Processing Credit Cards and EFT s in Spectrum v. 6.1 I. Credit Cards 1. Go to Corporate > Billing > Post-Billing. a. NOTE: It is also possible to run Post-Billing at the Site level, in Site Administration > Billing > Post Billing. This is useful because there are a few things that you can only do in Site billing, including Creating Decline Messages. This will create and send out the automated emails that tell a member that their card has been declined. 2. Select the correct Billing Groups (Clicking the Minus button will remove that group from the current process). 3. Click the Credit Card button. Billing Group 4. Select the Sites that you want for the process by clicking in the checkbox next to the site name, or by using the Select All Sites button. 1
5. Click the Process button, and select Pending Cards. 6. Click OK in the Confirmation window. This will Process all the cards in the Pending column. 2
7. All the cards that have been successfully drafted will be moved to the Drafted column. Any cards that are declined will be moved to the Declined column. 8. Optional: If you have cards that are declined, you can update the credit card information and try to re-run them. a. Click the blue hyperlink under the Declined column to get a list of the declined cards. b. Contact the members on the list and get their updated card information. 3
c. On the Corporate Credit Card Processing screen, click the Edit button. d. This will bring up a list of the members in this group. Select a member whose information you need to edit by clicking on their name, and click the Edit Card button. 4
e. Click the Replace Card button. f. Add the new card information into this screen, then click OK. 5
g. Click Save. h. Close the Credit Card Draft Listing window. I. Select the sites you wish to re-process, and select Declined Cards. 6
j. Click OK in the Confirmation screen. This will start the process of reprocessing all the declined cards with updated information. k. Now select the Reverse Declines option from the Declines button. This will remove the Credit Card draft from their account. It will also charge a reversal fee, if you have set one up in Spectrum in the Bank Setup screen. 7
II. EFT Billing 1. Go to Corporate > Billing > Post-Billing. 2. Select the correct Billing Groups (Clicking the Minus button will remove that group from the current process). 3. Click the EFT button. Billing Group 4. In the CorpEFT Processing screen, click Create EFT s. 8
5. Click OK. 6. Navigate to the folder in which you want to save the EFT file. This creates an EFT file that you will send to your bank for processing. All charges under the Pending column will be moved to the Drafted column. Spectrum assumes that all charges went through unless told otherwise. 9
7. Click OK. 8. Optional: To import the declines document from your bank: a. Go to Site Administration > Billing > Post Billing. b. Click the EFT button under the appropriate billing group. c. Click the Actions button and select Import ACH Declines. Once you select the correct file on your computer, Spectrum will mark all the transactions that did not go through as Declined. 10
9. Optional: Update the Declined EFT information and Re-process. If you have EFT s that have been declined, you can update the EFT information and have your bank run them again. a. Go to Corporate > Billing > Post Billing. b. Click the EFT button under the appropriate billing group. c. Click Print Reports, and select Declined. This will generate a report of all the declined transactions from that billing group. d. Contact the members on the report, and get their updated EFT information. e. On the CorpEFT Processing screen, click the Edit button 11
f. Select each member that you need to update, and click the Edit EFT button. g. Edit the EFT information, and click Mark Pending. All the members that you update this way will be changed back to Pending status. 12
h. Close the EFT Search screen. i. In the CorpEFT Processing screen, select the correct site, and click the Create EFT(s) button. 13
j. Click OK. k. Select a location to save the new file and click OK. This will generate a new EFT file that you can send to your bank. This file will only contain the updated EFTs. 10. To reverse the EFT s that did not go through, go to the CorpEFT Processing screen again. (Corporate > Billing > Post-Billing> EFT button) a. Click the Edit button at the far right of the site you want to edit. 14
b. Search for the member you want to edit. c. Click on their name. d. Click the Reverse EFT button. e. Choose whether to apply the Reversal Fee. Optional: Enter a comment. If you check the Create Check-In message, checkbox, a message will appear the next time the member checks in to tell them that their EFT information needs to be updated. 15
f. Click Save. This will remove the EFT draft from their account. To Re-create the EFT file (if, for example, the file was created in error, or lost before it was sent to the bank): 1. In the CorpEFT Processing screen, select the correct site, and click the Create EFT(s) button. 16
2. In the Drop-down menu, select All Except Reversed. This will create a new EFT file, with all the original transactions, except the ones that have been reversed. 3. Click OK. You will then save the file to your computer. 17