The first step in setting up the ability to auto draft recurring payments is done in System Setting, Page #1.
On the left side of the page there is an area called Merchant Service Processing. Check the line with the statement, “Turn on ability to auto draft recurring payments for Layaway & In House Finance Term.” After checking it be sure to click “Submit Part 1” at the top of the page.
Now, go to the permissions area under the Human Resources tab (Human Resources -> Employee information -> Enter/Modify Employee Permissions). Under the Management heading there are two permissions related to Merchant Services. The first is called “Activate/Manage recurring charges for Layaway or In-house accounts. The second is called “Stop/Cancel Auto Draft”.
If you wish to have a user be able to set up and modify an auto draft account, but not be able to stop or cancel it, give that user only the “Activate/Manage recurring charges for Layaway or In-house accounts” permission. If you want the user to be able to stop or cancel an Auto Draft account then give them the Stop/Cancel Auto Draft” permission.
Activating/Managing Auto Draft Recurring Charges
Pull up the sale for which you want to activate recurring auto draft payments. At the lower right area of the main page click the Select button.
On the next page you will see at the right hand side a button titled “Manage Auto Draft.” Select it.
The page below will now appear.
Click “Setup Auto Draft”
The following page will appear
• Choose the Merchant Account (Location) at which this sale will be managed.
• Enter the client's email address.
• The current balance will automatically be displayed here.
• Enter the amount that will be regularly withdrawn from the client's account.
• Select Weekly or Monthly time interval.
• Enter the date (xx/xx/xxxx) on which the first auto draft/payment will occur.
• If you select “Swipe Card” here the pop-up window will appear that normally appears when taking a credit card payment. Swipe the credit card that will be used for the recurring auto draft payments. The window will close and the information for that card will appear in the appropriate fields. You will have to enter the zip code. If you select “Manual” the curser will go to the Full Name Field so that you can enter the information manually.
After entering the card information click “Submit” at the bottom of the page.
**Note: If the client wants the auto draft transactions to come from a checking account, ask the client for a debit card that has the Visa or Master Card logo on it.
View/Update Auto Draft Information
If the current auto draft information on a sale needs to be updated (i.e.: Draft amount, Credit Card info, Draft date) go to:
Search customer -> Select sale -> Manage Auto Draft -> View/Update Auto Draft Info.
When you select View/Update Auto Draft Info the following screen will appear:
The current balance (Line #3) should match the balance based on all previous Auto Draft charges and manual charges (The balance shown on the most recent payment receipt).
After making the changes you wished to make click “Submit” at the bottom of the page. If, after changing information in any of the fields, you decide to not make the changes, click “No Change” and you will be brought to the previous page.
Stop / Cancel Auto draft
If you need to stop or cancel the auto draft process on an account you go to:
Search Customer -> Select sale -> Manage Auto Draft -> Stop/Cancel Auto Draft.
When you select Stop/Cancel Auto Draft a pop-up window will appear with the statement – “Are you sure you want to stop the auto draft?
By doing so you will no longer be able to charge to the client's credit card automatically without re-creating the setup”. If you now select YES you will be taken back to the previous page where you have the option to manage the Auto Draft account or re-set up the Auto Draft account. The information regarding the previous draft amount and credit card information will no longer be on the setup page.
Auto Draft History
To view the history of all Auto Drafts on a sale go to:
Search Customer -> Select sale -> Manage Auto Draft -> Auto Draft History
When you click that you will be shown a page with all of the payments made by Auto Draft for that sale and the current balance, as pictured below:
Merchant Service Related Reports
Search Customer
When you have Merchant Services activated in your system you will see that you can search for a customer by a Merchant Service Transaction ID# (option #6 on the search page).
Supervisor Sales Report (Management -> Reports -> Supervisor Reports -> Sale/Payment/Quick Cash/Refund/Quotes Report).
You have the option (Just below the “Select Location field) to include Auto Draft payments to the report results.
If a transaction was an Auto Draft transaction you will see a message under the Notice Column that sates “By system auto draft”.
Supervisor Text Sales Report (Management -> Reports -> Sales Reports -> Text Sales Reports)
Any Auto Draft payments can also be viewed in the Text Sales Report under the “Total Collected” column. The dollar amount will be underlined if it is clickable. When you click on the amount a pop up window will appear with all payments to that sale, including any Auto Drafts.
Merchant Service Reports
Go To:
Management -> Reports -> Merchant Service Reports
You can pull reports for:
Active Auto Drafts – You can search for any sales with Auto Drafts by
1 – All
2 – Next Charge Date
3 – By card ending in (last 4 digits)
You can also add any recent failed transactions to this report.
Daily Credit Card Batch – This is where you can view your daily batch reports by location and by date. The totals for each card type are displayed at the bottom of their respective columns and the complete total for all credit cards is below that.
Auto Draft Decline Report – This will show you any Auto Draft transactions that have been declined.
Commission Calculations
In a situation where a sale reaches the point in its payments that commission should be paid related to an auto recurring charge the commissions will post the NEXT BUSINESS DAY during regular use of the system or when a user visits one of the three following areas:
1. Personal Area – commission and spiffs
2. Human Resources –Payroll Processing- Process Payroll
3. Management Reports- Supervisor Reports- Commission / Spiff Report
If one of the above areas is accessed the commissions will automatically be updated and post at that time.
*** It is important to understand that if an auto charge is done on the last day in a pay period and no one visits any of the previously listed areas on the same day (personal area commission report, the management commission report, or the human resources payroll report) the commission will not post in that pay period.
Reserving Items on Sales
When a sale reaches the point at which the items can be reserved (sufficient payment based on your system settings) the system will auto reserve the items unless you have “Reserve by Location” activated in your system. In this case the items will be put on the Items for PO list as explained below.
Auto Draft with Reserve By Location
In a situation where Reserve by Location is set in a user's system & a sale has reached the point at which items can be reserved due to an auto draft done in the middle of the night, the sale items will go directly to Items for PO. The system will treat the items in the same manner as saying “I choose no location to reserve from”.
Once you have pulled up a report in Items for PO by either the MFR or by sale # you will see a column in the Items for PO report that will show total quantity currently available (this will include all locations). This way the people in charge of ordering will see if there are some items available that they need to grab by checking “recheck in stock”.
When you click “recheck in stock” and there is an item available, a window will pop up for you to select the location to reserve from. (This is only if your system has Reserve by Location turned on. This is just like it works in take payment for reserve by location).
When an Auto Draft payment is approved:
The client receives an email with the payment receipt number.
When an Auto Draft payment is declined:
The client receives an email with a message like the following:
We are unable to process your payment because the transaction on your
credit card ending in XXXX was declined. Please contact our offices to
arrange for alternative payment. If this letter is reaching you in
error or you have already made payment arrangements, we apologize and
please disregard it.
Thank you for your business,
“Business Name Here”
*** Note: When a payment is declined the system will retry the transaction every day until it clears or the account is updated with a new card number.