Installment Billing, Auto-Debit and ACH RecTrac 10.3

Transcription

1 Installment Billing, Auto-Debit and ACH RecTrac 10.3 INSTALLMENT BILLING AUTO DEBIT: SETUP/OVERVIEW...1 THE FOLLOWING DOCUMENT WILL LEAD YOU THROUGH:...1 CONFIGURATION...2 Create and link an ACH Device...2 Create and link an Electronic Check Device...3 Creating an Installment Billing Default Template...4 RECTRAC MODULES...7 ACTIVITY REGISTRATIONS...7 Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for an Activity/Section...7 Establishing an Installment Billing Auto-Debit Plan during the Activity Registration Process...7 Updating Installment Billing Auto-Debit for an Individual Activity Enrollee...8 Updating Installment Billing Auto-Debit for an Activity (All Enrollees)...8 Canceling Installment Billing Auto-Debit for an Activity Enrollee...9 Suspending Installment Billing Auto-Debit for an Activity Enrollee...9 Reinstating Installment Billing Auto-Debit for an Activity Enrollee Creating Installment Billing Auto-Debit after the Activity Registration PASS MANAGEMENT Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for a Pass Establishing an Installment Billing Auto-Debit Plan during the Pass Registration Process Updating Installment Billing Auto-Debit for a Pass Member (Using HH Install Billing Update) Updating Installment Billing Auto-Debit for a Pass (Using Pass Member Maintenance) Canceling Installment Billing Auto-Debit for a Pass Member Suspending Installment Billing Auto-Debit for a Pass Member Reinstating Installment Billing Auto-Debit for a Pass Member Creating Installment Billing Auto-Debit after the Pass Registration/Renewal RENTALS Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for Rental Items Establishing Installment Billing Auto-Debit for Rental Items Updating Installment Billing Auto-Debit for a Rental Customer Canceling Installment Billing Auto-Debit for a Rental Customer Suspending Installment Billing Auto-Debit for a Rental Customer Reinstating Installment Billing Auto-Debit for a Rental Customer Creating Installment Billing Auto-Debit after the Rental Reservation LOCKERS Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for Lockers Establishing Installment Billing Auto-Debit for Locker Customer Update Installment Billing Auto-Debit for a Locker Customer Cancel Installment Billing Auto-Debit for a Locker Customer Suspend Installment Billing Auto-Debit for a Locker Customer Vermont Systems, Inc. 11/29/2012 i

2 RecTrac 10.3 Installment Billing, Auto-Debit and ACH Reinstate Installment Billing Auto-Debit for a Locker Customer OTHER INSTALLMENT BILLING PROGRAMS AND UTILITIES UPDATING A RANGE OF INSTALLMENT BILL AUTO-DEBIT RECORDS SUSPENDING A RANGE OF INSTALLMENT BILLS AUTO-DEBITS PROCESSING INSTALLMENT BILLS AND AUTO DEBITS RUNNING INSTALLMENT BILLING PROCESSING ELECTRONIC CHECKS ACH File Creation and Consolidating ACH Files PROCESSING THE HOUSEHOLD S INSTALLMENT BILL PAYMENT USING INSTALLMENT BILLING AUTO-DEBIT FOR EMPLOYEE DEDUCTIONS SCHEDULING INSTALLMENT BILLING/AUTO-DEBIT TO RUN AUTOMATICALLY TROUBLESHOOTING HOUSEHOLD RECORD LOCKS Fixing the Household Balance: Cash/GL Implications: ACH FILE HASH TOTAL IS WRONG by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with software by means of a licensed contract agreement between the customer and VSI. The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice. Vermont Systems, Inc. 12 Market Place Essex Junction, VT ii 11/29/2012 Vermont Systems, Inc.

3 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Installment Billing Auto Debit: Setup/Overview The Installment Billing Auto Debit feature allows you to bill/charge customers for activities, passes, lockers and rentals for a user defined interval or time period. Installment Billing Auto Debit is comprised of three billing options: Installment billing that updates the household balance no payment at the time the bill is created. Auto-debit the customers checking or savings account must manually submit the ACH file to the bank. Auto-debit the customers credit card in real-time. What You Need to Know Before Using the Auto Debit Feature Before your organization will be able to use the Auto Debit feature, you will need to make sure that you complete the following pre-setup steps. Sample Files If you are currently using an Electronic Funds Transfer procedure with another vendor, you will need to send a sample of the file that the vendor sends to the bank to VSI. We will then analyze what information is exported, the format in which it is exported and match our export from RecTrac to this design. If you cannot give VSI a sample file, VSI will produce a sample file based on your organization s account and routing numbers. You will then need to forward the sample file to your bank to confirm that the format is functional. Information Needed VSI will need to know your Account Number and Routing Number in order to direct funds to the correct account. Connectivity Your organization will need to have some way to transmit the file that RecTrac creates for Auto Debit (i.e., secure bank web site, modem, etc.). Hardware Requirements If you wish to use the Auto Debit feature with credit cards, you must have an approved credit card processor in place and functioning from within RecTrac. Additional Notes: Depending on your credit card processor, you may need to create a separate MOTO account for installment billing purposes. Contact your processor or speak to a VSI representative for more information. Optionally, reference the VSI documentation for your selected processor. The following document will lead you through: Configuring an ACH device, Electronic Check device, and an Installment Billing Default Template. Allowing installment billing/auto-debit for each module and setting up the proper fees. Establishing an installment billing/auto-debit plan during the initial registration or rental. Updating an existing installment billing/auto-debit plan for each module. Canceling an existing installment billing/auto-debit plan for each module. Suspending an existing installment billing/auto-debit plan for each module. Reinstating an existing installment billing/auto-debit plan for each module. Creating an installment billing/auto-debit plan AFTER the original registration or rental is complete. Processing auto debits and printing installment bills at the end of each week, month, etc. Processing the household s installment billing payment. Setting up Installment Billing Auto-Debit for employee deductions Vermont Systems, Inc. 11/29/2012 1

4 RecTrac 10.3 Configuration Installment Billing, Auto-Debit and ACH Create and link an ACH Device An ACH device is REQUIRED for all three available billing options. The name may indicate that it is only used for the creation of an ACH file that is created for customers who have their checking or savings account auto-debited; however, this is not the case. The ACH device is also used for regular installment bills and auto debit of credit cards. Multiple ACH devices may be created in situations where different bank accounts are used for different facilities. For example, an organization may have two separate recreation centers, and therefore would like the revenue for each center to be maintained in two separate bank accounts. By creating two ACH devices, you may link the separate bank accounts to each device, and then link the devices to the applicable users, menu groups or workstations for which they apply. 1 Go to File Maintenance System Device Maintenance Printer/Device Maintenance. 2 Click Add to create a new device. 3 Select ACH as the device Type AND Sub-Type, then enter an ID in the ID field. For example, ACH1. 4 Click Next, and enter a description of this device in the Description field. For example, ACH Device for Center 1. 5 Enter the 9-digit File ID/Origin number in the File ID/Origin field. Your bank should provide you with this number. 6 Enter the bank account number where credits will be posted for this ACH device in the Bank Acct No field. 7 If you want to use an alternative routing number in the line 6 credit line of the ACH file that is created, enter it in the Alt Bank R/T No field. 8 If you want to use an alternative organization name in the ACH file that is created, enter it in the Alt ACH Org Name field. If this field is blank, the organization name will be taken from Name and Address Maintenance (File Maintenance System Parameters Codes Maintenance Name/Address Maintenance). 9 Select Use Alt Bank R/T Number for 6C Record to place the Alt Bank R/T No in the line 6 credit line instead of the File ID/Origin line in the ACH file that will be sent to the bank. 10 Select Blank Positions in 1 Record to make positions 87 through 94 in the 1 record blank. Deselect this option to enter the ACH date in these positions. 11 Select Override Routing Num Stds (Canada, ER Deduct) to override the system standard that forces routing numbers to be 9 digits. Note: This option should be selected for organizations within Canada. See Also: Using Installment Billing Auto-Debit for Employee Deductions, in the later portion of this document for more information. 12 Select Addl Fill Lines to Complete Block to fill the end of the ACH file with 9 s to make the number of line items on this file equal to the block count. One block equals ten line items. For example, if there are a total of 11 line items on the file, the block count equals two. So, in this case the program would add nine additional lines of 9 s to make a total of 20 lines. 13 Fill in the Dest n Bank Name field only IF using the auto-debit payment feature in RecTrac AND if your bank sends the transferred funds on to another bank. Enter the name of the final destination bank, if applicable. 14 Enter the Originating DFI ID/Trace. Your bank should provide you with this number. 15 Enter your Company ID. Your bank should provide you with this number. 2 11/29/2012 Vermont Systems, Inc.

5 Installment Billing, Auto-Debit and ACH RecTrac Select whether your organization deposits revenue generated by installment auto debit transactions into a Checking or Savings account. Your selection in this field will affect the layout of the ACH file layout. 17 Select whether you want Space characters or Zeros (0) on the 5 record positions (76 78). 18 Select whether you want an A or 1 character on the 1 record position (34). 19 Enter the header to use on the ACH file in the ACH File Header field. 20 Enter the pay code to use for checking/savings auto debits in the ACH Pay Code field. 21 Enter the path and name of the ACH file to be created in the ACH File field. For example, c:\vsi\rectrac\export\auto.txt. 22 Enter the pay code(s) allowed for credit card auto debits in the CC Pay Code List field. 23 Choose a Hash option. Select the Unique Routing #s option if you will be using only unique routing numbers to calculating the hash total on the ACH file. If this option is selected, any routing numbers that are listed more than once will be counted one time only. Select the All Routing #s option if you will be using all routing numbers to calculating the hash total on the ACH file. If this option is selected, any routing numbers that are listed more than once will be counted each time. 24 In the Pay Drawer field, enter the drawer number that you want to link to your billing run. When you run Installment billing/auto-debit, any payments made (via Debit Checking/Savings, via Debit Credit Cards, or by using an existing credit balance) will be linked to this drawer. Note: In the event you run Installment Billing, any payments made via Credit Balance and/or Auto-Pay will be linked to the drawer number you enter here. 25 Select Charge New Fees if you want to run installment billing in the normal manner. DE-select this option if you wish to run installment billing WITHOUT charging new fees. VSI RECOMMENDS THAT USERS ALWAYS SELECT THIS OPTION. CALL VSI TO DISCUSS THE DATABASE RAMIFICATIONS BEFORE CHOOSING TO DESELECT THIS OPTION. 26 Select Apply Credit Balance to Auto-Debit if you want to subtract household credit balances from autodebit amounts. When you select this option, the Installment Billing Log will display columns for New Fees, Credit Used, Bill Amount, and Previous Balance which will show the applicable transition of funds. 27 You may click Auto-Generate ACH Layout to generate the ACH layout based on your system settings, and then continue to the ACH File Layout screen, or you may click >>Next to continue to the ACH File Layout screen without auto-generating the layout. The ACH File Layout screen allows you add new fields, edit and/or delete fields from your ACH file. Note: You can manually add the tag <batch-num> to your ACH layout and this will be replaced with the batch number you are exporting to an ACH file. This number is padded with zeros up to 4 digits. 28 Once the fields appear to be correct you may click Test Print to view the layout of your ACH file. 29 Link this device at the applicable level of the device hierarchy. (File Maintenance System Device Maintenance Device Assignments.) If you only have one ACH device you would typically link the ACH device at the default level. If your organization has multiple ACH devices you may choose to link them at the user, menu group or workstation level depending on your needs. Create and link an Electronic Check Device Note: This setup is only applicable to organizations that wish to process checks electronically. Electronic Checks are treated as auto-debit transactions, in that an ACH file is created incorporating all of the processed checks. The file is then sent electronically to the bank. 1 Go to File Maintenance System Device Maintenance Printer/Device Maintenance. 2 Click Add to create a new device. Vermont Systems Inc. 11/29/2012 3

6 RecTrac 10.3 Installment Billing, Auto-Debit and ACH 3 Select Check as the device Type and ACHFile as the Sub-Type, then enter an ID in the ID field. For example, ELECTCHK. 4 Click Next, and enter a description of this device in the Description field. For example, Electronic Checks. 5 Enter the number of receipt copies you want to print when processing an electronic check. 6 If applicable, use the drop-down list to select the printer you wish to use when processing an electronic check. 7 Enter a valid temporary file location. For example, C:\vsi\temp\. 8 Select the pay method you want to default on the e-check processing screen. If you are using a MagTek device, set this to Point of Purchase or Tele-Check. If you will be manually entering check information during transactions, select Tele-Check. 9 Enter a phone number in the Help Phone field which will print on the customer s receipt with the following message: Call <number> with any questions. If you do not enter a phone number, no message will print on the receipt. 10 Select any of the remaining options to require specific information from customer s that are paying via check. 11 Click Done. 12 Link this device at the applicable level of the device hierarchy. (File Maintenance System Device Maintenance Device Assignments.) If you only have one Check device you would typically link the Check device at the default level. Creating an Installment Billing Default Template Before you can begin installment billing or auto-debiting patrons you MUST create at least one Installment Billing Default Template. Templates may then be used as an installment billing auto debit guideline within the following RecTrac modules: Activity Pass Rental Locker The Installment Billing Default Templates determine the default billing frequency, days of the week/month/year and any additional options or rules that may apply. 1 Go to File Maintenance System Finance Codes Maintenance Installment Billing Default Template Maintenance. 2 Click Add to create a new Installment Billing Template. You will proceed to the Installment Billing Default Template Core Information screen. 3 Enter a code (up to five alpha-numeric characters) in the IB Default Code field. For example, MTHLY for a monthly template. 4 Enter a Description for the template. For example, Monthly Billing. 5 Select an Interface Mode for the template. If Auto is selected, the RecTrac user processing registrations linked to this Installment Billing Template will automatically be prompted for the preferred installment billing method upon selection of the pass, activity, etc. If Manual is selected, the user will need to proceed to the billing screen during a transaction to setup the billing manually. 6 Select if installment billing is required (IB Required). If this option is not selected, patrons will have the option to pay in full at the time of each transaction that is linked to this template. 7 Select if installment billing will be allowed Always, Never or Prompt (user choice) for WebTrac transactions linked to this template. Selecting Always will REQUIRE WebTrac patrons to setup an Installment Bill/Auto-Debit Schedule. Selecting Never will NOT allow WebTrac patrons to setup an Installment Bill/Auto-Debit Schedule. Selecting Prompt will give WebTrac patrons a choice of setting 4 11/29/2012 Vermont Systems, Inc.

7 Installment Billing, Auto-Debit and ACH RecTrac 10.3 up an Installment Bill/Auto-Debit Schedule or to pay in full. Installment Billing/Auto-Debit is available in WebTrac for the Activity, Rental, Pass Modules and Lockers modules. A web user may select to setup an Installment Bill, Auto-Debit from Checking/Savings Account, or Auto-Debit from Credit Card; however the Payroll Deduct option is NOT available for WebTrac transactions at this time. 8 Select the PreNote Not Required option if your bank does not require a prenote for new accounts. If this option is selected, the prenote status will default to 'Yes' (PreNoted) when creating a new bill; thus not requiring a prenote to be processed. 9 Select a Billing Frequency for this template. There are many different ways to setup each Installment Billing Template. Here are the options you may choose from: Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. Bi-Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. You will then also need to specify "A Dates Only", "B Dates Only", or "1/2 Cycle Each". These options allow you to specify which two weeks out of the month the billing will take place. Click the Biweekly Preview button to view the dates that each option has been pre-set to use. Note: ½ Each Cycle finds the first possible week that matches the day you selected (taking into account the bill start date option) and bills on that date, then skips a week. Semi-Monthly - If this option is selected, you will be required to enter the two days within the month the patron will be billed. (ie. Day 1=1, Day 2=15. Patrons would then be billed on the 1st and 15th of every month.) Monthly - If this option is selected, you will be required to enter the day of the month the patron will be billed. (ie. Day =1. Patrons would then be billed on the 1st of every month.) Quarterly - If this option is selected, you will be required to select which four months of the year the patron will be billed, as well as, enter the day of the month. (ie. Jan/Apr/Jul/Oct; Day =1. Patrons would then be billed on the 1st of January, April, July, and October.) Semi-Annually - If this option is selected, you will be required to enter two dates the patron will be billed within a single year. (ie. Month 1=1, Day 1=1 & Month 2=6, Day 2=1. Patrons would then be billed on the 1st of January, and again on the 1st of June.) Annually - If this option is selected, you will be required to enter a single date the patron will be billed each year. (ie. Month =1, Day =1. Patrons would then be billed on the 1st of January.) Bi-Annually - If this option is selected, you will be required to enter a single date the patron will be billed every-other year. (ie. Month =1, Day =1. Patrons would then be billed on the 1st of January every-other year.) 10 Select one of the following Billing Start Date Rules for this template: Select Start with Next Billing Cycle, if you would like billing to always start with the next billing cycle. Select Start with Begin Date of Billed Item, if you would like to start billing with the begin date of the billed item. For example: If a person purchases a pass in April but does not want the membership to become active until June; you may not want to begin billing until the pass becomes active in June. Select Specific Start Date if you would like to enter a specific start date yourself. When used, this option works together with the billing date option to select the earliest possible date to begin billing. For example, if you select 07/01/2013 as the specific start date and are billing monthly on the 1st, 01 July will be the first bill date (as desired). However, if you select 02 July as the specific start date while billing on the first, the first bill will be 01 August. Use Daycare Rules - Bill in Advance. This option will set the bill date(s) based upon the frequency and dates, and will then bill on the closest billing date BEFORE the dates enrolled. Use Daycare Rules - Bill in Arrears. This option will set the bill date(s) based upon the frequency and dates, and bill on the closest billing date AFTER the dates enrolled. 11 If you would like to skip a specific number of bills after a registration or reservation, enter the number of bills you wish to skip in the Skip X Bills Before First Billing Cycle field. Vermont Systems Inc. 11/29/2012 5

8 RecTrac 10.3 Installment Billing, Auto-Debit and ACH 12 Enter the default number of bills for this template. For example, if this template is a monthly installment billing template that you will be using for an annual pass type, you may want to enter 12, so the billing schedule is automatically setup for 12 billing cycles. 13 Select the allowable Pay Options that are excepted when using this template. 14 Select the default payment option for this template. Note: This is only the default selection. If all payment options are allowed (including Auto-Debit ACH, Auto- Debit from Credit Card, Installment Billing and Payroll Deductions), you will have the option to switch the payment option at the time of the transaction. 15 Enter or select the pay code that you wish to designate as the payroll deduction paycode. This will be the pay code used for payments flagged as payroll deduct. See Also: Using Installment Billing Auto- Debit for Employee Deductions. 16 Enter the number of bills after which you would like to apply a discount (as specified in the Discount field). If left as '0', and there is also a discount amount entered in the Discount field, all bills will be discounted. 17 Enter a discount (amount or percent) that you wish to apply, if applicable. This discount will NOT combine with other discounts. If another discount is detected, it will not give this discount. For example, if the household has a 'household discount' for the module involved - the household discount will override the discount defined here in the billing template. 18 Click Done. 6 11/29/2012 Vermont Systems, Inc.

9 Installment Billing, Auto-Debit and ACH RecTrac 10.3 RecTrac Modules Activity Registrations Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for an Activity/Section The following steps assume that: Any activity/sections for which you wish to allow installment billing/auto-debit have already been added to the database. Most of the activity registrants will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module s Fees screen. 1 Go to File Maintenance Activity Activity Maintenance. 2 Highlight the activity for which you wish to allow installment billing. Click Core Info. You will proceed to the Activity Core Information screen. 3 Select an Installment Billing Default Template from the Installment Billing Defaults field. Note: You MUST select a template in order for auto-debit to be allowed. 4 Click Sections. You will proceed to the Section Listing screen. 5 Highlight the section for which you wish to allow installment billing. 6 Click Fees. You will proceed to the Activity/Section Fees/Charges screen. 7 Add the bill code fees that reflect the installment billing amount. For example: If you charge $120 for a six week class and you auto-debit activity enrollees accounts weekly, you would set up your IB Amt fees to equal $20 ($20 per week for six weeks equals $120). Note: Bill Codes must be FLAT RATE when using Installment Billing. 8 Click Done to save your changes and return to the Section Listing screen. 9 Click Exit to return to the Main Menu. Establishing an Installment Billing Auto-Debit Plan during the Activity Registration Process 1 Proceed to the Activity Registrations screen. 2 Select the appropriate Family Member. 3 Select the appropriate Activity/Section. 4 If the Installment Billing Default Template linked to the selected Activity has been setup to use an interface mode of Auto, immediately after you select an activity, the Installment Billing Options screen will appear, prompting for the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the payment option, and click Ok, then click Select to add the activity registration to the Transaction Listing Browser box. OR Vermont Systems Inc. 11/29/2012 7

10 RecTrac 10.3 Installment Billing, Auto-Debit and ACH If the Installment Bill Default Template linked to the Activity has been setup to use an interface mode of Manual, you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary changes to the installment billing for this activity registration. Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the patron when using the manual interface mode. 5 Click OK. You will return to the Activity Registrations screen. 6 Process the registration and payment as usual. Updating Installment Billing Auto-Debit for an Individual Activity Enrollee 1 Go to File Maintenance Global HH Installment Billing Update. You will proceed to the Household Selection screen. 2 In the Lookup field, enter all or part of the primary guardian s name for which you wish to update the installment billing plan, and click Primary Name. Note: You may use an alternate lookup method if preferred. 3 Select the appropriate name from the Household Listing screen, and click Select. You will proceed to the List of Installment Bills screen. 4 Highlight the installment billing line item that you wish to update. 5 Click Change Bill to proceed to the Billing Schedule screen. Optionally you may click Bulk Billing Payment Info Update. Selecting this option allows you to change the billing type (installment bill, auto-debit or credit card) for one or more billing schedules. You can multi-select billing schedules by using the Control or Shift keys on your keyboard. 6 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 7 Click Done to save your changes to return to the List of Installment Bills screen. 8 Click Exit to return to the Main Menu. Note: Auto-debiting (via checking or credit card) for installment bills is limited by any payment restrictions (checks or credit cards) on the household. If a household has installment bills and if the household wants to use auto-debiting (checking or credit card), RecTrac will check payment restrictions on the household (Household Maintenance: Financial Info screen). If a payment restriction exists, that option will not be available on the auto-debit set up screen. A note at the bottom of the screen will explain the restriction. If installment bills with auto-debit exist and the payment restriction is applied after the billing has been scheduled, if/when you go back to change the bill, RecTrac will pop a message telling you the household is restricted for that payment type and will change the bills to Installment Bill Only automatically. Known Limitation: If you have multiple paycodes of the same type (Credit Card, for example) and restrict a household from using one of them, the auto-debit restriction will apply to all paycodes of that type. For example: Paycode 3 is for MasterCard/Visa and paycode 4 is for American Express. If you restrict a household from using paycode 4 (AMEX), any auto-debiting for installment bills via credit card will be disallowed for that household even though Visa (paycode 3) has not been restricted specifically. Updating Installment Billing Auto-Debit for an Activity (All Enrollees) 1 Go to File Maintenance Activity Roster Update. You will proceed to the Roster Update screen. 2 In the Activity Number field, enter or select the activity whose enrollees you want to update. 3 Click Next to proceed to the Activity Enrollee Selection screen. 4 Highlight the enrollee for whom you wish to update the installment billing plan. 5 Click Billing to proceed to the Billing Update screen. 6 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 8 11/29/2012 Vermont Systems, Inc.

11 Installment Billing, Auto-Debit and ACH RecTrac Click Done to save your changes to return to the Activity Enrollee Selection screen. 8 Click <<Class Select to return to the Roster Update screen. 9 Click Exit to return to the Main Menu. Canceling Installment Billing Auto-Debit for an Activity Enrollee 1 Go to Daily Processing Activity Activity Cancel/Changes (Indiv). Click Name Lookup. You will proceed to the Activity Registration Cancels/Changes Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to cancel the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to cancel the installment bill. 5 Click Select. You will proceed to the Activity Cancel/Charges screen. 6 Highlight the activity registration for which you wish to cancel the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Cancel Billing. Note: The Net Fees Charged will now reflect the total amount due for the activity registration (less any previous fees paid for the activity). 9 Click OK to save your changes and return to the previous screen. 10 Click Payment/Refund. 11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the activity module. 12 Process any payment or refund as usual. Suspending Installment Billing Auto-Debit for an Activity Enrollee Note: Suspending installment billing tells the system not to include the installment bill the next time you run the Installment Billing program. After you reinstate the installment bill, the system will bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for an Activity Enrollee 1 Go to Daily Processing Activity Activity Cancel/Changes (Indiv). Click Name Lookup. You will proceed to the Activity Registration Cancels/Changes Household Selection screen 2 In the Lookup field, enter all or part of the family member s name for which you wish to suspend the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to suspend the installment bill. 5 Click Select. You will proceed to the Cancel/Changes screen. 6 Highlight the activity for which you wish to suspend the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Suspend Billing. 9 Click OK to save your changes and return to the Update Charges screen. 10 Click Payment/Refund. 11 Answer "Yes" to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the activity module. Vermont Systems Inc. 11/29/2012 9

12 RecTrac Process any payment or refund as usual. Installment Billing, Auto-Debit and ACH Reinstating Installment Billing Auto-Debit for an Activity Enrollee Note: The following steps may be used to reinstate the installment billing for an activity enrollee who has had their installment billing plan suspended. 1 Go to Daily Processing Activity Activity Cancel/Changes (Indiv). Click Name Lookup. You will proceed to the Activity Registration Cancels/Changes Household Selection screen 2 In the Lookup field, enter all or part of the family member s name for which you wish to reinstate the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to reinstate the installment bill. 5 Click Select. You will proceed to the Chancel/Changes screen. 6 Highlight the activity for which you wish to reinstate the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Reinstate Billing. 9 Click OK to save your changes and return to the Update Charges screen. 10 Click Payment/Refund. 11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the activity module. 12 Process any payment or refund as usual. Creating Installment Billing Auto-Debit after the Activity Registration 1 Go to File Maintenance Activity Roster Update. You will proceed to the Roster Update screen. 2 In the Activity Number field, enter or select the activity in which the applicable family member is enrolled. 3 Click Next to proceed to the Activity Enrollee Selection screen. 4 Highlight the enrollee for whom you wish to create the installment billing plan. 5 Click Billing. The following question will display: "No Installment Billing Plan has been set up for this roster. Do you want to set one up?" 6 Click Yes. You will proceed to the Billing Update screen. 7 Make any necessary changes to the newly created installment billing plan. Press F1 for field-level Help as needed. Even if no changes are made to the entries on this screen, you must visit this screen in order to establish the registrant s installment billing. 8 Click Next>> to proceed to the Activity Billing Schedule screen. 9 Click Done to return to the Activity Enrollee Selection screen. 10 Click <<Class Select to return to the Roster Update screen. 11 Click Exit to return to the Main Menu /29/2012 Vermont Systems, Inc.

13 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Pass Management Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for a Pass The following steps assume that: Any pass types for which you wish to allow installment billing/auto-debit have already been added to the database. Most of the pass registrants will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module s Fees screen. 1 Go to File Maintenance Pass Pass Type Maintenance. 2 Highlight the pass type for which you wish to allow installment billing/auto-debiting. 3 Click Fees. You will proceed to the Pass Type Fees/Charges screen. 4 Add the Bill Code fees that reflect the installment billing/auto-debiting amount. For example: If you charge $240 for an annual pass membership and you auto debit pass holder s accounts monthly, you would set up your IB Amt fees to equal $20 ($20 per month for 12 months equals $240). Note: Bill Codes must be FLAT RATE when using Installment Billing. 5 Select an Installment Billing Default Template from the Installment Billing Defaults field. Using the example above, you would select a template which has been set up to bill/charge monthly. Note: You MUST select a template in order for installment billing/auto-debit to be allowed. 6 Click Done to save your changes and return to the Pass Type Maintenance screen. 7 Click Exit to return to the Main Menu. Establishing an Installment Billing Auto-Debit Plan during the Pass Registration Process 1 Proceed to the Pass Registrations screen. 2 Select the appropriate Family Member. 3 Select the appropriate Pass Type. 4 If the Installment Billing Default Template linked to the selected Pass Type has been setup to use an interface mode of Auto, immediately after you select a pass, the Installment Billing Options screen will appear, prompting for the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the payment option, and click Ok, then click Select to add the pass registration to the Transaction Listing Browser box. OR If the Installment Bill Default Template linked to the pass has been setup to use an interface mode of Manual, you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary changes to the installment billing for this pass registration. Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the patron when using the manual interface mode. 5 Click OK. You will return to the Pass Registrations screen. 6 Process the registration and payment as usual. Vermont Systems Inc. 11/29/

14 RecTrac 10.3 Installment Billing, Auto-Debit and ACH Note: If renewing a pass which has not yet expired and there are remaining unbilled bills, the unbilled bills are NOT deleted or cancelled. These bills will be APPENDED TO with the new bills for renewed pass. This has several benefits: 1 If the previous billing frequency or dollar amount is different than the new billing frequency or dollar amount, the old bills finish up. 2 Expiration dates of the old pass and the begin date of the new pass are compared, so you patrons are not double-billed if they renew early. Conversely, if a patron renews late, they will not be billed for the lapsed period of time. Updating Installment Billing Auto-Debit for a Pass Member (Using HH Install Billing Update) 1 Go to File Maintenance Global HH Installment Billing Update. You will proceed to the Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to update the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to update the installment bill. 5 Click Select. You will proceed to the List of Current Installment Bills screen. 6 Highlight the installment billing line item that you wish to update. 7 Click Change Bill to proceed to the Billing Schedule screen. Optionally you may click Bulk Billing Payment Info Update. Selecting this option allows you to change the billing type (installment bill, auto-debit or credit card) for one or more billing schedules. You can multi-select billing schedules by using the Control or Shift keys on your keyboard. 8 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 9 Click Done to save your changes to return to the List of Current Installment Bills screen. 10 Click Exit to return to the Main Menu. Note: Auto-debiting (via checking or credit card) for installment bills is limited by any payment restrictions (checks or credit cards) on the household. If a household has installment bills and if the household wants to use auto-debiting (checking or credit card), RecTrac will check payment restrictions on the household (Household Maintenance: Financial Info screen). If a payment restriction exists, that option will not be available on the auto-debit set up screen. A note at the bottom of the screen will explain the restriction. If installment bills with auto-debit exist and the payment restriction is applied after the billing has been scheduled, if/when you go back to change the bill, RecTrac will pop a message telling you the household is restricted for that payment type and will change the bills to Installment Bill Only automatically. Known Limitation: If you have multiple paycodes of the same type (Credit Card, for example) and restrict a household from using one of them, the auto-debit restriction will apply to all paycodes of that type. For example: Paycode 3 is for MasterCard/Visa and paycode 4 is for American Express. If you restrict a household from using paycode 4 (AMEX), any auto-debiting for installment bills via credit card will be disallowed for that household even though Visa (paycode 3) has not been restricted specifically. Updating Installment Billing Auto-Debit for a Pass (Using Pass Member Maintenance) 1 Go to File Maintenance Pass Pass Member Maintenance. You will proceed to the Pass Update Family Member Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to update the installment billing plan. 3 Press Enter. You will proceed to the Family Member Listing screen /29/2012 Vermont Systems, Inc.

15 Installment Billing, Auto-Debit and ACH RecTrac Highlight the family member for whom you wish to update the installment billing plan. 5 Click Select to proceed to the Pass Listing screen. 6 Highlight the pass membership for which you wish to update the installment billing plan. 7 Click Select to proceed to the Pass Detail Core Information screen. 8 Click the Fees/Charges radio set button at the top of the screen. You will proceed to the Pass Detail Fee/Charges screen. 9 Click Billing to proceed to the Billing Schedule screen. Enter your override password if prompted. 10 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 11 Click Done to save your changes and return to the Fees/Charges screen. 12 Click Done to return to the Pass Update Family Member Selection screen. 13 Repeat steps 2 12 to change any other pass installment bills, as needed. 14 Click Exit to return to the Main Menu. Canceling Installment Billing Auto-Debit for a Pass Member 1 Go to Daily Processing Pass Pass Cancel/Changes. You will proceed to the Pass Management Cancels/Changes Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to cancel the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to cancel the installment bill. 5 Click Select. You will proceed to the Pass Management Cancel/Changes screen. 6 Highlight the pass membership for which you wish to cancel the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Cancel Billing. Note that the Net Fees Charged will now reflect the total amount due for the pass type membership (less any previous fees paid for the pass type membership). 9 Click OK to save your changes and return to the previous screen. 10 Click Payment/Refund. 11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance in the pass module. 12 Process any payment or refund as usual. Suspending Installment Billing Auto-Debit for a Pass Member Note: Suspending installment billing tells the system not to include the installment bill the next time you run the Installment Billing program. When you reinstate the installment bill, the system will bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a Pass Member. 1 Go to Daily Processing Pass Pass Cancels/Changes. You will proceed to the Pass Management Cancels/Changes Household Selection screen 2 In the Lookup field, enter all or part of the family member s name for which you wish to suspend the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. Vermont Systems Inc. 11/29/

16 RecTrac Highlight the family member for whom you wish to suspend the installment bill. 5 Click Select. You will proceed to the Cancel/Changes screen. Installment Billing, Auto-Debit and ACH 6 Highlight the pass membership for which you wish to suspend the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Suspend Billing. 9 Click OK to save your changes and return to the Update Charges screen. 10 Click Payment/Refund. 11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance in the pass module. 12 Process any payment or refund as usual. Reinstating Installment Billing Auto-Debit for a Pass Member Note: The following steps may be used to reinstate the installment billing for a pass member who has had their installment billing plan suspended. 1 Go to Daily Processing Pass Pass Cancel/Changes. You will proceed to the Pass Management Cancels/Changes Household Selection screen 2 In the Lookup field, enter all or part of the family member s name for which you wish to reinstate the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to reinstate the installment bill. 5 Click Select. You will proceed to the Cancel/Changes screen. 6 Highlight the pass membership for which you wish to reinstate the installment billing plan. 7 Click Update Charges to proceed to the Fee Update screen. 8 Click Reinstate Billing. 9 Click OK to save your changes and return to the Update Charges screen. 10 Click Payment/Refund. 11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance in the pass module. 12 Process any payment or refund as usual. Creating Installment Billing Auto-Debit after the Pass Registration/Renewal 1 Go to File Maintenance Pass Pass Member Maintenance. You will proceed to the Pass Update Family Member Selection screen. 2 In the Lookup field, enter the family member for whom you wish to create the installment billing plan. 3 Click Name Search to proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to create the installment billing plan 5 Click Select to proceed to the Pass Listing screen. 6 Highlight the pass membership for which you wish to create the installment billing plan. 7 Click Select to proceed to the Pass Detail Core Information screen. If the selected family member has multiple passes you will first need to select the pass that you wish to modify before proceeding to the Pass Detail Core Information screen /29/2012 Vermont Systems, Inc.

17 Installment Billing, Auto-Debit and ACH RecTrac Click the Fees/Charges radio set button at the top of the screen. You will proceed to the Pass Detail Fee/Charges screen. 9 Click Billing. Enter your override password if prompted. 10 You will to proceed to the Billing Update screen. 11 Make any necessary changes to the newly created installment billing plan. Press F1 for field-level Help as needed. Note that the default number of bills will be the number that has been specified on the Installment Billing Default Template which is linked to this pass type. 12 Click Next>> to proceed to the Billing Schedule screen. Press F1 for field-level Help as needed. 13 Click Done to save your changes and return to the Pass Detail Fee/Charges screen. 14 Click Done to return to the Pass Listing screen. 15 Click Exit to return to the Pass Update Family Member Selection screen. 16 Click Exit to return to the Main Menu. Rentals Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for Rental Items The following steps assume that: Any rental items for which you wish to allow installment billing/auto-debit have already been added to the database. Most of the renters will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module s Fees screen. 1 Go to File Maintenance Rental Rental Class Maintenance. 2 Highlight the rental class for which you wish to allow installment billing/auto-debiting. 3 Click Change. You will proceed to the Rental Class Core Information screen. 4 Select an Installment Billing Default Template from the Installment Billing Defaults field. Note: You MUST select a template in order for installment billing/auto-debit to be allowed. 5 Click Done to save your changes and return to the Rental Class Maintenance screen. 6 Click Exit to return to the Main Menu. 7 Go to File Maintenance Rental Rental Item Maintenance. 8 Select the rental item that you wish to allow installment billing for and click Change. 8 Click the Fees/Charges radio set button at the top of the screen. 9 Add the Bill Code fees that reflect the installment billing/auto-debiting amount. For example: If you charge $600 for a yearly rental and you installment bill/auto debit patrons monthly, you would set up your IB Amt fees to equal $50 ($50 per month for 12 months equals $600). Note: Bill Codes must be FLAT RATE when using Installment Billing. 10 Click Done to save your changes and return to the Rental Item Maintenance screen. 11 Click Exit to return to the Main Menu. Vermont Systems Inc. 11/29/

18 RecTrac 10.3 Establishing Installment Billing Auto-Debit for Rental Items 1 On the Rental Item Reservations screen, select the appropriate rental Item. 2 Enter the reservation dates in the From and To fields. 3 Enter the reservation times in the Start and End fields. Installment Billing, Auto-Debit and ACH 4 If the Installment Billing Default Template linked to the Rental Class Maintenance - Core Information screen has been setup to use an interface mode of Auto, immediately after you select a rental item, the Installment Billing Options screen will appear prompting for the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the payment option, and click Ok. Then, click Select to add the rental to the Transaction Listing Browser box. OR If the Installment Bill Default Template linked to the rental item has been setup to use an interface mode of Manual, you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary changes to the installment billing for this rental item. Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the patron when using the manual interface mode. 5 Click OK. You will return to the Rental Item Reservations screen where the rental item reservation will automatically be added to the Transaction Listing Browser Box. 6 Process the rental and payment as usual. Updating Installment Billing Auto-Debit for a Rental Customer 1 Go to File Maintenance Rental Rental Install Billing Update. You will proceed to the Rental Installment Billing Update Family Member Selection screen. 2 Enter the Household Name for which you wish to update the installment billing record. 3 Click Name Search. You will continue to the Family Member Listing screen. 4 Highlight the Family Member in the browser box for which you wish to update the installment billing record. 5 Click Select. You will proceed to the Rental Listing screen. 6 Highlight the rental item for which you wish to update the installment billing record. 7 Click Select to continue to the Billing Schedule screen. 8 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 9 Click OK to save your changes and return to the Rental Installment Billing Update Family Member Selection screen. 10 Click Exit to return to the Main Menu. Canceling Installment Billing Auto-Debit for a Rental Customer 1 Go to Daily Processing Rent Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 2 Click Name Lookup to find the rental reservation by customer name. You will proceed to the Rentals Cancel/Changes Household Selection screen. 3 In the Lookup field, enter all or part of the family member s name for which you wish to cancel the installment billing plan. Click Primary Name. You will continue to the Household Listing screen. 4 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Rental Cancel/Changes screen /29/2012 Vermont Systems, Inc.

19 Installment Billing, Auto-Debit and ACH RecTrac Highlight the rental reservation for which you wish to cancel the installment billing plan. 6 Click Update Charges to proceed to the Fee Update screen. 7 Click Cancel Billing. 8 The following message will display: "Do you want to charge all remaining fees before cancelling the Installment Bills?" Click Yes. Note that the Net Fees Charged will now reflect the total amount due for the rental reservation (less any previous fees paid for the rental.) 9 Click Payment/Refund. 10 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the rental module. 11 Process any payment or refund as usual. Suspending Installment Billing Auto-Debit for a Rental Customer Note: Suspending installment billing tells the system not to include the installment bill the next time you run the Installment Billing program. After you reinstate the installment bill, the system will bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a Rental Customer. To suspend installment billing for a rental customer: 1 Go to Daily Processing Rental Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 2 Click Name Lookup to find the rental reservation by customer name. You will proceed to the Rentals Cancel/Changes Household Selection screen. 3 In the Lookup field, enter all or part of the family member s name for which you wish to suspend the installment billing plan. Click Primary Name. You will continue to the Household Listing screen. 4 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Rental Cancel/Changes screen. 5 Highlight the rental reservation for which you wish to cancel the installment billing plan. 6 Click Update Charges to proceed to the Fee Update screen. 7 Click Suspend Billing. 8 Click OK to save your changes and return to the Update Charges screen. 9 Click Payment/Refund. 10 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the Rental module. 11 Process any payment or refund as usual. Reinstating Installment Billing Auto-Debit for a Rental Customer Note: The following steps may be used to reinstate the installment billing for a rental customer who has had their installment billing plan suspended: 1 Go to Daily Processing Rental Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 2 Click Name Lookup to find the rental reservation by customer name. You will proceed to the Rentals Cancel/Changes Household Selection screen. 3 In the Lookup field, enter all or part of the family member s name for which you wish to reinstate the installment billing plan. Click Primary Name. You will continue to the Household Listing screen. Vermont Systems Inc. 11/29/

20 RecTrac 10.3 Installment Billing, Auto-Debit and ACH 4 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Rental Cancel/Changes screen. 5 Highlight the rental reservation for which you wish to reinstate the installment billing plan. 6 Click Update Charges to proceed to the Fee Update screen. 7 Click Reinstate Billing. 8 Click OK to save your changes and return to the Update Charges screen. 9 Click Payment/Refund. 10 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the Rental module. 11 Process any payment or refund as usual. Creating Installment Billing Auto-Debit after the Rental Reservation 1 Go to File Maintenance Rental Rental Install Billing Update. You will proceed to the Rental Installment Billing Update Family Member Selection screen. 2 Enter the Household Name for which you wish to update the installment billing record. 3 Click Name Search. You will continue to the Family Member Listing screen. 4 Highlight the Family Member in the browser box for which you wish to update the installment billing record. 5 Click Select. You will proceed to the Rental Listing screen. 6 Highlight the rental item for which you wish to create the installment billing record. 7 Click Select. The following message will display: "No Installment Billing has been set up for this Rental. Do you want to set one up?" 8 Click Yes. You will proceed to the Billing Update screen. 9 Make any necessary changes to the newly created installment billing plan. Press F1 for field-level Help as needed. Even if no changes are made to the entries on this screen, you must visit this screen in order to establish the customer s installment billing plan. 10 Click Next to save your changes and return to the Billing Schedule screen. Make any necessary changes to the newly created installment billing plan. Press F1 for field-level Help as needed. 11 Click Done to return to the Rental Installment Billing Update Family Member Selection screen. 12 Click Exit to return to the Main Menu. Lockers Allowing Installment Billing Auto-Debit and Setting up the Proper Fees for Lockers The following steps assume that: Any lockers for which you wish to allow installment billing/auto-debit have already been added to the database. Most of the renters will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module s Fees screen. 1 Go to File Maintenance Locker Locker Room Maintenance /29/2012 Vermont Systems, Inc.

21 Installment Billing, Auto-Debit and ACH RecTrac Highlight the locker room for which you wish to allow installment billing/auto-debiting. 3 Click Core Info. You will proceed to the Locker Room Core Information screen. 4 Select an Installment Billing Default Template from the Installment Billing Default field. Note: You MUST select a template in order for installment billing/auto-debit to be allowed. 5 Click Lockers. You will continue to the Locker Maintenance screen. 6 Highlight the locker(s) (one at a time) that you wish to allow installment billing/auto debit for and click Core Info. 7 Add the Bill Code fees that reflect the installment billing/auto-debiting amount. For example: If you charge $120 for a yearly locker rental and you installment bill/auto debit patrons monthly, you would set up your IB Amt fees to equal $10 ($10 per month for 12 months equals $120). Note: Bill Codes must be FLAT RATE when using Installment Billing. 8 Click Done to save your changes and return to the Locker Room Maintenance screen. Click Exit to return to the Main Menu. Establishing Installment Billing Auto-Debit for Locker Customer 1 On the Locker Rentals screen, select the appropriate locker room. 2 Enter the reservation dates in the From and To fields. 3 Enter or select the locker number in the Locker Number field. 4 If the Installment Billing Default Template linked to the Locker Room Maintenance - Core Information screen has been setup to use an interface mode of Auto, immediately after you select a locker, the Installment Billing Options screen will appear prompting for the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the payment option, and click Ok, then click Select to add the locker rental to the Transaction Listing Browser box. OR If the Installment Bill Default Template linked to the locker has been setup to use an interface mode of Manual, you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary changes to the installment billing for this locker rental. Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the patron when using the manual interface mode. 5 Click OK to return to the Locker Rentals screen where the locker rental will automatically be added to the Transaction Listing Browser Box. Update Installment Billing Auto-Debit for a Locker Customer 1 Go to File Maintenance Global HH Installment Billing Update. You will proceed to the Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to update the installment billing plan. 3 Click Family Member. You will proceed to the Family Member Listing screen. 4 Highlight the family member for whom you wish to update the installment bill. 5 Click Select. You will proceed to the List of Current Installment Bills screen. 6 Highlight the installment billing line item that you wish to update. 7 Click Change Bill to proceed to the Billing Schedule screen. Optionally you may click Bulk Billing Payment Info Update. Selecting this option allows you to change the billing type (installment bill, Vermont Systems Inc. 11/29/

22 RecTrac 10.3 Installment Billing, Auto-Debit and ACH auto-debit or credit card) for one or more billing schedules. You can multi-select billing schedules by using the Control or Shift keys on your keyboard. 8 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 9 Click Done to save your changes to return to the List of Current Installment Bills screen. 10 Click Exit to return to the Main Menu. Note: Auto-debiting (via checking or credit card) for installment bills is limited by any payment restrictions (checks or credit cards) on the household. If a household has installment bills and if the household wants to use auto-debiting (checking or credit card), RecTrac will check payment restrictions on the household (Household Maintenance: Financial Info screen). If a payment restriction exists, that option will not be available on the auto-debit set up screen. A note at the bottom of the screen will explain the restriction. If installment bills with auto-debit exist and the payment restriction is applied after the billing has been scheduled, if/when you go back to change the bill, RecTrac will pop a message telling you the household is restricted for that payment type and will change the bills to Installment Bill Only automatically. Known Limitation: If you have multiple paycodes of the same type (Credit Card, for example) and restrict a household from using one of them, the auto-debit restriction will apply to all paycodes of that type. For example: Paycode 3 is for MasterCard/Visa and paycode 4 is for American Express. If you restrict a household from using paycode 4 (AMEX), any auto-debiting for installment bills via credit card will be disallowed for that household even though Visa (paycode 3) has not been restricted specifically. Cancel Installment Billing Auto-Debit for a Locker Customer 1 Go to Daily Processing Lock Locker Cancel/Changes. You will proceed to the Household Selection screen. 2 Click the Family Member button to find the locker rental by customer name. You will proceed to the Family Member Listing screen. 3 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Locker Cancel/Changes screen. 4 Highlight the locker rental for which you wish to cancel the installment billing plan. 5 Click Update Charges to proceed to the Fee Update screen. 6 Click Cancel Billing. 7 The following message will display: Do you want to charge all remaining fees before cancelling the Installment Bills? Click Yes. Note: The net fees charged will now reflect the total amount due for the locker rental (less any previous fees paid for the rental.) 8 Click OK. 9 Click Payment/Refund. 10 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the locker module. 11 Process any payment or refund as usual /29/2012 Vermont Systems, Inc.

23 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Suspend Installment Billing Auto-Debit for a Locker Customer Note: Suspending installment billing tells the system not to include the installment bill the next time you run the installment billing program. After you reinstate the installment bill, the system will bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a Locker Customer. 1 Go to Daily Processing Lock Locker Cancel/Changes. You will proceed to the Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to suspend the installment billing plan. Click Primary Name. You will continue to the Household Listing screen. 3 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Locker Cancel/Changes screen. 4 Highlight the locker rental for which you wish to cancel the installment billing plan. 5 Click Update Charges to proceed to the Fee Update screen. 6 Click Suspend Billing. 7 Click OK to save your changes and return to the Update Charges screen. 8 Click Payment/Refund. 9 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the Locker Module. 10 Process any payment or refund as usual. Reinstate Installment Billing Auto-Debit for a Locker Customer Note: The following steps may be used to reinstate the installment billing for a locker customer who has had their installment billing plan suspended: 1 Go to Daily Processing Lock Locker Cancel/Changes. You will proceed to the Locker Cancel/Changes Household Selection screen. 2 In the Lookup field, enter all or part of the family member s name for which you wish to reinstate the installment billing plan. Click Primary Name. You will continue to the Household Listing screen. 3 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Locker Cancel/Changes screen. 4 Highlight the locker rental for which you wish to reinstate the installment billing plan. 5 Click Update Charges to proceed to the Fee Update screen. 6 Click Reinstate Billing. 7 Click OK to save your changes and return to the Update Charges screen. 8 Click Payment/Refund. 9 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the Payment (or Refund) Update screen, depending on the household balance for the Locker module. 10 Process any payment or refund as usual. Vermont Systems Inc. 11/29/

24 RecTrac 10.3 Installment Billing, Auto-Debit and ACH PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING 22 11/29/2012 Vermont Systems, Inc.

25 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Other Installment Billing Programs and Utilities Updating a Range of Installment Bill Auto-Debit Records The Bulk Installment Billing Update program allows you to update the bill codes and fees linked to selected installment billing records. It would be helpful to run this program when your organization implements new rate structures that will affect your installment billed customers. Note: Bill Codes must be FLAT RATE when using Installment Billing. 1 Go to Period End System Installment Billing Updates Bulk Installment Billing Update. 2 Select the module(s) in which you wish to update installment bills. 3 Enter the appropriate bill codes and fees that you wish to replace those on the records that you will be updating. 4 Click the Details>> button at the bottom of the screen. You will continue to the Installment Billing/Auto Debit - Details screen. 5 Based on the modules that you selected on the previous screen, select the appropriate ranges for the installment bills that you wish to update. 6 When you are finished selecting the precise range of installment bills that you wish to update, click the Process button. 7 You will continue to the Output Selection screen. Select whether you wish to print or preview the resulting Bulk Installment Billing Update Log. The report prints the Household Name, Household Number, Family Member Number, Module, Description, Bill Code, Old Bill Amount, and the New Bill Amount. 8 After the report has printed and the appropriate records have been updated, you will return to the Bulk Installment Billing Update screen. Click Exit. Suspending a Range Of Installment Bills Auto-Debits 1 Go to Period End System Installment Billing Updates Install Billing Status Update. 2 In the individual selection browser, select the household(s) for which you wish to suspend installment billing. OR Enter or select the range of households for which you wish to suspend installment billing. Then, choose whether you wish to suspend installment bills based on your selections in the range and browser, or the browser only. 3 Select Suspend as the Billing Status Option. 4 Enter or select the Date to Suspend. 5 Select the modules for which you wish to suspend installment billing. 6 Select whether you want to process Installment Bills, Auto Debit from Checking/Savings, and/or Auto Debit from Credit Cards. 7 Select the Print Status Change Log option if you want to print a log that includes the Household Name, Household Number, Module, Family Member Name, Installment Billing Details, Bill Type, and Bill Amount for the selected range of installment bills. 8 Click Details>>. You will continue to the Installment Billing Status Update - Details screen. 9 Enter or select the range of Activities, Pass Types, Rental Items, and/or Locker Rooms for which you wish to suspend installment billing. Vermont Systems Inc. 11/29/

26 RecTrac 10.3 Installment Billing, Auto-Debit and ACH 10 Click Process. You will continue to the Output Selection screen. 11 Click Print. 12 When you return to the Installment Billing Status Update screen, click Exit /29/2012 Vermont Systems, Inc.

27 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Processing Installment Bills and Auto Debits Note: You may process both Installment Billing and Auto-Debits simultaneously by selecting the Process Installment Bills, Debit Ckg/Svgs and Debit Credit Cards options. However, if you wish to process Installment Bills separately from Auto-Debit transactions you may select them individually, and run them one at a time. Vermont Systems, Inc. recommends that the Installment Billing Auto Debit program be first run in JOURNAL ONLY mode to verify that your billing has been setup properly. *Also note that NEW auto-debit accounts MUST be preceded by running the Installment Billing Auto-Debit program for PRENOTES. Pre-notes are used to validate checking/savings account information that has been provided by customers. To process pre-notes, click PRE-NOTE prior to actually processing your Installment Billing Auto Debits. Running Installment Billing 1 Go to Period End Global Global Auto Dr/Install Billing. 2 If there are any unbilled records for dates in the past, a message box will display: "Please note that there are unbilled bills scheduled for dates in the past! You should plan to process Installment Billing for these dates in order to stay current. Would you like to print a listing of these unbilled records?" Answering Yes will allow you to proceed to the Output Selection screen where you may select to preview or print the Unbilled Records Report. Answering No will allow you to proceed directly to the Installment Billing Auto-Debit screen. 3 Complete all fields as they apply to your billing policy. Press F1 for field-level Help as needed. 4 When the system processes a family member s auto-debit, it temporarily creates a fee due for the family member s household. The new fee equals the amount of the auto-debiting amount. 5 The system then immediately processes a payment for the auto-debit amount; however, if a credit balance exists the credit balance will automatically be used first before billing. If the credit balance is less than the total amount of the bill, only the remaining amount will be billed. 6 Auto-debiting does not print a bill, however a receipt for the payment will be generated and an Installment Billing Auto-Debit Log will print by selecting the Journal Only or Process and Journal option. Note: If a credit card is denied during real-time Auto-Debit Credit Card processing the household transaction history will be updated to show that the credit card was denied and the balance will be placed on the household. The denied patron will then be printed with a denied status on the Installment Billing report that is created after running the process. You have the option to suspend a pass if a patron s credit card is denied during this process by selecting the Suspend Pass with Credit Card Decline option. Note: After 5 consecutive credit card failures, a message box will appear with information on the last 5 failures. This should give you enough information on whether or not you should cancel the installment billing/auto-debit process completely. If you do not cancel the process, the message will appear again for every 5 consecutive credit card failures. An audit log is made each time this happens under the program "CC-FAIL". If you cancel the process completely, only the unprocessed items are able to be run again. The 5 processed transactions (failures) must be processed separately using the Installment Billing Auto Debit Credit Card Processing Retry program. 7 If you choose to process installment bills simultaneously with auto-debits, your bills will print at this time as well. 8 Proceed to the next section of this document (ACH File Creation And Consolidating ACH Files) to complete the auto-debit process. 9 Installment Billing/Auto-Debiting may be Scheduled, if desired. Vermont Systems Inc. 11/29/

28 RecTrac 10.3 Installment Billing, Auto-Debit and ACH Processing Electronic Checks The following steps assume that you have linked a valid ACHCheck device. 1 Process any type of transaction as usual. 2 Select Check as the payment type. You will continue to the electronic check entry screen. 3 Enter any required information as specified on the linked ACHCheck device. 4 Click Process to complete the transaction. 5 Continue the next section: ACH File Creation and Consolidating ACH Files, for instructions on how to prepare the ACH file for submission to the bank at the end of each day. ACH File Creation and Consolidating ACH Files With the ACH File Creation program you have the ability to create an ACH file, as well as, combine multiple ACH files. This may be useful in situations where a household has four different ACH bills all due to debit the same account and routing number on the some day. (ie. households with several children taking the same program.) By using this program these records can be combined into one record with an amount equaling the total of all of the separate bills. Note: This program should be run after running the Installment Bill Auto-debit process, and/or Household Balance Auto-Pay. As a result the auto.txt file will be created for bank submittal. Please also note that the New Checks option is for those organizations that process electronic checks which may be included in the ACH file. If you DO NOT process electronic checks, you may disregard this segment of information (To create an ACH file for a single batch: (For Batches with a status of New Checks ONLY. Electronic Check Customers ONLY.)). If your organization DOES process electronic checks, this segment of information will apply to you. Once an electronic check batch had been created, it is then available to be consolidated with any other batch, including those generated by the installment billing auto-debit program /29/2012 Vermont Systems, Inc.

29 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Go to: Period End Global ACH File Creation To create an ACH file for a single batch: (For Batches with a status of New ONLY.) 1 With the Ready to Export (New Status) option selected, highlight the batch in the browser that you would like to create the ACH file for, and click Export ACH File. 2 The File Name field will display, showing the location which has been specified on the ACH device. This is the location where the file will be exported. (Change the location if necessary.) 3 Click OK to continue with the ACH file creation, or click Cancel to return to the main ACH File Creation screen. To create an ACH file for a single batch: (For Batches with a status of New Checks ONLY. Electronic Check Customers ONLY.) Note: You must have created and linked an ACHCheck device for this option to function properly 1 With the E-Checks (New E-Checks Status) option selected, highlight the batch in the browser that you would like to create the ACH file for, and click Finalize Check Batch. A new batch number will be displayed. The batch will then be removed from the E-Checks browser and placed in the Ready to Export browser. 2 Select the Ready to Export option. The new batch will be displayed with a batch description of "Check Processing for ACH". 3 Highlight the batch and click Export ACH File. 4 The File Name field will display, showing the location which has been specified on the ACH device. This is the location where the file will be exported. (Change the location if necessary.) 5 Click OK to continue with the ACH file creation, or click Cancel to return to the main ACH File Creation screen. To consolidate more than one batch into a single file: Note: You cannot consolidate e-check batches. 1 With the Ready to Export option selected, highlight the batches in the browser that you would like to create the ACH file for, and click Consolidate Batches. (To multi-select, hold the control key on your keyboard, and click the desired batches.) 2 A message box will appear asking if you would like to continue. Click Yes to finish the consolidation, or click No, to return to the main ACH File Creation screen. 3 When the batch is finished consolidating, a message box will appear stating the new consolidated batch number. Click OK. The new batch will appear in the Ready to Export browser with a description showing all of the batch numbers that were consolidated. 4 Highlight the batch and click Export ACH File. 5 The File Name field will display, showing the file location which has been specified on the ACH device. This is the location where the file will be exported. (Change the location if necessary.) 6 Click OK to continue with the ACH file creation, or click Cancel to return to the main ACH File Creation screen. To change a batch: 1 Highlight the batch you would like to change, and click Change Batch. You will continue to the ACH Change screen, showing the layout of the file, each transaction displaying as an individual line-item. 2 To change a line-item, highlight a single record and click Change. You will proceed to the Line Number Change screen. The Line Number, Line Text, and Position will display. By placing your cursor in the Line Text field, the Position field will display the character position of the cursor. This position represents the number of characters from the left-hand margin the text will be placed in the ACH file. 3 When finished making changes, click OK. Vermont Systems Inc. 11/29/

30 RecTrac If a change was actually made, answer Yes to Recreate Header/Footer. Installment Billing, Auto-Debit and ACH To delete a line item, highlight the batch or check you would like to remove, and click Delete. To import a batch, click Data Import, specify the file name and location in the File Name field, and click OK. To Export a batch, highlight the batch that you would like to export and click Data Export. Then, specify the file name and location and click OK. Processing the Household s Installment Bill Payment 1 Go to Daily Processing <Applicable Module> <Module> Pass Payments. Select the appropriate household. You will proceed to the Payment Update screen. 2 Enter the Pay Amount. 3 Click Print to print the payment receipt. You would then continue to run the Installment Billing/Auto Debit program on a weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annual, annual, or bi-annual basis. You would print out the installment bills, mail them out to the applicable households and then process the payments as they come in. Using Installment Billing Auto-Debit for Employee Deductions Note: All regular installment billing rules apply when setting up employee deductions. For any activity, pass, locker, or rental that you would like to allow installment billing for, you must first link an Installment Billing Default Template. 1 Create a payment code 88 (or whatever paycode you would like to designate for payroll deductions) within Payment Code Maintenance. (File Maintenance System Finance Codes Maintenance Payment Code Maintenance) 2 For each Installment Billing Default Template (File Maintenance System Finance Codes Maintenance Installment Billing Default Template Maintenance) that you wish to allow Payroll Deductions, select the Payroll Deduction payment option in the lower right-hand corner of the screen. Then, enter the paycode that will be used for these deductions (created in step 1). 3 Link the Installment Billing Default Template(s) (created in step 2) to any record (i.e., Pass Type Maintenance) in which you would like to allow Payroll Deductions. As a result of Payroll Deduction being selected during a daily transaction (i.e., Employee Pass Registration), each billing schedule will be set up with an "Auto Pay" amount linked to the bill for 100% payment with the paycode that was linked to the Installment Billing Default record. The billing type will be Installment Bill (not to be confused with ACH). 4 You will run installment billing as usual, however, any fees associated with Payroll Deduction records will automatically be paid off with a payment code of 88 (or your designated paycode for payroll deductions). 5 Lastly, a GL Detail Report and Cash Journal may be run including ONLY payment code 88. These reports will list employee names and deduction amounts, which you may then submit to finance for payroll deduction. Scheduling Installment Billing/Auto-Debit to Run Automatically You may Schedule the installment billing/auto-debit process, if desired. For step-by-step instruction on creating and maintaining a schedule-able event in RecTrac, refer to Topic Doc: Scheduling Reports/Processes. The following provides some general notes with regard to scheduling the installment billing/auto-debit program /29/2012 Vermont Systems, Inc.

31 Installment Billing, Auto-Debit and ACH RecTrac You must create a separate schedule for each billing cycle you have. For example, if you bill on the 1st and 15th of each month, you must create two (2) scheduled events, one for the billing run on the 1st of the month and one for the billing run on the 15th of the month. 2 When creating your schedule, use the Billing Date calendar to accurately select the day of the month on which you wish to run billing. For example: If you bill on the 1st of the month, right-click in the Bill Date field and select the first day of the current month. Then expand the drop-down list and select Day 1_This Month. 3 Use a similar process for your Due Date and ACH File Date(s), as necessary. 4 VSI highly recommends creating a scheduled event for the Journal Only process. The Journal Only event should be run prior to the actual Billing event with sufficient lead time to allow you to review the Journal and make any changes, as necessary, before the actual billing run. If opting to run a Journal Only event, enter an address in the Sched Jrnl field. The journal will be ed to the individual whose address you enter. To send the journal to multiple recipients, enter addresses separated by a comma and no space (i.e. administrator@rectrac.com,supervisor@rectrac.com, etc...). Vermont Systems Inc. 11/29/

32 RecTrac 10.3 Installment Billing, Auto-Debit and ACH PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING 30 11/29/2012 Vermont Systems, Inc.

33 Installment Billing, Auto-Debit and ACH RecTrac 10.3 Troubleshooting Household Record Locks The following information applies to situations within RecTrac 10.1 Installment Billing where there may have been a Record Lock at the time the installment billing process was run. For example, a clerk is taking a payment for a household that receives installment bills and the installment billing process is happening simultaneously. Scenario: It is the 1st of the month, and a billing user logs into CYMS/Rectrac to run billing. At the same time the facility is open and taking payments. A clerk is taking a payment of $100 via credit card for the Wammer household. She gets to the payment screen and swipes the card. She is now waiting for the authorization receipt copy on the payment screen. Mean while the billing user starts the installment billing process. Billing will get to the Wammer household and recognize that there is a record lock. Billing will NOT stop on the household; it continues and finishes. When the Billing Log prints out there is a section titled Household Balance Errors. This section will list any household that had a record lock during the billing run. The first clerk now gets her authorization copy and clicks Print. The household balance recognizes the -$100 credit balance from the payment. In this scenario the true household balance should be $100. This is the Household Balance Error the Billing Log refers to. Vermont Systems Inc. 11/29/

34 RecTrac 10.3 Installment Billing, Auto-Debit and ACH As you can see, the ending balance from receipt and the beginning balance from receipt do not match up. Fixing the Household Balance: Run the Household Balance Recalc program with the Credit Balance Initialize option selected for each of the households identified in the Billing Log. (Utilities System Household/FM Utilities Household Balance Recalc) Cash/GL Implications: The Cash side of the payment posts correctly as does the GL (goes to revenue, not the control account). The only errant piece of the transaction is the Transaction History, which updates with a -$ ending balance. ACH File Hash Total is Wrong If you get a response from your bank that the hash total of the ACH file is wrong, here is a grid of the ACH Device combinations you will need to try until you get a positive response from the bank: 6c Records are included on the ACH Device Maintenance: ACH File Layout screen & The "Hash: Unique Routing #s" option is selected. 6c Records are included on the ACH Device Maintenance: ACH File Layout screen & The "Hash: All Routing #s" option is selected. No 6c Records are included (ie. All 6c record types have been deleted from the ACH Device Maintenance: ACH File Layout screen) & The "Hash: Unique Routing #s" option is selected. No 6c Records are included (ie. All 6c record types have been deleted from the ACH Device Maintenance: ACH File Layout screen) & The "Hash: All Routing #s" option is selected /29/2012 Vermont Systems, Inc.