Periodic Billing. Periodic Billing Customer Maintenance. Periodic Billing

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1 allows merchants to bill customers for memberships, subscriptions, or recurring product/service orders. Contact Shift4 Payments to enable this feature for an account. Note: To view options, the user must have Periodic billing access enabled for their user profile. For additional information on editing user profiles, see the Managing User Accounts document in Lighthouse Transaction Manager Help. Customer Maintenance The Customer Maintenance page allows you to view customer details and add customers. To access the page, complete the following steps: 1. From the menu, select Transactions > Select Merchant. 2. On the Select Merchant page, select the merchant(s) with periodic billing enabled. If needed, click Submit. 3. From the menu, select > Customer Maintenance. 4. The Customer Maintenance page displays the following information: Import Customers The button directs the user to the Import Customers page where customers can be imported in to. Add Customers The button directs the user to the - Customers page where a new customer can be added. Customer ID The ID number used to identify a customer, and the link directs the user to the Periodic Billing - Customers page where the customer's billing details can be viewed or modified. Name The name of the customer on the account. Card Number The first and last four numbers of the payment card number used for the billing. Expires The expiration date of the payment card used for the billing. Cycle The type of cycle the customer is on. For example: weekly, monthly, quarterly, etc. Next Billing Usually the next scheduled billing date. If the billing cycles are preset, the next billing date will display at the bottom of the page with Next Scheduled Billing Run and the scheduled date. Amount The dollar amount the customer will be charged on the next scheduled billing. One-Time Charge The merchant can charge a customer a one-time fee, and the amount is displayed here. This amount clears after the next scheduled billing occurs. Processing Notes Any comments or remarks about the customer s account that need to be addressed during or before the next scheduled billing are displayed here (if added on the - Customers page). Customer Count Displays the total number of customers. External Use NDA Page 1 of 13

2 Next Scheduled Billing Run Displays the next scheduled billing run date. Tip: You can sort the information on the page by clicking any column header, or you can use Search to locate a customer quickly. External Use NDA Page 2 of 13

3 Creating Customer Accounts To create a customer account, complete the following steps: 1. From the menu, select > Customer Maintenance. 2. Click Add Customers. 3. On the - Customers page, enter the applicable information into the fields. Required fields are notated with an asterisk (*). External Use NDA Page 3 of 13

4 Requirement: If Balance to Bill and Cycles to Bill are not used, leave them blank. Balance to Bill provides a means to bill a cardholder a specific amount of money, at a user defined frequency, over time. For example, you could bill a cardholder $20 per month until they have been billed for a total of $200 by setting the Billing Cycle to Monthly, the Cycle Amount to $20 and the Balance to Bill at $200. Once the full $200 has been billed, the billing will stop. Cycles to Bill provides a means to bill a cardholder a set amount, at a user defined frequency, a specified number of times. For example, you could bill a cardholder 6 monthly payments of $30 by setting the Billing Cycle to Monthly, the Cycle Amount to $30 and the Cycles to Bill at 6. After 6 payments, the billing will stop. 4. Click Submit. External Use NDA Page 4 of 13

5 Importing Customer Accounts Customer data may be imported from an external, comma-separated value (CSV) file. To import a customer account, complete the following steps: 1. From the menu, select > Import Customers. 2. On the Import Customers page, read the Instructions and the required Column Name Descriptions, and then make any needed changes to the CSV file. Requirement: It is important to follow the guidelines located on the Import Customers page for the required fields. If the CSV file is not formatted according to the guidelines, the file may not import or there may be errors. 3. Depending on your browser, under Customer Information, click Browse or Choose File and locate the CSV file to be imported. 4. (If applicable) Under Billing Parameters, complete the fields if they were not specified in the CSV file: Merchant If multiple merchants are selected, ensure the merchant the CSV file should be imported to is selected. Billing Cycle Select the billing cycle that will apply to the imported CSV file. Cycle Amount Enter the amount to be charged each cycle that will apply to the imported CSV file; it must be greater than (Optional) Balance to Bill If this is not in use, leave it blank. If it is in use, enter the total amount to be billed that will apply to the imported CSV file. (Optional) Cycles to Bill If this is not in use, leave it blank. If it is in use, enter the number of cycles to occur that will apply to the imported CSV file. (Optional) Next Billing Date Select the next billing date that will apply to the imported CSV file. (Optional) Send Billing Notifications Select Yes to send an notification when the customer has been billed, or select No to not send a notification. If Yes, the CSV file must contain addresses. (Optional) Use AVS Select Yes to check AVS when the customer has been billed, or select No to not check AVS. If Yes, the CSV file must contain mailing addresses. WARNING! Any data included in the CSV file used for import will override any field configurations on the Import Customers page. External Use NDA Page 5 of 13

6 5. Click Import. External Use NDA Page 6 of 13

7 Tip: If the CSV file will not import due to scientific formatting of the card numbers in the CardNumber column, set the CSV file to open using Notepad. Then, try importing the file again. External Use NDA Page 7 of 13

8 Deleting Customer Accounts To delete a customer account, complete the following steps: 1. From the menu, select > Customer Maintenance. 2. On the Customer Maintenance page, click the Customer ID to be deleted. 3. On the - Customers page, click Delete. 4. When prompted, click OK. External Use NDA Page 8 of 13

9 Charging a Customer Immediately It is possible to charge a customer using the Post Immediate Charge feature. For example, a golf course might use the Post Immediate Charge feature if there is an initial sign-up fee in addition to the monthly membership fee. To generate an immediate online transaction for a customer, complete the following steps: 1. From the menu, select > Customer Maintenance. 2. On the Customer Maintenance page, click the Customer ID that is to be charged. 3. On the - Customers page, click Post Immediate Charge or click Immediate Charge from the menu bar. External Use NDA Page 9 of 13

10 4. On the Online Entry page, enter the applicable information into the fields. Required fields are notated with an asterisk (*). 5. Click Submit. External Use NDA Page 10 of 13

11 Tip: There is a Billing History section on the - Customers page. This history includes transaction details like invoice, business date, amount, and transaction type. Clicking the Invoice number will open the View Transaction page and display additional transaction details. External Use NDA Page 11 of 13

12 Batches When a cycle runs, those customers who are due to be charged become a part of a batch. To access Batches, complete the following steps: 1. From the menu, select > Batches. 2. The Batches page displays the following information: Batch ID The ID number used to identify a batch, and the link directs the user to the Batch [Batch ID] page where the batch's details can be viewed. Date Displays the date the batch was run. Success Count Displays the total number of successful transactions for the batch. Success Amount Displays the amount for the batch. Fail Count Displays the total number of failed transactions for the batch. Fail Amount Displays the amount for the batch. Notes Displays problem batch details. External Use NDA Page 12 of 13

13 Settings WARNING! The Settings page should be used with caution since the Next Run Date can be reconfigured on the page, which could result in duplicate billings to customers. To reconfigure the Next Run Date, complete the following steps: 1. From the menu, select > Settings. (This menu option is only displayed to administrator-type users.) 2. On the Settings page, complete the following steps: In the Next Run Date field, select or enter the new date in the format mm/dd/yyyy. Click Apply. External Use NDA Page 13 of 13