Processing bank card payments

Menu 4.20, Menu 9.42

Although this menu option is available from menu 4.20, the security basis is menu 9.

Use this option to process bank card payments.

To process bank card payments:

1. From the Master menu, do one of the following:

   • Navigate to Utility > Process BC Payments (menu 9.42).

     

     The Process BC Payments option is located on Screen 2. To access the second screen, press Enter at the Enter Selection prompt.

   • Navigate to Trust Activity > Plan Trans Report (menu 4.20).
     • In the Plan Transactions Reports window, select Process BC Payments, and press Enter or click Ok.
2. In the Recurring Bank Card report selection window, select Process BC Transactions, and press Enter or click Ok.

3. In the BC Trans Report window, do one of the following to determine which payments are selected, and press Enter or click Ok.

   Process today's payments

   Select To be Deposited Today.

   Select payments for a range of dates

   1. Select Range of Dates.
   2. In the Enter Beginning Date window, type the date to begin selecting payments, and press Enter or click Ok.
   3. In the Entering Ending Date window, type the date to stop selecting payments, and press Enter.

   The default date is today's date. To use this date, press Enter or click Ok.

   Process all unprocessed payments

   Select All Unprocessed checks.

   Depending on when you process your payments, you may have to overlap dates to make sure you send all the payments. Be sure your date range picks up any transactions not processed earlier (authorized date may have been missing).

4. In the Sort Options window, select a sort option to determine how the payments display on the BC Transactions report, and press Enter or click Ok.
5. In the Recurring BC Transactions report window, do one of the following to select the output destinations for the report, and press Enter or click Ok:
   • To view the reports on your screen, click View.
   • To email the reports, click Email.
   • To send the reports to your assigned printer, click Print.
   • To exit this process, click Cancel.

6. At the Click yes to process the Bank Card transactions. prompt, to continue, click Yes.

   When you process bank card payments, these reports automatically display:

   Depending on your settings, they may display behind each other:

   • BC Transactions report - Includes all payments ready for processing.
   • BC Checks Sent To PC report - Includes the bank card payments that were processed. The payments that resulted in error do not display on this report.
   • Errors on BC Transactions report - Includes the BC payments that were not processed due to errors.

   After the batch file is created, the Processing Totals window displays. This screen shows the total payments that were sent, how many received errors, and the total dollar amount.

   

7. Press Enter to return to the Utility menu.

The following is an example of the BC Transactions report and the BC Checks sent to PC Report referenced in Step 6:

The following table describes the columns of the report:

Column	Description
Desk	The desk of the collector who processed the bank card payment.
Dep Date	The date the bank card payment was deposited.
Debit-Amt	The amount deposited for the bank card payment.
Account	The identification number and name for the account.
Client#	The number your agency uses to identify the client.
Desk	The desk of the collector who processed the ACH payment.
Ex Dt	The expiration date of the bank card.
Cnt	The number of bank card payments for the desk.