Related Information Examples & Tutorials
The Collect! Member Resource Center is there when you need assistance 24/7/365. Online Help and the access to the technical Support Ticket system are always open. Our technicians are on 3 continents to better serve world-wide needs in any timezone.
“ Comtech's website has been very helpful in our training department. ” Craig W.

Credit Card Step By Step - Part 1 - Setup

This "Step-by-Step" series is intended to provide you with an orderly progression of procedures and procedural considerations.

The actual details and expansive explanations are contained elsewhere in the Help pages and will be referred to by link to follow at the end of each page, where applicable.

This Step-by-Step page is dedicated to setting up your system in readiness for Credit Card processing.

When you have completed a full review of all the steps, you should be:

Setting Up For Credit Card Processing

There are five areas in Collect! that require coordination and/or configuration when you begin using the module.

There are two preliminary steps to complete before being able to access and use this interface.

You require licensing from Comtech Systems Inc. to enable the Billing Tree Module on your site. For pricing information and acquisition, please contact us at 250-391-0466 or email sales@collect.org.

You require an active account with Billing Tree. They will provide you with a url/web address access to the Credit Card Gateway. This information is entered for the module electronic access and is also what you would use to directly enter the website portal externally via your Internet browser.

Top of page.

Credit Card Transaction Types

Collect! ships with several pre-set Transaction types for use with Billing Tree.

The Credit Card Setup screen is where you predefine the Transaction Types you want the module to use for processing your credit cards.


Credit Card Setup

By default, the module will use the following Transaction Types, but you may select and set up others if you were already using any of the below-captioned codes for other purposes:

109 - Payment

309 - Convenience Fee

To view the Transaction Types and their internal settings, your menu path is \System\ Financial Settings \Transaction Types. This launches a view of your Transaction Type list of existing codes, and from there, you can view/create/ edit as needed.

The default settings and general use for each of the Transaction Types are described below.

tip.gif All three of the Fee/Charge codes are preset to "Omit from client statement" and "Omit from daily cash report".

If your company reports fees/ charges to your client and considers these revenue transactions, these default settings will need to be modified to suit your operational preferences.

Top of page.

Credit Card Payment

This is a Financial Type "Payment" with a Description of "Credit Card Payment".


109 - Payment

Top of page.

Credit Card Convenience Fee

This is a Financial Type "Fee" with a Description of "Credit Card Convenience Fee" used for posting the add-on cost you may be charging to debtors when your process credit cards.


309 - Convenience Fee

As a function of credit card regulatory legislation compliance, the interface has three inherent functionalities which it will not allow the end- user to override:

1. You may add on a flat fee ONLY as a charge. It will not allow you to set your convenience fee, under any transaction type number, shipping standard or newly created, to add a percentage of the payment amount.

2. You may add a credit card convenience fee only ONCE in a recurring payment schedule. It will be applied to the first payment in the recurring series.

3. You will not be presented with a user defined entry field that will allow you to input a charge amount free-hand at the per transaction posting level. Once the "Apply Fee" check box is enabled on a single or recurring payment screen, the flat fee amount defined in your Transaction Type setup screen is the only figure you will be presented with as being added on to the payment being taken. This will appear as a greyed-out, read-only amount field.

Top of page.

Credit Card Setup

Once you have set up your account with Billing Tree, and received your login credentials, you can enter the necessary information into the Credit Card Setup screen.


Credit Card Setup

The Credit Card Setup screen enables you to enter the details for your Billing Tree credit card payments. Use this screen to enter the Server and Source Key information given to you by Billing Tree when you set up your USA ePay account for credit card transactions. Other information entered in this screen will be used as defaults for your credit card payments.

To access this setup area, your menu path is, "System\Preferences\ Billing Tree Setup".


Billing Tree Setup

Select the CREDIT CARD SETUP button.


Credit Card Setup

This is where you enter the login credentials which your Billing Tree Representative provided you with for access to the Credit Card Gateway.

Top of page.

Server, Source Key And PIN

Use this screen to enter the Server (url), Source Key (login) and PIN ( password) information given to you by Billing Tree for access to the Credit Card Gateway. The remainder of information you will enter in this screen will be used as the default settings for your credit card payments.

The module prefills in the Transaction Types that will be used for each part of the credit card payment posting, including convenience fees. It is not necessary to make any changes to these choices unless your site is already using one of the displayed Transaction Types for another purpose in your operation. If you need to make changes to the Transaction Type codes that the module will use, ensure that the switch settings of your new codes match the switch settings of those that originally shipped with Collect! preset for these purposes.

Top of page.

Payment Transaction Type

Select the Transaction Type that you want to use for your Billing Tree credit card payments. The selected type must already exist in your list of Transaction Types and it must be a Financial Type "Payment".

By default, the module will use the following transactions:

109 - Payment

309 - Convenience Fee

To view the Transaction Types and their internal settings, your menu path is "System\ Financial Settings\Transaction Types". This launches a view of your Transaction Type list of existing codes, and from there, you can view/create/edit as needed.

The default settings and general use for each of the Transaction Types are described below. If your company reports fees/charges to your client and considers these revenue transactions, these default settings will need to be modified to suit your operational preferences.

tip.gif All three of the Fee/Charge codes are preset to "Omit from client statement" and "Omit from daily cash report".

Top of page.

Credit Card Payment

This is a Financial Type "Payment" with a Description of "Credit Card Payment".


109 - Payment

Top of page.

Credit Card Convenience Fee

This is a Financial Type "Fee" with a Description of "Credit Card Convenience Fee" used for posting the add-on cost you may be charging to debtors when your process credit cards.


309 - Convenience Fee

As a function of credit card regulatory legislation compliance, the interface has three inherent functionalities which it will not allow the end-user to override:

  • You may add on a flat fee ONLY as a charge. It will not allow you to set your convenience fee, under any transaction type number, shipping standard or newly created, to add a percentage of the payment amount or other percentage type of charge application.
  • You may add a credit card convenience fee only ONCE in a recurring payment schedule. It will be applied to the first payment in the recurring series.
  • You will not be presented with a user defined entry field that will allow you to input a charge amount free-hand at the per transaction posting level. Once the "Apply Fee" check box is enabled on a single or recurring payment screen, the flat fee amount defined in your Transaction Type setup screen is the only figure you will be presented with as being added on to the payment being taken. This will appear as a greyed-out, read-only amount field.

Top of page.

Convenience Fees

The module enables you to add a convenience fee to the credit card transaction you are processing PROVIDED you are permitted by law and your client to do so. This is a default setting that may be overridden on an individual basis if it is enabled as a default preference. If it is not enabled at the setup level, you will not be able to activate it on a per transaction basis. In addition to enabling the fee on this setup screen, you must also enable the ability to charge this fee on a per Client basis in the Advanced screen of your Client setups.


Client Advanced Settings screen

The Credit Card Convenience Fee is is a Financial Type "Fee" transaction code for posting credit card payments.


309 - Convenience Fee

Top of page.

Enable

Switch this ON with a check mark if you want to allow the addition of a Convenience Fee when processing credit card payments. You must select a Transaction Type to use for the fee if you will be charging the fee.

Top of page.

Last Reconcile Date

The Last Reconcile Date is the last date that "Reconcile Credit Card History" was run successfully. If you are just setting up your preferences and have never run "Reconcile Credit Card History," enter the date immediately PRIOR to when you will begin to use the module. This ensures that the that the first time you use the batch Reconcile process, that your date surveyed will be the actual date that you launch use of the module.

When you start using the " Reconcile Credit Card History" function as part of your daily process, the date stored in this field will be updated automatically every time you run a successful reconciliation. It is this date tracking and cross-checking with the Billing Tree Gateway that ensures payments which gave already been processed and reported back to your system do not become duplicated.

tip.gif The Last Reconcile Date should NOT be manually manipulated once you are actively using your interface and you have started running "Reconcile Credit Card History" batch processes.

Top of page.

Declined Recurring Cancels Plan

Switch this ON with a check mark to cancel any payment plan on the account if a recurring credit card payment is declined by Billing Tree.

Top of page.

Enable Verbose Logging

Switch this ON with a check mark to enable message logging to your Application Log.

tip.gif It is recommended to turn this ON.

Save an close, after all your preferences have been input.

Top of page.

OK

Select OK to close the Credit Card Setup screen.

Top of page.

Help

Select the HELP button for help on Credit Card Setup and related topics.

You must decision if you will be using EFT Notices on your recurring credit card payments. The menu path to make these choices is "System\Preferences\Billing Tree Setup\ EFT Notices Setup".

Top of page.

EFT Notices Setup

In compliance with EFT requirements, the Billing Tree Module is equipped to automatically schedule authorization letters and EFT notices for recurring credit card and recurring ACH payments. This may be accessed in the Billing Tree Setup menu located in the menu path "System\Preferences\Billing Tree Setup".


EFT Notices Setup

tip.gif It is each site's responsibility to ensure that any letters sent to debtors are compliant in format and content with legislation and regulations in your region. SAMPLE letters shipped with Collect! or available on the Member Center are SAMPLE only and intended to be examples of style templates for your own modification(s).

When you post a recurring credit card payments schedule, the system will automatically schedule letters and reviews according to your EFT Notices setup.

Click to view details.
EFT Notices and Reviews

View EFT Notices

Top of page.

Convenience Fee Client Advanced Settings

If you are going to charge convenience fees when posting credit card payments, you need to enable this both at the Billing Tree Credit Card Setup level and ALSO at the Client level for each Client that permits you to add this fee to their accounts.

Open the Client Settings screen by selecting the ADVANCED button in the lower right corner of the Client main entry screen and switch ON "Credit card convenience fees" by checking the box provided.


Client Settings screen

tip.gif The module will charge only one convenience fee per recurring schedule on the first transaction. This is in compliance with credit card regulations which prohibit these fees on more than the first payment in any recurring schedule.

Top of page.

Debtor Detail Tab

Like all the Tabs lower portion of Collect! main windows, the Debtor Detail Tab is a sub-window that is actually a separate entity from the main Debtor screen. The Detail Tab is pre-configured for use as a storage site for banking information, and can be utilized for any end-user defined purpose or preference.

This sub-window becomes a consideration because the module uses it to store information obtained during the Credit Card payment screen intake. PCI compliant card information is auto-written from the Single or Recurring payment entry screens into the Detail Tab.

tip.gif If your company has any data storage convention that uses areas in the Detail Tab, you may wish to contact Technical Services to discuss your options to migrate this information into a special Attachment Tab window we can create for you BEFORE you rollout live with the module.

This will ensure your data isn't lost and the module's function is not being impeded by staff removing what it writes into this Tab.

What exactly the module will write into this tab will be covered in more detail in the Credit Card Step by Step - Part 2 - Single Payment topic.

Top of page.

Posting Payments

After you have entered the settings and decided on the operational issues described so far, you are ready to begin posting Credit Card payments to your accounts.

Proceed to Credit Card Step by Step - Part 2 - Single Payment section of this series.

Top of page.

See Also

- Billing Tree Topics

Top of page.

Was this page helpful? Do you have any comments on this document? Can we make it better? If so how may we improve this page.

Please click this link to send us your comments: helpinfo@collect.org

RMA RMA Canada ACA Member