the Credit Card number will be replaced with representation will have been created for this number (the Token contains the  Credit Card's last few digits plus a Tokenization image).

1)Initially, the status is identified as “Token is pending to be created” when the Credit Card has not been Tokenization  

2)The status changes to “Token has been created” when the Tokenization process runs and the Credit Card is Tokenized.  

3)If an error occurs during the Tokenization process, status is set to “Token could not be created”.

 

When/If:

1.Any Subscriber Payment Method changes are required for a Bank or Credit Card, and

2.Your Company is using an Automatic Payment Gateway (i.e, InnoEPay , Authorize.net, or Forte.net), and/or

3.There are existing Payment Transactions in a Payment Batch file for this Subscriber's Bank or Credit Card (see the Post Auto Drafts chapter for more information on Payment Batch files) ,

 

Then, 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 will be displayed.

 

HelpFilesAutoDraftSetup-DataChangeDialog

Pay Batch Pending Transactions Grid

 

Modify any Pay Batch Pending Transactions as appropriate (e.g., to coincide with the data changes made to the Subscriber's existing Payment Method information).

See that Pay Batch Pending Transactions chapter for those instructions.

 

Enter/Edit Credit Card

Choose the Add Credit Card option and fill in all of the fields with the appropriate information (all fields are mandatory):

 

HelpFilesEnterEditCreditCardDialog

Enter/Edit Credit Card dialog

 

Friendly Name - By default, the Title of this Subscriber (the Subscriber Name on the Account) is inserted.

It is recommended that you enter a person or company name and some specific title or number (to differentiate it from other credit cards or bank accounts that may be entered for the Subscriber)

Card # - Click the Edit Icon on the right of this field to open the Credit Card Number data entry box and enter the credit card's account number; the Click OK.

 

HelpFilesCreditCardEncryptedDataEntry

Enter Credit Card Number

 

Type - Use the Drop-Down Selection Box provided to Choose the type of Credit Card being entered.

 

HelpFilesEnterEditCreditCardType

Enter Credit Card Type

 

Expiration Date - Enter the expiration date as a four digit string of numbers in the format MMYY

 

Card Holder - (First and Last) - Enter the First and Last Name of the Account holder.

a.To simplify this step, Click the Sync Subscriber Information Icon  at the top of this Form.

b.Then, Edit the Subscriber information as needed.

Address - Enter the billing address house or building number and street name and type (e.g., ST, AVE, BLVD)

City - Enter the billing address city

State - Enter the billing address state

Zip - Enter the billing address Zip Code

 

Post - Review the information, then Click the Post Icon

 

HelpFilesEnterEditCreditCardInformation

 

The system will ensure that the format and numbering is correct and if not, will display an Error Warning.

 

HelpFilesEnterEditCreditCardInformation-IsIncorrect

 

Tokenization - If the Tokenization service (MKS EPay Service) is On, once a Credit Card is defined as one of a Subscriber's Payments Methods, a few seconds later the Credit Card number will be replaced with representation will have been created for this number (the Token contains the  Credit Card's last few digits plus a Tokenization image).

See the Use of Tokens discussion in the Payment Gateways chapter for more information.

 

Understanding the Credit Card's “Token Status” column on the Payment Methods dialog:

Initially, the status of a Credit Card's Token is identified as “Token is pending to be created” when the Credit Card is first entered and it has not yet been Tokenized

The status changes to “Token has been created” when the Tokenization process runs and the Credit Card is Tokenized.  

If an error occurs during the Tokenization process, status is set to “Token could not be created”.

 

Cancel - If it's easier to start over, Click the Cancel Icon

 

Enter/Edit Bank

Choose the Add Bank option and fill in all of the fields with the appropriate information (all fields are mandatory):

 

HelpFilesEnterEditBankAccountDialog

Enter/Edit Bank Account Form - with sample defaults

 

Friendly Name - By default, the Title of this Subscriber (the Subscriber Name on the Account) is inserted.

It is recommended that you enter a person or company name and some specific title (to differentiate it from other credit cards or bank accounts that may be entered for the Subscriber)

 

Routing # - Enter the Routing Number for this Bank

 

Account # - Click within this field to open the Bank Account Number data entry box and enter the bank account number; then Click OK.

 

HelpFilesBankAccountEncryptedDataEntry

Enter Bank Account Number dialog

 

Pay Type - Use the Drop-Down Selection Box provided to Choose the type of payment method being entered.

 

HelpFilesEnterEditBankAccountPaymentTypes

 Enter/Edit Bank Account - Payment Type options

 

Account Holder (First and Last) - By default the Subscriber Account Title/Name, Address, City, State and Zip Code are inserted, along with the Deduction Type of Checking Account Debit.

Edit the Subscriber information as needed to include the First and Last name, or if a purely business account, the Business name of the Account Holder.

Address - Enter the street address of the Subscriber if not inserted

City - Enter the city of the Subscriber if not inserted

State - Enter the state code for the Subscriber if not inserted

City - Enter the city of the Subscriber if not inserted

Zip - Enter the Subscriber's Zip Code if not inserted

 

Deduction Type - By default, it will be Checking Account Debit

Use the Drop-Down Selection Box provided to Choose a different type of Deduction if appropriate.

 

HelpFilesEnterEditBankAccountTransactionTypes

Enter/Edit Bank Account - Deduction Type options

 

Account Type -- Use the Drop-Down Selection Box provided to Choose the Account Type being defined.

 

HelpFilesEnterEditBankAccountTypeField

Enter/Edit Bank Account - Account Type option

 

Transaction Type -  Only when required by CPA EFT and/or HSBC 1464 processors, enter the Transaction Type (a value between 0 and 990 will be provided by the financial institution)

 

Post - Review the information, then Click the Post Icon

 

HelpFilesEnterEditBankAccountInformation

 

Cancel - If it's easier to start over, Click the Cancel Icon

 

Edit Icon - To modify an existing Subscriber Payment Method:

Select the record to be modified

Click the Edit Icon (or Double-Click on the record) to open the associated Enter/Edit Bank (or Credit Card) dialog.

Follow the instructions above for the selected dialog

 

Refresh - Click the Refresh Icon to update all of the Payment Methods with the latest data (typically used to see if a Credit Card entry has been Tokenized,

 

Remove Icon - To delete an existing Bank or Credit Card entry:

a)Select the appropriate Bank or Credit Card entry

b)Click the Remove Icon

 

HelpFilesRemoveThisPaymentMethodConfirmation

Remove Payment Method XXXXX

 

c)If the Payment Method being Removed had been identified as the Default Payment Method, it should not be Removed until another has been set as the Default.

d)Confirm the requested deletion by answering Yes.

If the Bank or Credit Card entry to be deleted is the Default Payment Method, another Conformation dialog will be displayed

 

HelpFilesRemoveTheDefaultPaymentMethodWarning

Remove the "Default" payment method?

Removing the "default" will prevent any auto draft processing for this account

Are you sure you want to remove this record?

 

i.Clicking on Yes presents another pop-up message:

Remove the "Default" payment method?

Removing the "default" will prevent any auto draft processing for this account.    

Are you sure you want to remove this record? with Yes and No options.

ii. Clicking on Yes, the Payment Method is deleted successfully.

iii.The next Payment Method in the list (if it exists) will be "Set as the Default" Payment Method automatically