Processing ACH Members

Process Summary

Here are the steps you will do to process your ACH member charges:

  1. Select members to charge: Create a list of members due on or before the billing date.
  2. Clean up invalid card info:  Any members with invalid credit card info can be fixed.
  3. Process the payments:  Charge member credit cards.
  4. Record payments:  All payments are recorded in Gym Assistant.
  5. Process Returns:  Any rejected payments are reversed or voided once you are notified by the processor. (see Processing Returns section below)

There are very important differences between processing a credit card transactions and ACH transactions:

Selecting Members to Charge

  1. Select Process Credit Card Members from the Billing menu.

  1. Billing Date determines what members will be billed.  Only members due on or before the Billing Date will be billed.

Note: Only members who are due on or before the “Billing Date” will be included in the billing list.

  1. Maximum Aging allows you to filter out members who are delinquent by more than a few months.
  1. Include all members with Account Balance Due allows you to include any member with a balance due even if that member does not have a membership payment due.

For example, a club might allow members to charge retail purchases to their member accounts for later payment.  They could run the billing weekly to collect for the retail balances owed.

  1. Click OK to continue.
  2. The Credit Card Billing window shows a list of all members to-be-billed with all members selected.

Each responsible member is displayed with the following information:

For example, if the amount shown is (2x28/43.00+28.00) then the responsible members owes membership fees of $28 each for 2 months, a previous $43 balance owed, and $28 for his dependents.

  1. Hold down the CTRL key while clicking on a member in the list to select or unselect that member.

Note: The total number of members selected and the total amount billed for those selected members will appear at the bottom of the window.

  1. Click OK to continue.

Cleaning Up Invalid Accounts

The ACH Cleanup window shows the number of members with invalid account information.

  1. Click View Invalid Records to see the list of invalid records and make any corrections.

  1. Right-Click on any member in the list and select Edit Member Info to view and change that member’s financial info.
  2. After reviewing and correcting any invalid card info, click OK to return to the ACH Cleanup window.
  3. Click Continue to proceed to the next step.

Note: Any members with invalid payment info will not be included in the next billing step.

Processing Payments

The Process ACH Debits window title shows the currently selected processing method (which is in this case “EFT-NACHA”).

Note: If you are using one of the integrated payment processing methods (Check Assist, JetPay), then the member payments will be recorded automatically as the charges are processed.  (See details for each processing method below.)

NACHA Processing

Gym Assistant will generate a batch file that you can send to your processor (usually by uploading to a secure website).

  1. Specify a File Submission Date
    This is usually the date the file is created.
  2. You will be asked "Process as Debit File or Pre-Note file?" 
    Click Pre-Note File to send a test file (with all zero amounts).
    Click Debit File to send a live file.
  3. Enter a Batch Number.
    Either accept the default, or enter another value if specified by your processor.
  4. Click Open the folder containing this file if you want to view the file (for example, if you will be dragging the file to another application).  Note that the NACHA format is very complex and not easy to read.
  5. Click OK to finish.

  1. You must click Record Payments to mark the members as paid in Gym Assistant.

External Processing Method

The EFT-External method assumes that you are processing your ACH payments outside of Gym Assistant.  For example you might setup recurring transactions with your bank to continue until the member cancels his membership.  With this method Gym Assistant allows you to record all of the transactions at one time.

  1. The Process Payments button will not do anything, but you will need to hit Record Payments to record that the payments have been made.
  2. You must click Record Payments to mark the members as paid in Gym Assistant.