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Reconcile Debtor

The Reconcile Debtor function enables you to query Billing Tree for any credit card payments or chargebacks that may have been processed by Billing Tree for a particular Debtor but not yet posted in Collect!.

If you are using more than one Billing Tree login account to post your transactions, you will only be able to reconcile payments posted under the account you are logged in as. Your company will need to ensure that someone is responsible for logging in under all authorized logins daily to process all transactions.


Reconcile Debtor

When you run the Reconcile Debtor function, Collect! displays a 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 When you schedule recurring credit card payments, you will not see the results in the Transaction Tab until the next day after the payment came due.

Billing Tree submits its payments to USA ePay at the end of every day. Confirmed approvals will not be available until the morning AFTER a credit card payment came due for processing.

As of version CV11.6.2.9, if a file number match is made during credit card 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".

Per Session Logins

If you using more than one Billing Tree account to submit your transactions, you must run a reconcile for EACH separate set of login credentials being used at your company. The Reconcile process only downloads transactions which were created under the login currently being used by the Operator running the process. If your collectors use a different login (i.e. because certain operators have payment ceilings they are restricted to by your choice of operations) then your Accounting/Admin/Data Entry operator who runs the Reconcile must remember to run the process daily for ALL logins in use at your company.

tip.gif Even if you have a Billing Tree login go into disuse, it is still necessary to Reconcile under the now unused login in case there were any Recurring Schedules set up under that login at some time in the past. Those payments will now download when due if there is no Reconcile launched under the login code that created the payment schedule.

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Declined Credit Card

If a credit card is reported as "Declined" when you reconcile credit card history, there is built-in functionality for automatically stopping a recurring payment schedule on the Collect! side.

If you switched ON "Declined recurring cancels plan" in the Credit Card Setup window, Collect! will:

  • mark your Promise as Stopped
  • change your Due Date in the ' Review Contact' (marking the end of the original terms to be the same as the delete date)
  • delete your remaining CC Notification letters scheduled

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See Also

- Billing Tree Topics

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