Credit Card Billing

Credit card billing is used to charge all payments marked as type credit cards and assists you with tracking which cards have been charged.

To get to the credit card billing screen Go To Financials >> Credit Card Billing

Using the Credit Card Billing screen

There are two lookups you can use to pull up credit card payments waiting to be charged.

1. Credit Card Billing Lookup – pulls up all cards waiting to be charged
2. Credit Card Billing Lookup with Prompts – built in prompts where you can exclude cards billed before the prompt date and only pull up cards with prior bill attempts less than the prompt amount

You also have the ability to filter which credit card payments you want to pull up.

By default the lookup is Credit Card Billing Lookup and there is no filter. Hit search to actually pull up the payments.

Each payment will be processed individually, and in sequential order.

COLOR CODING:

• White - entry is ok to be processed
• Yellow - missing information
• Red - invalid information - either the card number is not valid or the card has expired.
• Green – the card was processed
• Red Text – the card was billed unsuccessfully

On the right side, beneath the list of credit cards waiting to be processed, you can make sure that your list to be processed is filtered by the correct payment method by choosing a method, and clicking on Apply Filter.

Billing Method - The billing method drop down will display the billing method that will be used to charge the card. This is auto-selected based on the method of payment selected in the list. An alternate method can be selected with the “Override Billing Method” checked that all the payments will be processed using the method as an override, regardless of what was entered on the payment.

Processing Mode - Select the Processing Mode with which to bill the cards.

1. Manual: Bill each card manually

For Manual entries that aren’t being processed through admire:

1. Click on the first entry
2. Click on the pen icon to enter in the billing information
3. Check off billed, and enter the date it was billed.
4. Enter the authorization number
5. Click Next to save this entry and go to the next entry
6. If the charge did not go through - do not check off billed and the entry will come up the next time you open CC Billing.
7. To skip a charge click on the Next button

     B. Semi-Automatic: The cards will be processed automatically, but it will stop charging when a card cannot go through.

     C. Automatic: The cards will be processed automatically, beginning from the selected card and going downwards.

Press 'Process' to begin billing the cards. The processing is based on the payment list above. Beginning with the selected payment, it will then process in the listed order. If the charge went through, the Billed Date, 'Billed' checkbox, Authorization Number and Approved will get auto-filled. If it did not go through, the Bill attempt number, the latest bill date, Approved and the error message text will get auto-filled. Once the processing is completed, you can check off show errors only.

• Right click on a payment from the list to void the payment, open the account, run a report or view transaction log.
• At the bottom of screen, there are separate edit buttons available to add a payment note, change the card selected, or manually fill out the date billed and auth code.
• Right click on a payment from the list to void the payment, open the account or run a report.
• At the bottom of screen, there are separate edit buttons available to add a payment note, change the card selected, or manually fill out the date billed and auth code.

To skip a card to be processed you can just select the next payment to process and continue from there. Alternatively you can click on the skip button on the bottom middle area of the screen.