The Household Balance Auto Pay program allows you to generate payment transactions, either a credit card payment or an ACH payment depending on how the household is set up, to pay off all outstanding charges that exist at the time that this program is run.
In order for this program to function properly, the household(s) in the selected range must have valid credit card or bank account information recorded within the Household Maintenance • Financial Info screen. Additionally, you must also have a valid ACH profile configured and linked within the Profile Assignments hierarchy. General Ledger entries will be made accordingly.
Receipts generated by this program can be emailed to Households, if desired, or printed. Receipts that are NOT emailed are stored in the database and can subsequently be printed from the Bulk Print program and either mailed or hand-delivered.
Note: Bulk Print functionality, as yet, as not been added. In the interim, receipts can be printed from the Document Center, in the event you opt not to email them to your patrons.
A Household Balance Auto Pay Post Journal is created as a byproduct of this process. Click Here to See a Sample Journal
To Run Household Balance Auto Pay
The following lists the basic steps required to run this program. Use the "i" ToolTip for field descriptions and examples as needed.
- Enter a Minimum Balance. To pay off all balances, enter 0.01.
- Click the Combo Box to select your Modules to include.
- Expand the Drop-down list to select a Process Option. VSI recommends processing once using Print Only to generate a preview report that displays balances which will be paid off. When satisfied with the preview, re-run the program using the Print and Journal option.
- Enter a Transaction Date Range. To pay off all balances, VSI recommends selecting a Begin Transaction Date that is far in the past, such as 01/01/1990, and an End Transaction Date of "today" or "yesterday."
Note: When this field is left blank, the system assumes you are selecting "today's" date. Leaving both fields blank results in the system paying off balances that were created "today" only.
- Enter an ACH File Date and ACH Effective Date.
- Enter any Payment References you want to have printed on the ensuing receipts.
- Accept the default Payment User/Drawer/Date entries or overwrite as needed.
- Determine whether you wish to Email Receipts.
- Click the Household tab and make your selections.
- Click the Module Criteria tab and make any range selections, if desired.
- Return to the Auto Pay Settings tab and click Process. This program runs on the AppServer. The Notification Center will alert you when the process completes.
From the bottom of the screen…
Click Process to run the Auto-Pay program. This program runs on the AppServer. The Notification Center will alert you when the process completes.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Auto Pay Settings
Minimum Balance (HouseholdBalanceAutoPay_MinimumBalance)
Enter a value in this field, if desired.
This value acts as the balance threshold. Households with a balance of the value entered or greater will have their balances paid when you Process the program.
VSI recommends a value of at least 0.01
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Modules To Include (HouseholdBalanceAutoPay_Modules)
Click the Combo Box icon to select the Modules you wish to include in this Auto Pay run. Only households with balances in the Modules selected will be impacted.
Do not leave this field blank; no balances will be paid.
Note: The Module Criteria tab allows you to select an applicable Range for each module if desired. On the Module Criteria tab select the appropriate Use <Module> Range option and then enter your desired Range
OR
Make no selections on that tab to include all items in the respective Module.
IF opting to use Module Criteria the applicable Module MUST be selected in this field.
Process Option (HouseholdBalanceAutoPay_ProcessOption)
Click the Drop-down list to select your Process option:
- Missing Information - The process will result in a preview report for all households that have an Auto Pay Balance option selected but do not have any credit card or bank account information linked. This is a good option for troubleshooting households that are not set up correctly
Note: Missing Information in the Status Column indicates the household is set to Auto Pay their balance but no Credit Card or Bank Account information is listed/selected for that household. To resolve this go to Household Management • Financial Tab for any household listed as Missing Information and enter the appropriate information.
- Print Only - The process will result in a preview report that shows the Households whose balance will be paid.
- Process and Print - The process will result in household balances being paid and a by-product report will print detailing the Households and amount.
Begin Transaction Date (HouseholdBalanceAutoPay_BeginDate)
Click the Calendar icon to select a Transaction Date Range. Household balances created as a result of Transactions made within this date range only will be paid off. To pay off all balances, VSI recommends selecting a Begin Transaction Date that is far in the past, such as 01/01/1990, and an End Transaction Date of today" or "yesterday."
The Transaction Date is the date on which the transaction was processed and the balance was created. For Example: On 18 March Molly Brown makes a Facility Reservation for 10 April and you charge her $200.00. The Transaction Date is 18 March the date on which the balance was created.
Note: When this field is left blank the system assumes you are selecting "today's" date. Leaving both fields blank results in the system paying off balances that were created "today" only.
End Transaction Date (HouseholdBalanceAutoPay_EndDate)
Click the Calendar icon to select a Transaction Date Range. Household balances created as a result of Transactions made within this date range only will be paid off. To pay off all balances, VSI recommends selecting a Begin Transaction Date that is far in the past, such as 01/01/1990, and an End Transaction Date of today" or "yesterday."
The Transaction Date is the date on which the transaction was processed and the balance was created. For Example: On 18 March Molly Brown makes a Facility Reservation for 10 April and you charge her $200.00. The Transaction Date is 18 March the date on which the balance was created.
Note: When this field is left blank the system assumes you are selecting "today's" date. Leaving both fields blank results in the system paying off balances that were created "today" only.
ACH File Date (HouseholdBalanceAutoPay_ACHFileDate)
Click the Calendar icon to select your ACH File Date for this auto-pay run. This is the date you want stamped" on the ACH File you send to your bank. Generally speaking this will be "today's" date.
Note: The household's Primary Person will be the name listed in the ACH file for each transaction that you transmit to your bank.
ACH Effective Date (HouseholdBalanceAutoPay_ACHEffectiveDate)
Click the Calendar icon and select your Effective Date for this auto-pay run.
This is the date you want to use for the effective date entry in the '5' record of the ACH file. Typically, this is the same as the ACH File Date.
DeleteACH Payment Reference 1 (HouseholdBalanceAutoPay_ACHTrxnRef1)
Enter free form text in this field, if desired. The text you enter in this field can be alphanumeric and will appear on the Payment of:<x> Made By: <y> With Reference: <z> portion of the patron's receipt.
DeleteACH Payment Reference 2 (HouseholdBalanceAutoPay_ACHTrxnRef2)
Enter free form text in this field, if desired. The text you enter in this field can be alphanumeric and will appear on the Payment of:<x> Made By: <y> With Reference: <z> portion of the patron's receipt.
DeleteCredit Card Payment Reference 1 (HouseholdBalanceAutoPay_CCTrxnRef1)
Enter free form text in this field, if desired. The text you enter in this field can be alphanumeric and will appear on the Payment of:<x> Made By: <y> With Reference: <z> portion of the patron's receipt.
DeleteCredit Card Payment Reference 2 (HouseholdBalanceAutoPay_CCTrxnRef2)
Enter free form text in this field, if desired. The text you enter in this field can be alphanumeric and will appear on the Payment of:<x> Made By: <y> With Reference: <z> portion of the patron's receipt.
DeletePayment User Name (HouseholdBalanceAutoPay_PaymentUser)
Accept the default entry (your User ID), or click the Picklist icon to select an alternate User ID, if desired. Transactions created as a result of processing this program will be posted to the User ID entered.
Note: The ability to override the Payment User Name is maintained on the Permissions profile.
Payment Cash Drawer (HouseholdBalanceAutoPay_PaymentDrawer)
Accept the default entry (the Drawer to which you are linked), or click enter an alternate Drawer, if desired. Transactions created as a result of processing this program will be posted to the drawer entered.
Note: The ability to override the Payment Drawer is maintained on the Permissions profile.
Payment Date (HouseholdBalanceAutoPay_PaymentDate)
Accept the default entry (today's" date) or click the Calendar icon to select an alternate date if desired. Transactions created as a result of processing this program will be posted to the date entered.
Note: The ability to override the Payment Date is maintained on the Permissions profile.
Email Receipts (HouseholdBalanceAutoPay_EmailReceipt)
Select this option to have receipts sent to Households via email when the run is complete. Receipts that are emailed will not have to be printed and therefore will NOT transfer to the Bulk Print program as the system considers them "printed." Obviously this is a good option for saving paper and ink.
De-select this option if you do not wish to email receipts to your patrons. In this event all receipts will be queued to the Bulk Print program.
Note: The system looks only to see whether the household has data in the email field. The system does not check the validity of an email address so any patron with a bogus/invalid email address in the Email Address field on their household would not receive a receipt in the event you attempted to email them.
Households
Households (HouseholdBalanceAutoPay_HHDataGrid)
Select individual households or a range of households from the browser, if desired. The names you select will be included in the process you are running.
OR
Make no selections in the browser and Use HH Last Name Range to select a range of households to include in this process, if desired.
OR
Make no selections in the browser and leave the Use HH Last Name Range option de-selected to include ALL households in the process you are running.
Use HH Last Name Range (SAHousehold_LastName_UseRange)
The functionality of this field differs depending on whether you are running a Report or a Process.
-
If running a Report - Select this option to include only those Households in the Begin and End Household Last Name range in your output.
THEN
Input the range of Households you wish to include. By default the Begin/End range is <Blank> to 'ZZZZZ' (i.e. all households).- If the report you are running also contains a Household/Family Member DataGrid then DO NOT make any selections the DataGrid when running reports AND using Last Name Range. The report will yield 0 results because the two fields work separately.
- If the report you are running contains a non-Household/Family Member DataGrid then you can make selections in the DataGrid. For Example: If running the Question Statistics Report you can make selections in the Question Text DataGrid AND filter the report by Household/Family Member Range if desired.
-
If running a Process - Select this option to include only those Households in the Begin and End Household Last Name range in your process as well as any households selected in the DataGrid if applicable.
THEN
Input the range of Households you wish to include. By default the Begin/End range is <Blank> to 'ZZZZZ' (i.e. all households).
OR
Leave this option de-selected to include only those Households selected in the DataGrid (if applicable for this process) in your process.
OR
Leave this option de-selected and do not select any Households in the DataGrid to include ALL households in the process.
Note: Begin and End Household Last Name fields appear only if this check box is selected.
Begin HH Last Name (SAHousehold_LastName_Begin)
If opting to Use HH Last Name Range, enter the Beginning and Ending range of Households you wish to include on your output. By default, the Begin/End range is <Blank> to 'ZZZZZ' (i.e. all households).
The system wildcards automatically, so entering partial names will include all names that begin with the same letters. For Example: Entering 'A' in the Begin field and 'MZZZZ' in the End field will yield all last names starting with 'A' through 'M' in your output.
DeleteEnd HH Last Name (SAHousehold_LastName_End)
If opting to Use HH Last Name Range, enter the Beginning and Ending range of Households you wish to include on your output. By default, the Begin/End range is <Blank> to 'ZZZZZ' (i.e. all households).
The system wildcards automatically, so entering partial names will include all names that begin with the same letters. For Example: Entering 'A' in the Begin field and 'MZZZZ' in the End field will yield all last names starting with 'A' through 'M' in your output.
DeleteModule Criteria
Use Activity Section Range (ARSection_Combokey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of activity sections.
THEN
Enter the range of section codes.
OR
Leave this option de-selected to skip the activity section range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Activity Section (ARSection_Combokey_Begin)
This field is applicable only if you opt to Use Activity Section Range.
Select the beginning and ending activity section codes for their respective fields. Activity sections within the range entered will be included in the process.
DeleteEnd Activity Section (ARSection_Combokey_End)
This field is applicable only if you opt to Use Activity Section Range.
Select the beginning and ending activity section codes for their respective fields. Activity sections within the range entered will be included in the process.
DeleteUse Facility Range (FRFacility_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of facilities.
THEN
Enter the range of facility codes.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Facility (FRFacility_ComboKey_Begin)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facilities within the range entered will be included in the process.
DeleteEnd Facility (FRFacility_ComboKey_End)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facility codes within the range entered will be included in the process.
DeleteUse Pass Range (PMPass_PassCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of passes.
THEN
Enter the range of pass codes.
OR
Leave this option deselected to skip the pass code range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Pass (PMPass_PassCode_Begin)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and Ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteEnd Pass (PMPass_PassCode_End)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteUse Rental Item Range (RNRentalItem_RentalItemCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of Rental Items.
THEN
Enter the range of Rental Item Codes.
OR
Leave this option de-selected to skip the Rental Item Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Note: If opting to use multiple filters in this group all Rental Items must fall within their proper hierarchy to be included. For Example: If your Class Range is "Kayak" and Rental Item Code range is "Mountain Bike 1 - Mountain Bike 6 then report will yield 0 results because the Mountain Bikes are not in the Kayak Rental Class.
Begin Rental Item Code (RNRentalItem_RentalItemCode_Begin)
This field is applicable only if you opt to Use Rental Item Range.
Select the Beginning and Ending Rental Item Codes for their respective fields. Rental Item Codes within the range entered will be included in the process.
DeleteEnd Rental Item Code (RNRentalItem_RentalItemCode_End)
This field is applicable only if you opt to Use Rental Item Range.
Select the Beginning and Ending Rental Item Codes for their respective fields. Rental Item Codes within the range entered will be included in the process.
DeleteUse Locker Room Range (LKLocker_LockerRoom_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of Locker Rooms.
THEN
Enter the range of Locker Room Codes.
OR
Leave this option de-selected to skip the Locker Room Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Note: You cannot use a Locker Range without entering a single Locker Room in the fields above and the Locker Range you enter must be within the Locker Room you select. For Example: Your Locker Room is "Average Joe's Mens." You need to enter a range of Lockers in the Average Joe's Men's Locker Room to get results on the report. Entering a range of Locker's at your Pool Locker Room will yield no results.
Begin Locker Room (LKLOCKER_LockerRoom_Begin)
This field is applicable only if you opt to Use Locker Room Range.
Select the Beginning and Ending Locker Room Codes for their respective fields. Locker Room Codes within the range entered will be included in the process.
DeleteEnd Locker Room (LKLOCKER_LockerRoom_End)
This field is applicable only if you opt to Use Locker Room Range.
Select the Beginning and Ending Locker Room Codes for their respective fields. Locker Room Codes within the range entered will be included in the process.
DeleteUse Trip Code Range (TPTrip_TripCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of Trips.
THEN
Enter the range of Trip Codes.
OR
Leave this option de-selected to skip the Trip Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Begin Trip Code (TPTrip_TripCode_Begin)
This field is applicable only if you opt to Use Trip Range.
Select the Beginning and Ending Trip Codes for their respective fields. Trip Codes within the range entered will be included in the process.
DeleteEnd Trip Code (TPTrip_TripCode_End)
This field is applicable only if you opt to Use Trip Range.
Select the Beginning and Ending Trip Codes for their respective fields. Trip Codes within the range entered will be included in the process.
DeleteUse League Range (LSLeague_LeagueCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of leagues.
THEN
Enter the range.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you don't have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin League (LSLeague_LeagueCode_Begin)
This field is applicable only if you opt to Use League Range.
Select the beginning and ending league codes for their respective fields.
DeleteEnd League (LSLeague_LeagueCode_End)
This field is applicable only if you opt to Use League Range.
Select the beginning and ending league codes for their respective fields.
DeleteUse Service Item Range (PSServiceItem_ServiceItem_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of Service Items.
THEN
Enter the range of Service Item Codes.
OR
Leave this option de-selected to skip the Service Item Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Begin Service Item (PSServiceItem_ServiceItem_Begin)
This field is applicable only if you opt to Use Service Item Range.
Select the Beginning and Ending Service Item Codes for their respective fields. Service Item Codes within the range entered will be included in the process.
DeleteEnd Service Item (PSServiceItem_ServiceItem_End)
This field is applicable only if you opt to Use Service Item Range.
Select the Beginning and Ending Service Item Codes for their respective fields. Service Item Codes within the range entered will be included in the process.
DeleteUse Inventory Item Range (PSInventory_InventoryCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of inventory items.
THEN
Enter the range of inventory item codes.
OR
Leave this option deselected to skip the range filter and make selections from the DataGrid.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option de-selected skips this filter and results in ALL codes being included.
Begin Inventory Item (PSInventory_InventoryCode_Begin)
This field is applicable only if you opt to Use Inventory Item Range.
Select the inventory code range. Inventory item codes within the range entered will be included in the process.
DeleteEnd Inventory Item (PSInventory_InventoryCode_End)
This field is applicable only if you opt to Use Inventory Item Range.
Select the inventory code range. Inventory item codes within the range entered will be included in the process.
DeleteUse Ticket Range (PSTicketMain_TicketCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of POS Tickets.
THEN
Enter the range of POS Ticket Codes.
OR
Leave this option deselected to skip the POS Ticket Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you don't have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all Codes being included.
Begin Ticket (PSTicketMain_TicketCode_Begin)
This field is applicable only if you opt to Use POS Ticket Range.
Select the beginning and ending POS Ticket Codes for their respective fields.
DeleteEnd Ticket (PSTicketMain_TicketCode_End)
This field is applicable only if you opt to Use POS Ticket Range.
Select the beginning and ending POS Ticket Codes for their respective fields.
DeleteGolf Course (GRCourse_GolfCourse_ComboBox)
This field appears in numerous programs. Its functionality may vary.
Select only those Golf Course Codes for which you want this process to apply.
OR
Leave this option at its default setting to skip thhis check and include all Golf Courses in this process.