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Credit Card Step By Step - Part 4 - Reconcile

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 all aspects concerning advanced details of the Reconcile Credit Card Payments process.

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

Running Reconcile Credit Card History

The Reconcile Credit Card History is a batch process that queries Billing Tree for all credit card payments processed by them but which have not yet been posted in Collect! via the module. The parameters include those transactions processed by Billing Tree since the Last Reconcile date stored in Collect!. This will include any payments which any Debtors have made directly on the Billing Tree website, provided they have used their Collect! file number as their unique identifier on the Gateway website.


Reconcile Credit Card History


Credit Card Transactions Posted

To download the latest batch of credit card approved payments not yet posted in Collect!, you access through the menu path of " Daily Administration\ Payments and Charges\Reconcile Credit Card History". Selecting this process will query Billing Tree for all approved transactions, declines and/or reversals which have taken place since the last date reconciled.

tip.gif Users of CV11.6.2.7 and higher who are also licensed for the Scheduler Module now have an enhanced automation with the addition of the Reconcile process being added to the Scheduler Task list of options. You may run this process offline and unattended. Contact us at sales@collect.org for module pricing.

Once the process is invoked, as information is exchanged between Collect! and Billing Tree you will see a summary screen to let you know what actions were taken. If payments cannot be matched, i.e. if there was a file number entry error directly in the Gateway website OR some edit in Collect! subsequent to the arrangement entry was made causing a mis-match in data, the module saves all pertinent payment exception information to a file that you can use to manually post the transactions mis-matches once you have located the accounts and matched the payments to the files.


Reconcile Credit Card History Results

If any unmatched transactions are returned, the module stores the information in a file in the CV11\bin\BillingTree\CreditCard folder.

If a credit card is declined when an attempt is made by Billing Tree to process a recurring payment, then Collect! processes the payment as "Declined" and uses your settings from the Credit Card Setup options.


Credit Card Setup

tip.gif A separate Reconcile Credit Card History batch process MUST be run daily for EACH different Billing Tree login that is being used in your company.

Remember that if your collectors are using different Billing Tree login credentials because their access has balance ceilings imposed as compared to management/administration, then every time your office runs a batch reconciliation, it must run a separate batch for both the general collector login as well as the management/administration login.

The reconciliation process only uploads/downloads information that was input under that specific Billing Tree login.

As of version CV11.6.2.9, if a file number match is made during reconciliation but the transaction is skipped or errored out for any reason, you will now see a Noteline logged to the specific debtor account that the transaction belongs to identifying what was skipped or errored. The noteline will be prefixed "Failed Transaction:" and indicate that an "Error" occurred, as well as provide the Payment Date and amount. This is a transaction that would need to be manually reviewed for what caused the issue and corrective action would depend on what was ascertained as root cause (i.e. was the transaction manually modified between upload of transaction and download of process confirmation).

It also writes a detailed log into the path "CV11\bin\BillingTree\CreditCard\usaepay.txt".

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Run Reconcile Debtor

If there is a reason or need to run a reconcile on a single debtor outside of the normal course batch process run daily for the company as a whole, the Reconcile Debtor function enables you to query Billing Tree for any credit card payments that may have been processed by Billing Tree for a particular Debtor but not yet posted in Collect!.


Reconcile Debtor

When you run the Reconcile Debtor function, you get a popup summary screen to let you know what, if any, action was taken. If transactions are found for this debtor that are not in Collect! then the payments will be posted as soon as the Reconcile Debtor function runs.


Reconcile Debtor Results

tip.gif A separate Reconcile Credit Card History batch process MUST be run daily for EACH different Billing Tree login that is being used in your company.

Remember that if your collectors are using different Billing Tree login credentials because their access has balance ceilings imposed as compared to management/administration, then every time your office runs a batch reconciliation, it must run a separate batch for both the general collector login as well as the management/administration login.

The reconciliation process only uploads/downloads information that was input under that specific Billing Tree login.

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Viewing Results

Collect! launches several steps when you reconcile.

Credit card payments that have been processed by Billing Tree since your last reconcile are posted in Collect!. Key details are stored in the Transaction Detail tab.

Click to view details.
Transaction Details

If Billing Tree is unable to process a payment due to a stored credit card being declined, Collect! posts a zero value transaction. "Omit from client statement" is switched ON. Several details are written to the Transaction Detail tab.

Click to view details.
Credit Card Declined

User 6 displays "Declined" for rejected credit card transactions.


Credit Card Setup

If a credit card is reported as "Declined" when you reconcile credit card history, Collect! can automatically stop the recurring payment schedule. If you switched ON "Declined recurring cancels plan" in the Credit Card Setup, Collect! uploads notification to Billing Tree to cancel the payment schedule. Collect! will remove the EFT notices.

If any payments have been posted at the Billing Tree rather than through Collect!, they are also processed when you reconcile. If they cannot be matched to debtors in your database, a file is stored with all relevant information so that you can process the payments as required. It is stored in the CV11\bin\BillingTree\CreditCard folder.

For example: CV11\bin\BillingTree\CreditCard\Unmatched_150519-130554.csv, where 150519 represents May 15th, 2015 and 130554 represents a time stamp in the format HH:MM:SS.

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Viewing Application Log Entries

You may also find additional information in the Collect! Application Log when you run your reconcile and errors are encountered PROVIDED you had checked the box for 'Enable Verbose Logging' in your initial Credit Card Setup screen.

tip.gif Switch ON " Misc" and "Error" in the Collect! Log Viewer settings to quickly filter the Application Log for Billing Tree module entries.

As of version CV11.6.2.9, if a file number match is made during reconciliation but the transaction is skipped or errored out for any reason, you will now see a Noteline logged to the specific debtor account that the transaction belongs to identifying what was skipped or errored. The noteline will be prefixed "Failed Transaction:" and indicate that an "Error" occurred, as well as provide the Payment Date and amount. This is a transaction that would need to be manually reviewed for what caused the issue and corrective action would depend on what was ascertained as root cause (i.e. was the transaction manually modified between upload of transaction and download of process confirmation).

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Processing Credit Card Return File

If unmatched transactions are returned, the module stores the information in a CSV file in the "CV11\bin\BillingTree\CreditCard" folder. The file is a CSV type and named Unmatched with a date/time stamp.

For example: CV11\bin\BillingTree\CreditCard\Unmatched_150519-130554.csv, where 150519 represents May 15th, 2015 and 130554 represents a time stamp in the format HH:MM:SS.

If unmatched returns do belong to debtors in your system, you can manually post those after investigating to locate the correct information (usually file number error) OR if you receive exception errors in volume, you can create an import map to automate posting of the reject transactions after they have been corrected using the Unmatched csv file as the source.

As of version CV11.6.2.9, if a file number match is made during reconciliation but the transaction is skipped or errored out for any reason, you will now see a Noteline logged to the specific debtor account that the transaction belongs to identifying what was skipped or errored. The noteline will be prefixed "Failed Transaction:" and indicate that an "Error" occurred, as well as provide the Payment Date and amount. This is a transaction that would need to be manually reviewed for what caused the issue and corrective action would depend on what was ascertained as root cause (i.e. was the transaction manually modified between upload of transaction and download of process confirmation).

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See Also

- Billing Tree Topics

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