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Manually Charge a Credit Card

Reference Number: AA-00645 Views: 972 Created: 2017-11-07 23:16 Last Updated: 2017-12-07 18:39

This article explains why/when you would need to utilize the "Charge Manually" option in Gym Assistant

For those clubs who already have a standard desktop retail credit card machine and want to keep their current processor, Gym Assistant provides some tools to make your life easier as well.

Retail Credit Card Terminal

When a member hands you his card at the time of purchase, just indicate in Gym Assistant that he will be paying by credit card.  The software will then ask if the charge was approved. Swipe the card through your desktop terminal and run the charge as you normally would.  Once the charge is approved (or declined) return to Gym Assistant and click "Approved" or "Declined."

For monthly billing, Gym Assistant will generate a list of all members that should be charged for a given billing date.  The program will then display a list of credit card numbers, expiration dates and amounts to charge.  You can use this list to manually run each charge through your credit card terminal.  Once you have finished with the list, Gym Assistant can record all of the approved charges and update those member records in one step.

External Processing

If you are processing credit cards completely outside of Gym Assistant (maybe through an online service) then Gym Assistant still provides some tools to make your life easier.

  • For swiped/manual transactions, simply tell Gym Assistant that the charge was approved.
  • For monthly billing, Gym Assistant will generate a list of all members that should be charged for a given billing date.  You can then record all of the approved charges and update those member records in one step.


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