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Overview
Member Payments allow the user to enter payments into the Office system as they are received by members. Depending on the club’s operations, there are several payment options available. These options include Cash/Check, Credit Card, Credit Card Auto Payment, and Bank ACH. In this guide we will discuss the preliminary procedures to follow before entering a Credit Card payment, how to enter a Credit Card payment, how to enter a manual Credit Card payment, how to initiate Credit Card Auto Payment, as well as how to Refund a Credit Card payment. Clubessential also offers web based payments that are automatically synced to the Office system for reporting purposes. If your club is not currently configured to accept one of these payments, and you would like to do so in the future, please contact your Account Manager for additional information. Use Case A Club wants to ensure their Member payment experience is seamless for their Members. They take pride in offering their Members options to pay by cash/check, and/or electronically. During Member orientation, if the Member chooses to pay by Credit Card, they ensure to add this secure information to the Member’s Profile, and denote whether the Member would like the payments set to auto-pay. When time to process the payments, having information already on file helps to automate the process. |
Video
This video provides an overview of how to manage Credit Cards.
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Member Credit Cards
To effectively receive a Credit Card payment from a Member, the Member’s profile must first contain the appropriate Credit Card information. Within the Membership Module, Manage Members section, select a Member, and then navigate to the Credit Cards tab within the Financial Information section of the Member’s profile. Click New to add an account, complete the tab for the Member’s Credit Card they wish to use, and click OK.
Member would like to have their Credit Card setup for Auto Payment, right-click on the Credit Card and select Enable Autopay. This will enable the Credit Card for Auto Payment.
Please see the Credit Card Auto Payment section of this document for an explanation on processing Credit Card Auto Payments.
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Select Membership from the user menu, and then choose Member Payments.
Select, Quick Add.
The Cash Receipt Wizard will launch.
Cash Receipt Wizard
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7) If the system indicates it was able to successfully refund the payment, the payment line will be deleted. If only one payment within a batch with multiple payments needs to be refunded, proceed to refund the payment as normal, and once the single payment is refunded, re-post the batch for the remaining payments.
Unsuccessful Refund
Please Note: Refunds cannot be processed any more than 24 hours after the original credit card transaction. If it has been more than 24 hours, the refund will be unsuccessful and should be processed through the Club's Payment Processor. See below for more detail.
If the system prompts that the payment was not refunded successfully, call your processor and have them manually refund the payment. The payment line within the batch will also NOT be deleted.
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