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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PayCloud is the Clubessential product that enables the Club to manage their 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.
During training, your Implementation Specialist will provide you with a link as well as credentials to login log in to your Club’s specific instance of PayCloud.
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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.
In the event a Member calls with payment information , or asks for a payment to be submitted on their behalf, Users can select the Users - Members menu, click the three dots to the left of the Member’s name and choose Login To PayCloud.
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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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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 Manager Manage Payment Methods section of this manual.
Scheduled Payments
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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.
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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Member Info
Masked Bank Account or Credit Card Number
Next Scheduled Payment Date
Payment Amount
Scheduled Payment Type (Recurring or One-time)
Timestamp A timestamp of when the payment was scheduled
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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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When the Payment Processed setting is enabled, an email will be sent to the Member confirming the successful payment. The Payment Error setting generates an email to Members when a payment was attempted, but not successfully processed.
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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
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The value of having Clubessential as your payment processor is that they are the institution that will be depositing the funds for these payments into the Club’s Bank Account; and because of this, they know exactly when those funds are going to settle.
When a deposit is made to a Club’s Bank Account for either their online payments , or their Credit Card at POS Transactions, an automatic Settlement Batch is generated that will move these funds out of the CE Payments Funds in Transit Account, into the Club’s Operating GL Account, as well as any expensive per-transaction fees the Club may be incurring.
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 Settlement Batch that was generated in the Back Office. Reconciling at this point is one-to-one.
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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 Payment and Settlement Batches.
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The User will want to double click the batch to review and post it. These Settlement Batches will move funds out of the CE Payments Funds in Transit Account, into the Club’s Operating GL Account, as well as expensive any per-transaction fees the Club may be incurring.
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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.
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Credit Card at POS Transactions can only be refunded at the POS Terminal in which the transaction occurred. They cannot be refunded from the CE Payments Dashboard.
Please review either our Office - Classic POS - Card Present Transactions, or our Office - Mobile POS - Card Present Transactions (Depending on the POS System the Club Utilizes) for more information on Refunding Credit Card at POS Transactions.
All Fees for Credit Card at POS Transactions will be absorbed by the Club and reflected in the Settlement Batch.
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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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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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