Batch Credit Cards
To view and/or charge upcoming credit cards, click Reports > Batch Credit Cards > Recurring Charges.
A list of all upcoming charges comes up, the charges that are due or past due are checked, and future charges are unchecked.
You can edit a bill directly in this screen, by clicking Edit Bill. Once the card is charged, you can edit the payment that is automatically entered by clicking Edit Payment. If you make changes to this list (by editing a bill), you can click Refresh List to view the updates you made.
Click Charge Cards to begin charging the cards that are checked. As the cards are being charged, the status at the bottom and totals are updated. The Charge Status column and color code on each row indicates where the system is holding. It takes about 3 seconds for each charge to go through. You can minimize this screen, and do other work while the charges are going through.
The "Force Dups" check box will force the Payment Server to accept more than one charge in the same amount to the same card on the same day (otherwise the charge fails with a Duplicate Trans error).
Another Recurring charges feature: If you want to peek ahead and view what is not yet due up to, 30 days forward (for example) you can have not-yet-due bills show up (but cannot be charged) in the Recurring Charges screen.
Click Tools > Options > Credit Cards and enter the number of days you want to preview ahead of schedule.
Batch Settlements (Host/Terminal)
The following only applies if you are using a Terminal-based Settlement processor (such as NPC) If you are using a Host-based Settlement processor (such as PaymentTech), this may not apply to you because your settlements are done by your processor without your intervention.
You should use the auto-settle reminder feature. For more information on the auto-settle reminder feature, see Credit Card Processing Integration Module.
When the Settle screen comes up, you can click Settle, Dismiss, Inquire? or Snooze a selected amount of time. To settle manually (not waiting for the reminder), click Reports > Batch Credit Cards > End of day Settlements.
You should create an account for tracking batch settlements. Click Tools > Custom List Setup > Account. Be sure to put your Merchant Number as the Account Number. Even though the funds get deposited in your regular bank account, you should still create a separate account for your Merchant Account. On a monthly basis, when you get your bank/merchant statement, you can enter Transfers from the Merchant Account to your Bank Account.
What is count and balance?
When you associate a Bank Account with your merchant, after you settle, you'll have the opportunity to choose which credit card payments were settled (similar to entering a deposit in a checking account). To avoid extra fees, settlements should be done within 24 hours of the charge. Charges not settled within 24 hours may be subject to the non-qualified rate.