Scheduling Credit Card Billing Through Advisor

How to Schedule Automatic Credit Card Billing:

• Go to Tools: Administration: Automated Report Service.
• Select the “New…” button in the bottom left corner.

The Data Tab:  In this Tab you select which Data and Report you want.
Action:

• Select the "Run" option from the "Action" choices.
• Select the option “CC Bill” from the drop down right there next to “Run”.

Report:

• Choose the option “Credit Card Billing Lookup”.
  
  

Filter:

• You can create a new filter using the “New” button or Browse for a previous filter that suits your needs.
• Filter for Payments where the Date is <= today.  See Screenshot.
• Select your filter from the drop-down list.
  Please Note:

  You do NOT need to filter for "unbilled credit card payments" as the CC Billing Report automatically filters for these payments only.
  [For more IN-DEPTH filter training see this link: Welcome to our Filters Video Series!]

Data:

• If your filter includes a prompt that needs to be selected then you would need to "Parse Variables" and choose the option that you want to always be selected every time this Report runs automatically.

The Delivery Tab: In this Tab you select the details of the emails delivery.

Delivery:

• This should have the Email option selected.

Email:  
The following lines should be filled out:

• From: Who the email should be coming from & the email address used for Advisor (Automated Report Service).
• To: In this line put all the email addresses of all the staff members (or whomever else) that should receive this credit card report.
• The other lines CC and BCC are optional.

Content:
The following should be filled out:

• Format: What kind of format should this report come as i.e. pdf.
• Subject: The subject line in the email being received.
• Body: This is the body of the email being sent and is optional.

The Frequency Tab: In this Tab you schedule when and how often this Report/Merge should run:

Frequency:  

• To learn more on this part of Advisor you can click here.
• If you choose "Once" then the report will only run 1 time at the date and time put in the "Next Run" box.
• Choose "Scheduled" to set a specific time for this report to go out on an ongoing bases.
  • You have the option to set: Minute, Hour, Day, Month, DOW (Day of Week), Week (of the Month).
  • Do this by choosing "Select" instead of "Every" and then picking your choice/s from the list.
  • You can also select more then one minute/day/month etc. by pressing shift and then selecting multiple options i.e. 2, 3 &4.
  • There are preset schedule options you can choose from in the drop-down under "Schedule".  You can first choose those and edit them as well.
• There are endless options for when you can schedule your credit cards to get billed.  
• We will feature two common examples.  If these do not meet your needs, you can reach out to your consultant for advice and assistance.

• When you think you have it set up correctly choose the “Auto Next Run” button from the bottom right corner and see what date and time populates in the “Next Run” field (top right of screen).
  • If the Date and Time look correct, you can hit "OK".
  • If the date and time is incorrect you might want to book a session with your consultant and do this together with your consultant.

No Data: 

• Run On No Data: Check this box if you want to continue running the credit card billing report regardless if there is data or not. If this option is not selected, the report will continue to run until there are results. 
• Send On No Data: Check this box if you want to send the email regardless if there is data in the report or not.
  •  It is recommended to check off the "Send on no Data" box so if the report runs and there are no credit cards to bill, you will be notified of this.
•  Now you can press "OK" and you should be all set.
  It is VERY Important to Note:

  Now that your credit cards are being billed automatically, please don’t forget to monitor what is going on with cards that are not going through.
  In Admire once the payment is in the system it is counted as if it is paid whether or not you actually got the $.
  Therefore, you might need to delete payments (or make follow up calls etc.) for credit card payments that get declined.
  Hatzlacha!