Processing Credit Card Members
Process Summary
- Select
members to charge: A list is created of members due
on or before the billing date.
- Clean
up invalid card info: Any members with invalid credit
card info can be fixed.
- Process
the payments: Member credit cards are charged.
- Record payments: All payments are automatically
recorded in Gym Assistant.
Selecting
Members to Charge
- Select Process
Credit Card Members from the Billing
menu.
- Billing Date determines what members will be billed. Only
members due on or before the Billing Date will be billed. To choose
a date, do one of the following:
- Select a Billing
Date from the drop down menu.
- Type in a Billing
Date.
- Click the calendar button
to specify a Billing Date.
Note: Only members who
are due on or before the “Billing Date”
will be included in the billing list.
- Maximum Aging allows you to filter out
members who are delinquent by more than a few months.
For example, you might not want to bill members who
are more than 3 months past due.
If you specify a Maximum Aging of 90 days then members
who are due more than 90 days before the Billing Date will not
be included in the list.
- 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.
- Click the OK to continue.
- 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:
- The billing amount for responsible member
- The balance owed for responsible member
- Total amount due for all dependents
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.
- 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 in the
list and total amount billed appears at the bottom of the window.
- Click the OK to continue.
Cleaning
Up Invalid Credit Card Info
The Credit Card Cleanup
window shows the number of members with invalid or expired credit cards.
- Click View Invalid
Records to see the list of invalid records and make any corrections.
- Right-click on any member in the
list and select Edit Member Info
to view and change that member’s financial info.
- After reviewing and correcting any invalid card
info, click OK to return to the Credit
Card Cleanup window.
- 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
the Payments
The Process Credit Card Charges window title shows
the currently selected processing method (which is in this case Integrated – IP Pay).
- View List
displays a list of the charges that will be processed. Note
that the full credit card information does not appear in this report
for cardholder security.
- Process Payments
will process the charges using the currently selected processing method.
Note: If you are using one of the integrated
payment processing methods then the member payments will be recorded automatically
as the charges are processed. (See details for each processing
method below.)
- Record Payments
will record all of the payments for this batch. If you
are using one of the integrated payment processing methods then you
will not need this step, as the payments will be recorded automatically
as the charges are processed.
- Settings
allows you to change the currently selected processing method and
configuration.
Processing
the Payments - Integrated Methods
The information in this section pertains to the following
Processing Methods:
- Integrated - Merchant Warehouse
- Integrated - IP Pay
- Integrated - JetPay
- Integrated - PCCharge
- Integrated - GoToBilling
- Click Process
Payments.
- Gym Assistant will now automatically process each
charge in the batch.
- Click the Cancel
at any time to stop the batch.
Note: Clicking the Cancel
will NOT affect any charges that have already been processed, and
it will not cancel the charge currently in-process. It WILL
stop from processing the next charge in the batch. After clicking
Cancel you can resume charging
the batch, and members already charged will not be charged a second time.
- After the batch is finished a report will be displayed
showing a summary of all charges in the batch.