ePayment Services was developed to provide your members with the ability to pay their bills online in a simple and secure manner. This service will enable your club to reduce lag time between billing and payments. Additionally, as more people switch to online banking, they are demanding this type of service as a preferred method of payment.

ePayments is consists of three areas:

1. SameDayPay, where members are directed to submit a payment to the club.
2. NetCheck, where clubs administer view their payment transactions.
3. Back office system, where clubs upload the daily payment file from Bankserv into their Accounts Receivable.

Setting Up And Accessing SameDayPay Account

1. Members will need to first create an account on SameDayPay to setup and begin making payments online. To access SameDayPay, users click the Pay Now button within their ClubHouse Online Statement. Register for an account by clicking on CLICK HERE.
   Usernames must be between 6-12 characters long, as noted during the registration process. Passwords for SameDayPay must be between 8 and 16 characters, include both upper and lower case letters, include at least one digit/number, and include at least one special character from the following list: ~ ! # $ % [ ] { } _ - + \ | : . ?
2. Upon logging on, members are brought to a screen with a prompt to enter a member number. When completed, click NEXT to be brought to the next page to provide payment details.


3. Enter the payment date to establish when funds are taken out of the member's account along with the amount, description, and payment type. The current date is set as the default. Select the eCheck option to make a payment through an ACH transaction, or Credit Card.
4. Credit Card payments are optional by the club.
5. eCheck: Members are prompted to either select an existing account stored online or enter a new account.
6. Credit Card: Members are prompted to enter their Credit Card verification information. Note this information is required for each payment made and is never stored online.
7. Click NEXT to review the payment details and make any changes needed.
8. Click SEND PAYMENT to submit the payment to the club. A confirmation screen will display allowing users to print the confirmation details.

In Pending Payments, all payments waiting to be settled are displayed. Items are processed daily at 5:30 p.m. ET (2:30 p.m. PT). Members can choose to cancel these items before 5:30 p.m. ET (2:30 p.m. PT) by selecting the check box adjacent to the payment they wish to cancel and then clicking SUBMIT.

In Profile Maintenance under Bank Accounts, members are able to view/edit/delete existing bank accounts that they previously set up on the site. They can also add additional bank accounts to this area by entering the routing number, account number, and account type for the account.

In My Preferences, members can modify their name, company name, address, home phone, email address, and password.

NetCheck

Returns

The Returns area allows you to view any returned member ACH payments. Click on the ‘Returns’ link, and the left window pane will populate with a list of dates for returned items. The number in the brackets corresponds to the number of returns for that particular day.

Click on the date and the main window pane shows the list of returned payments. Take note of the pieces of information available on this screen.

You are also able to export this table into a Comma Separated Value file (.csv) file by clicking on the EXPORT button, and then ‘Click here to download’ on the following screen. This will open an Excel spreadsheet in the main window:

• Returned items can be moved to either a ‘Collected’, ‘Resubmit’, or 'Uncollectible’ Queue.
• To accomplish this, click on the check box of the item that is to be moved.
• Select one of the options in the table.
• Click on Move Selected Items to Queue button.

Clicking on the number under the ‘BankServ Reference Number’ column enables the user to obtain more details regarding a specific return.

The item history displayed at the bottom portion of the screen, shows the return status, return code, along with a return description.

The Query area of NetCheck allows an administrator to query transactions and returns. To begin, select a type of query you'd like to run by clicking on the links along the left hand portion of the screen:

The Transaction query can be used to find all original pending and processed items, like system generated items such as settlement items, either system generated or user generated charge backs, and resubmitted items. It can also be used to find system generated fee items such as transaction processing fees and return fees.

1. To start off, click 'Transactions’ on the left hand side to pull up the Item Query Criteria.
2. Fill in any of the drop down list or text boxes in order to narrow down the search as much as possible and click SUBMIT. To reset the search criteria, simply click on the RESET button.
3. The query will run and results will be posted. Clicking on the link under the column BankServ Reference Number enables the user to view a more detailed description of the specific transaction.

The process for Returns is similarly to Transactions query.

Reports

The Reports will show all settlements for a company within a specified time period. Click on REPORTS along the top of the screen to access this area.

1. To begin, click on the Bank Balance link and select the company by using the drop down list menu. Only one company should be available. Enter a date range by selecting the From and To Dates. Running a search without dates will return two weeks worth of settlements.
2. Click on ‘Run Report’ to run the query and see a list of all of the settlements made within the specified date range with the following columns.

Report Date column provides users with links to view all the transactions made during that selected date.

Within the listing for that date, the type of transaction, its current status, and reference number is available. The reference number can be clicked on to view more in depth details of that transaction, and the amount.

At the bottom of this list are the totals for that specific date along with the number of transactions.

Admin

The Admin area of NetCheck will allow an administrator to edit groups, and change passwords. Click on Edit Groups link and Users link to view users currently able to access NetCheck. This will bring up a list of users able to access this NetCheck area and will display the username, last name, first name, phone number, and admin privileges. Click on a username to edit a user, adjust privileges, and /or modify passwords.

Administrators can also change their own password for NetCheck by selecting the Password link. You will need to enter your old password and enter your new password twice.

Ensure to log off the site once finished by clicking Log Out at the top right side of the page.

Processing Daily Payments Into Jonas Club Management

Each night two files are sent to the main contact for BankServ. (A .txt file and a.csv file). The .csv file opens up in Microsoft Excel and shows the details from the previous day’s transactions. The .txt file contains the same information but is put into a format that Jonas Club Management can recognize.

1. The first step is save the text file in a folder on your computer so that it can be easily accessed. Create a folder in your C: drive called ‘epay’ and save all the text files received in this directory. Make sure you do not save the text files within too many subfolders as file path character field is limited. It's a good idea at this point to ensure that every text file received is saved.
2. Next, navigate to Club Management > Processing > Cash Receipts > Upload Cash Receipts Files within Jonas Club Management.
3. Select a company and create a new batch (you can use the date as a batch number).
4. Select Standard (10 char mem code) interface.
5. Select the text file to upload by clicking on the folder icon. The text file should be in the C:\epay folder.
6. It is a good idea from this point to run a preliminary check on the transactions to be brought over to Jonas by selecting the Preliminary Check radio button.
7. Click the ‘OK’ button and then select the VIEW button to see the transactions in the Report Viewer.
8. Once the transactions have been looked over, you can then proceed to update the receipts by going through the same steps above (creating the batch, the interface, the file) but select the Update Receipts radio button instead. Click the ‘OK’ button and then you can print the report to finish.
9. Now that the transactions have been uploaded, it is now time to apply the transactions to the specific member accounts. Select Update of Fast Entry Receipts.
10. Select the Club and the Batch that was created in the above steps to update. If desired, set the ’Update Option’ drop down list menu to Preview Report Only to view a report of how the transactions will be applied to the members.
11. Next, set the Date of Record. Create a statement description in the Statement Description text box (EG: ‘ePayment Received. Thank you’) and click the OK button.
12. When the following print screen pops up, select view to view the report.
13. Once you’ve verified the report, you can go through the same steps again above but this time you will select ‘Update Member Accounts’ as the update option.

Once completed, the transactions will have successfully been applied to your members’ accounts.

Into Jonas Encore

Into ClubConnect

Each night two files are sent to the main contact for BankServ (a .txt file and a .csv file). The .csv file opens in Microsoft Excel and shows the details from the previous day’s transactions. The .txt file contains the same information but is put into a format that the ClubConnect Accounting System can recognize.

Setup

1. Create a folder on your local or network drive called ‘epay’. This is the folder to which each of the daily .txt files will be saved and uploaded from.
   Note: It is recommended that this folder is created on the root of your local computer or share. If the path for the file is too long, the file upload will cause an error.
2. Create revenue code OLP for the Online Payment transaction (Options > Revenues > Revenue Codes).

Processing the End of Day Payment File

1. Save the received .txt file to the epay folder and rename it to ARmmddyy.mas where mmddyy represents the date (two character month, two character day, and two character year - e.g. March 17, 2014 would be 031714) of the file. Since this will not be the filename of the file attached to the email sent by BankServ, you can either save as or rename the file once it is saved to the epay folder. Within A/R, navigate to Options > Data Entry > Other Systems Interface.
2. Transfer Type= ClubConnect Standard File.
3. Path and filename = the file you wish to upload (browse for the file previously saved in the epay folder using the browse button to the right of the field).
4. Enter a Default Member #. This is the account to where charges will post if the member # in the file is invalid.
5. Select 'Preview' to obtain a list of the payments ready for import.
6. Once verified, select <strong>Print and Import</strong>. The transactions will have successfully been imported to the transaction file.
7. View and Post the transactions to the members via Data Entry. Select Options> Data Entry> Sales & Payment Entry/Edit > Select the Payments Entry Tab > Select Post Pmts to view and post the transactions to the members' accounts via Data Entry.

Into ClubSelect

Each night two files are sent to the main contact for BankServ. (A .txt file and a.csv file). The .csv file opens up in Microsoft Excel and shows the details from the previous day’s transactions. The .txt file contains the same information but is put into a format that the ClubSelect Accounting System can recognize.

Setup

1. Create a folder on your local or network drive called ‘epay’. This is the folder to which each of the daily .txt files will be saved and uploaded from.
   Note: It is recommended that this folder be created on the root of your local computer or share. If the path for the file is too long the file upload will cause an error.
2. Create revenue code OLP for the Online Payment transactions (Setup> Revenue Codes> ‘New’ to add a new code).
3. Add an interface for BankServ (Select POS Integration> POS Application>”add”).
4. Location Name= Bankserv
   Application= ARUPLOAD
   Export Data Location= Blank
   Import Data Location= x:\epay (x represents the drive or path where the above epay folder was created)

Processing the End of Day Payment File

1. Save the received .txt file to the epay folder and rename it to ARmmddyy.mas where mmddyy represents the date (two character month, two character day, and two character year - e.g. March 17, 2014 would be 031714) of the file. Since this will not be the filename of the file attached to the email sent by BankServ, you can either save as or rename the file once it is saved to the epay folder. To process select; POS Integration> Pos Application> highlight Bankserv; select ‘Settings’. The following screen will appear:
2. Select Import Transactions.
3. View and Post the transactions to the members via Data Entry. Select Options> Data Entry> Transaction Input> to view the batch and post accordingly.