Billing Procedures

We suggest you run the Credit Card Expiration report in the Toolbox before you start billing. It will list all members that have bad expiration dates on their credit cards. You should fix those accounts before you start your billing process!

1 _________        Click on the Billing tab. If billing information is listed on the screen, you'll need to Clear The Grid by clicking Select All and clicking Delete.

2 _________        Enter your Billing Date.  

3 _________        Click Get Data. The data that now appears will be for members who have billing due on or before the date you entered. Review the data, looking for members who have multiple billing dates or unusually high rates. If you find billing data that is incorrect, exit from billing, make the necessary corrections and go back to step 1.

4 _________        Click List Credits. This step will list any open credits in the members accounts and they will be used up at the end of this process (payments on account, etc.)

5 _________        Click the Report button. Print a report using the Payment Type Option or Membership option or both.

6 _________        Backup.  Do not skip this step. Exit from QuikCheK and do a backup.

7 ________        Log into QuikCheK again and return to the Billing Tab, click the Bill tab, click the Process Button.  When prompted "Do you want to create the transactions now?", click Yes.  This step posts the dues to all of your members accounts. The billing grid will now be cleared of all transactions. If members are still on the screen, go to the end of this checklist and review Validating.

8________        Click the Transactions tab. Click Create Batches. When prompted "Are you sure you want to create the batches now?", click Yes.  Click OK to all the windows that pop up except the ACH Effective date. Enter the date you that would like your bank to draft the members accounts.

9a ________        Completing Credit Card Drafting with a credit card machine - Go to the Process Returns tab. Select Credit Card at the bottom. Highlight the batch you just created. It should have today's date and time. Click Batch report at the top of the screen. You can use this report to run your credit cards through your credit card machine. You are done.

or

9b ________        Completing Credit Card Drafting using Credit Card Software(X-Charge or Xcharge) 

Go to the Send Data screen in QuikCheK, select the correct credit card batch, and click Send Batch.  If your are using X-Charge, please make sure you have the X-Charge Multiuser running. Your computer will connect to your credit card processor and get an authorization for each account transaction. The message "Batch Finished" will appear when all transactions have been authorized.

Settling a Batch thru CC software to finalize the transactions.

You will open software and click Function - Settlement end of day. You can print a report of all the transactions that you are about to settle if you like, or you can just click Perform Settlement.

10 ________        Completing Check Drafting - go to the Send data tab.

Select Checking as the process type.

Highlight your checking batch on the left. Click Move ACH Files. The file will be moved to the location that you specified in setup. Now you can get on the internet and transfer your file to your banking institution. Your bank will give you instructions on how to transmit the batch file through their website.

11 ________        Completing Invoice Billing - go to the Send data tab.

Select Invoices as the process type.

Highlight your Invoice batch on the left.

Click preview or print. You are done.

Declined Credit cards (only if you use a credit card machine)

If you have credit cards that were declined, go back to the Billing tab, click on the Process Returns tab. Select the batch you just ran, then click Show Batch Details.  You can click on the declined members and choose Debit account. This will post a charge to the account showing that the member still owes this months dues. When prompted 'Do you want to add these charges to next months billing' answer accordingly. If you normally bill current months dues plus all past due balances when you bill, choose YES, if you normally bill just the current months dues choose NO.

Check Draft Returns

If you have check draft returns from the bank, go to the Billing tab, click on the Process Returns tab. Select the batch you just ran, then click Show Batch Details.  You can highlight the returned members and choose Debit account. This will post a charge to the account showing that the member still owes this months dues. When prompted 'Do you want to add these charges to next months billing' answer accordingly. If you normally bill current months dues plus all past due balances when you bill, choose YES, if you normally bill just the current months dues choose NO.

NSF Fees

To post NSF fees or charge Late fees. Follow the same procedure as above but instead, click the member name and choose Charge Fee. Then select your fee from the pop up window.

Validating

               This step reveals why certain members cannot be billed.

               Select 'Mbrs without Prc' in the Prc Check box

               Click Select All, and then click the Validate button.

You will get detailed information about why each account was not selected for processing.  Some of the problems include: account not active, account not valid, or bad expiration date.  Once you have corrected each problem account, double click on the PRC checkbox to add the checkmark. When everyone has the Prc check mark, click Process to bill all the remaining names and they will join the others on the Transactions tab. Continue at step 8.

Fixing Bad Expiration Dates

Highlight the name with the problem

Click Edit Account

Change the expiration date, and Save - (most facilities bump the date up 2 years so they can process the billing. Don't forget to contact the member and get the correct billing info)

Place a check in the Prc column, now they are ready to be billed