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Overview
CE Payments is Clubessential’s payment processing solution that helps streamline payment operations, simplify fund settling, associated reporting, the related reconciliation processes, and provide a better overall payment solution and User experience for your Club.
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The following guide will cover the Admin & Member Facing Functionality of CE Payments as well as how CE Payments integrates with PayCloud, Clubessential’s Online Payment and Statement Platform.
Use Case(s)
A Club accepts online payments for their Monthly charges via credit card and ACH and wants Clubessential to be their payment processor to simplify the settling, reporting and reconciliation process.
Clubs want to see pending payments from their Members.
Clubs want to see disputed transactions.
Content
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PayCloud
PayCloud is the Clubessential product that enables the Club to manage its online payment and statement functionality. This section will focus on the Admin portions of the PayCloud system to specifically address the online Payment and Statement features associated with CE Payments. The guide will focus on setup, viewing Member/Payment data, troubleshooting issues, and highlight how the PayCloud system interfaces and syncs with the Office back end system to ensure payment and statement data is properly reflected in the Club’s financials.
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Please consult your Implementation Specialist if you do not have this information. |
Users
Members
All Club Members can be viewed in the Users - Members section. (For Office clients, the Member list will auto-populate from the Office system.) Columns can be sorted, and/or filtered to easily find the desired information.
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Impersonate a Member
For example, a Member calls with payment information or asks the User to submit a payment on their behalf.
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This will Impersonate the Member and the User can then perform the necessary actions on behalf of the Member.
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Make a Payment
In this section, we will review each type of Payment that can be made in PayCloud. This includes both One-Time and Scheduled Payments.
One-Time Payment
A One-Time payment encompasses a Member making a payment toward their account; they are not creating any Scheduled Payment to occur at a later date.
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Specify the amount to pay. Statement Balance, Current Balance, or Other Amount. Click, Continue and Submit the payment.
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Please Note: After a Member has submitted a payment, their Bank Account/Credit Card information will be saved to be used at a later date. For information on managing payment information on file, please refer to the Manage Payment Methods section of this manual. |
Scheduled Payments
Payments can be scheduled for a single future date, or a monthly recurring set of payments from the Payment Options screen by following the link Schedule a future or recurring payment.
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One Time Payment - The User may schedule a payment to happen just one time on a future date (Eg. This month only I would like my Bank Account Drafted on the 30th).
Monthly Recurring Payment - The User may schedule a month recurring payment that will draft their Bank Account or Credit Card on a specific day of the month (Eg. the 15th of every month).
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Manage Payment Methods
From the Payment Options screen, Users may select Manage Payment Methods to update the payment information (Bank Accounts or Credit Cards) they have on file.
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Please Note: If the User needs to edit an existing Payment Method, they will need to delete the existing Payment Method and re-add it. |
System Users
The system Users section includes Club Users; any Staff Members who have been granted access to the PayCloud system.
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Please Note: Permissions to PayCloud will not be inferred or applied from any other system (Accounting or Website), and must be added here. |
Adding new System Users
Add a new User/staff Member to the system by clicking the Add (+) button under the System Users menu.
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Please Note: Use the Staff Member’s email address when creating a Username. The email address should be unique and therefore will not be duplicated by another User. Password must be longer than six digits, needs one uppercase character, and one numeric character. |
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Reports
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Payment History
This report contains the payments made by Members using the PayCloud system. The report can easily be filtered (using the predefined filters) and/or customized (using the date range feature) to quickly display the data desired. Easily view payments from Today, the Past Week, or Past Month.
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Additional date range filters can be applied to limit results displayed to the date range specified, shown here.
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Refund Payment
In the event a payment needs to be refunded (Eg. A Member accidentally submits a payment twice), Users have the ability to refund the payment directly in PayCloud.
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For reconciliation purposes, the daily deposit line item on the Club’s bank statement will match one to one with the settlement batch in Office containing the reversal.
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Account Change
The Account Change report contains a log of all Member account changes. This report is especially useful when investigating payment details associated with scheduled payments, and/or other payment issues. The report details the change that occurred, when it occurred and who made the change.
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Scheduled Payments
The Scheduled Payments report provides a list of all upcoming scheduled payments that have yet to occur
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Choose to either Cancel a Single Payment (To cancel the next upcoming scheduled payment), or Cancel a Scheduled Payment Series (To cancel an entire series of scheduled payments).
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CE Payments Settlements
The CE Payments Settlement report contains a list of all Club settlement fundings with coordinating status (Pending, Funded, etc).
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Total Settlement Amount
Total Fees deducted from the Settlement (Includes both Member paid fees if using fee pass through, and Club paid fees).
Net Amount that will fund the Club’s Bank Account (Total Settlement - Total Fees)
Processor
LITLE_V1 - Member Payments
VANTIV_V1 - Card Present Transactions (Credit Cards at POS)
Is Funded- Funding has cleared the Club’s Bank Account
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Private Content
The Private Content section contains a couple of areas relevant to Clubs utilizing the PayCloud online payment and statement features. While these areas are typically addressed/populated during implementation, it is important to note where and how these items can be modified, as needed.
Statements
Enter any additional statement data (customized messages) to include in your Club’s online statements. Header, footer, contact info, and/or past due notices (30, 60, or 90 days past due) must be populated on this tab (they do not flow from Office) to be viewable by Members in the PayCloud system.
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System
When your Club makes the decision to use PayCloud and Autopay, Clubessential will assist in basic setup, including converting the payment token for use. Many settings, however, are easy to use, and enable you to define/manage the process.
Club Settings/Payments
The Club Settings/Payments tab allows Users to optionally define blackout dates to prevent auto payments from being scheduled by Members. This feature helps Clubs manage Cash Flow, Club Payments, and Processing in a timely and effective manner. Users can set Blackout days for One-Time Payments as well as Scheduled Payments.
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Please Note: Checking Last Days of Month will block out the 28th through the last day of the month. |
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Payment Notifications
Users have multiple options for changing Payment Notifications for Members and Admins.
Member Notifications
Turn on email notifications to your Members by checking the Payments Processed and/or the Payment Error settings.
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Missing Payment Account, if checked, will send a reminder to the Member three days before the scheduled payment date for all those without an associated payment account.
Payment Failure
Anytime a payment processes, but is later reversed due to insufficient funds (NSF), wrong account number, or other error the Member will be notified by email.
As an example, let’s assume a Member submits a payment with a Valid Routing Number, Valid Account but it later NSF’s when CE Payments pulls the funds from the Member’s Bank Account. At this point the original submission of the payment was picked up as successful so we need something to offset the original payment because it has now failed. That said, same as refunds, 2-3 days after the payment failure, funds for the original payment will be pulled back out of the Club’s Bank Account, and CE Payments will create an automatic Credit Settlement Batch and Payment Batch that will move these funds back into Accounts Receivable (to offset the original successful payment).
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Admin Notifications
Users can edit Admin notifications to send when a Payment has Failed, and update the email to which the notification will go, under Club Settings, then Payment Notifications.
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CE Payments Funds in Transit GL Account
During Implementation, a Clubessential Implementation Specialist will have worked with the Club Controller to create a new Cash & Equivalents GL account called something along the lines of “CE Payments Funds in Transit”. This GL account is created to act as a Holding Account for funds as they are in transit to the Club’s Bank Account, and will be debited in a Payment Batch anytime a Member makes a payment online, and in Daily POS Batches containing a Credit Card at POS Transaction.
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In the next section, we will review how to Post these Payment and Settlement Batches as they populate in the Office.
Payment Batches & Settlement Batches
Online Payments and Settlements for online payments automatically flow into Office for easy posting. In this section, we will review both the Payment and Settlement Batches.
Payment Batches
As soon as a Member makes a payment in PayCloud (or the Club submits a payment on behalf of the Member) a Payment Batch is automatically generated in Membership → Approve Payment Batches in Office. Online Payments are designated by the Cash Receipt Type column on the Approve Payment Batches grid. ACH payments are grouped in a batch with the Cash Receipt Type PayCloud ACH, and Credit Card payments are grouped by PayCloud CC.
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Click Post Batch to post the payment to the Member’s account and offset their balance.
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Settlement Batches
With CE Payments, Users can expect funds from their online Member payments, and Credit Card at POS Transactions to be deposited to the Club’s Bank Account within 2-3 business days of when the transactions were submitted.
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For reconciliation purposes, the exact day and the exact amount of the deposit that is on the Club’s Bank Statement, will line up directly with the exact day and the exact amount of the Debit to the Operating GL Account on the Settlement Batch. Reconciling at this point is one-to-one.
Best Practice
A new Rule of Thumb would be each morning navigate to Membership → Approve Payment Batches to post any payments that were made online, and then navigate to General Ledger → Approve Journal Entry Batches to post any Settlements.
CE Payment Settlement Report
To view payment and settlement data, go to Interactive Reports, and select the CE Payment Settlements report.
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Additional details regarding the specific breakdown of the distribution of the settlement (payment vs. fees) can also be seen by expanding the Member item.
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CE Payments Dashboard
During Implementation, you Implementation Specialist will have sent the Users at the Club an Invitation to join their Club’s specific instance of the CE Payments Dashboard. This Dashboard is used to view additional information about Online Payments, and Credit Card at POS Transactions.
Transfers
Transfers contain the Credit Card & ACH Payments made to a Club, as well as any Credit Card at POS Transactions.
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Please Note:
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Failed Transactions
In the event a transaction fails, the state of the transaction will read FAILED in the Transfers feed. Select the failed Transfer to view additional details.
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The User can then view the Reasoning for the failed transaction in the Response Messages field, shown below.
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Settlements
Settlements contain fundings from Clubessential to the Club’s Bank Account for your Transactions. From this view, Users can see the status of funding, transfers count, date created, processor, amount, total fees (Includes both Member paid fees if using fee pass through, and Club paid fees), and the Net Amount to be deposited into the Club’s Bank Account. Users may click on a settlement to view more details.
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The Funding Transfers tab will show Users the Transactions that are making up the Settlement only (No Fees).
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Disputes
If a Member disputes a transaction, the charge will be listed in this area. For further information on handling Disputes please view our CE Payments - Handling Disputes manual.
Downloadable Guide
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