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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During training, your Implementation Specialist will provide you with a link as well as credentials to log in to your Club’s specific instance of PayCloud.
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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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To submit a One-Time payment, first,add a New Bank Account or Credit Card, or select from an existing Payment Method on file.
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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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On either the Credit Cards or Bank Accounts tabs, the User may Add a new Payment Method on file or Delete an existing Payment Method.
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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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Insert all information related to the Staff Member; first and last name, Username (typically the employees email address), and create an initial password for them to login. The User Type will need to be defined as Club Employee or Club Administrator. Club Administrator User Types can edit content, manage various system settings while Club Employee User Types have basic viewing level access.
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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.
The Status Column provides a real time status (Pending, Approved, Cancelled, Declined, or Refunded) of the payment.
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Canceled does not mean the payment was scheduled and then |
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canceled. This simply means the Member was in the midst of submitting a payment |
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and changed their mind rather than submitting a payment. |
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To search for a specific Member, payment amount, or other data, enter it in the Search box. Results containing the data will be returned.
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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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The Scheduled Payments report provides a list of all upcoming scheduled payments that have yet to occur
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Please Note: The Scheduled Payments report contains both one-time and recurring scheduled payments. |
This report is primarily used as a method to predict Cash Flow, but can also be used to cancel scheduled payments upon request from a Member (Members have the ability to cancel scheduled payments on their own, however Users can do so on behalf of the Member here if requested).
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For example, some Clubs choose to blackout the last few days of the month for Scheduled Payments and leave One Time payments open. At this point, the Club has consolidated Cash Flow for any Scheduled Payments to the earlier days of the month, but still allows Members to pay them via One Time payment if they need to pay on any of the latter days of the month. This allows for a much smoother reconciliation experience at month-end. Place a check in the box next to the day(s) to be blacked out.
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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.
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Please see the T-Chart below for a visual representation of this workflow.
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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.
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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.
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All Transactions
All Payments
All Tickets
Settled Payments
Unsettled Payments
Settled Tickets
Unsettled Tickets
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Please Note: The Ticket options would only be applicable if using CE Payments for Credit Cards Transactions at the POS. |
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Click on the + next to the Transaction Batch number to expand to a detailed view of individual Member Payments, Credit Card at POS Tickets, and Settlements where applicable.
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Please Note: If settled, the Journal Batch containing the settlement will also be referenced. |
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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If viewing a Credit Card at POS Transfer, the User will see the Ticket Number associated with the transaction at the POS, as well as the Fee for the Transaction.
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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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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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Please Note: The Processor field will contain either:
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In the General Info tab of the Settlement, the User can view the Settlement Total, Total Fees (Includes both Member paid fees if using fee pass through, and Club paid fees), and the Net Settlement that will be deposited into the Club’s Bank Account.
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