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E-Funds

In our digital world, we are always looking for quicker ways to get payment from our customers. ARS addresses this need with our multi-interface E-Funds module. The Electronic Funds module allows for customers to pay with credit card, transfer, or Lock Box, and keep their financial information secure.

Benefits

Save time with credit cards! The Electronic Funds (E-Funds) module eliminates the need to manually key-in credit card transactions and all subsequent payment data. In less than five minutes you will be able to accomplish what used to take hours. The E-Funds module will help encourage and expand payment by credit card or electronic debit.

Design Features

Features Included With E-Funds:

01

Import and Export Credit Card Data

02

Expired Credit Card Option

03

Import and Export Bank Data

04

Lock Box Processing

The CCPM automatically generates a report of activity that says whether each credit card was processed and rejected or approved.

The Expired Credit Cards option searches your customer records for credit cards that are scheduled to expire on a specified date. This option prints a report of these “soon-to-expire” credit card accounts for your reference.

The Bank Transfer creates a text interface file that your ACH Direct can process. This file consists of your customers’ valid bank data that needs to be processed.

You may find it convenient to transfer payments into the RMA Corporate or Enterprise system by using a spreadsheet instead of keying it in by hand if your customers drop off payments at a lock box.

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How It Works

The Credit Card Processing Module allows you to charge customers via credit card and bank transfer. When charging with a credit card, the CCPM prepares a data file of customer credit card information that is transferred to your credit card processing software. This is where the transactions actually occur. The CCPM then receives a record of the resulting transactions from your processing software and enters that data into your RMA Corporate or Enterprise software.

MORE

The data is processed automatically, like any other payment.Therefore, you will not need to purchase a credit card swipe machine to process credit card data. In addition, this module generates a report that contains each customer’s account activity, credit status, and other account-related information. This module also allows you to generate a report of “soon-to-expire” credit cards. By allowing you to process credit card data simply and economically, the CCPM ensures that your company receives valid and prompt payments from your credit customers.

LESS

The CCPM creates a text interface file that your Global PC can process. This file consists of your customers’ valid credit card data that needs to be processed. You can process transactions for both one-time only customers and month-end customers.Some of the design features of the credit card processing module include the following:

Import and Export Credit Card Data: After Global PC processes the data in your export file, you will want to import the data, which RMA Corporate or Enterprise recognizes as “results” data. Go to Import Data, under Transactions, Payments, Process Credit Cards. Results Data Select Global PC and the correct date, then click OK. Once the import has completed the payments can be reviewed. When you import this file, the CCPM automatically generates a report of activity that says whether each credit card was processed and rejected or approved. When a credit account is approved, the CCPM automatically stores payment information in the Payments file in RMA Corporate or Enterprise. However, you will need to post these transactions to the customers’ accounts. If a credit account is rejected, you have the option to generate a one-page, fold-up letter informing the customer why the bank rejected their credit card. This letter will fit in a double-window envelope that your company can mail to the customer. This letter will also request that the customer provide you with updated credit information. To apply transactions to customer accounts, you will need to post them to their accounts by selecting Post Transactions, under Transactions.

Expired Credit Card Option: The Expired Credit Cards option, found under Transactions, Payments, Process Credit Cards, searches your customer records for credit cards that are scheduled to expire on a specified date. This option prints a report of these “soon-to-expire” credit card accounts for your reference. For each account expiring before the specified date, you have the option to generate a one-page, fold-up letter that informs the customer that their credit card will expire on the specified date.

Import and Export Bank Data: The Bank Transfer creates a text interface file that your ACH Direct can process. This file consists of your customers’ valid bank data that needs to be processed. You can process transactions for both one-time only customers and month-end customers. Import Bank Data After ACH Direct processes the data in your export file, you will want to import the data, which RMA Corporate or Enterprise recognizes as “results” data. When you import this file, the Bank Transfer automatically generates a report of activity that says whether Bank Transfer was processed and rejected or approved. When an account is approved, the Bank Transfer automatically stores payment information in the Payments file in RMA Corporate or Enterprise. However, you will need to post these transactions to the customers’ accounts.

Lock Box Processing: You may find it convenient to transfer payments into the RMA Corporate or Enterprise system by using a spreadsheet instead of keying it in by hand if your customers drop off payments at a lock box. This program will take a specially formatted Excel spreadsheet and acquire payment data as if it were keyed in by hand. In order to facilitate data entry, you can enter payment information automatically without keying it manually if it has already been entered on an Excel spreadsheet.

The Bank Transfer prepares a data file of customer bank information that is transferred to your bank processing software. This is where the transactions actually occur. The Bank Transfer Module then receives a record of the resulting transactions from your processing software and enters that data into your RMA Corporate or Enterprise software. The data is processed automatically, like any other payment.

In addition, this module generates a report that contains each customer’s account activity, credit status, and other account-related information. By allowing you to process bank information simply and economically, the Bank Transfer Module ensures that your company receives valid and prompt payments from your customers.

Before setting up the credit card module, understand that this module does not actually process transactions or payments with your customers’ credit card information.

You must currently be running RMA Corporate or Enterprise on your computer. In addition to purchasing the Electronic Funds Module, payment-processing software will need to be purchased.

Q. Do I need to purchase anything in addition to the Electronic Funds Module?

A. In addition to purchasing the Electronic Funds Module, payment-processing software will need to be purchased. Below is information on this payment-processing software for credit card and bank transfers.

Q. What payment processing software do I use?

A. While the CCPM is compatible with several processing software programs, ARS recommends using Authorize.net. We have found this payment-processing software to be very dependable and user-friendly. It will enable you to process your credit cards efficiently. If you are using processing software other than Authorize.net, please contact ARS and inform them which software you have chosen to avoid installation or processing issues. Contact Authorize.net to purchase credit card processing software that interfaces with your CCPM. Authorize.net will provide you with purchasing information and will answer any questions about ordering software, any special rates or discounts, etc. Visit Authorize.net for more details.

Q. In order to use the CCPM, must my company or I purchase a swipe machine?

A. No. A swipe machine is not required to use the CCPM. The data is processed automatically, like any other payment. Therefore, you will not need to purchase a credit card swipe machine to process credit card data. How do you prevent unauthorized employees from accessing data in our CCPM? Restrict unauthorized employees from accessing data in your CCPM. To do this, go to Security Level Codes , under List, Employee Setup. Determine which level code is assigned to employees who require restricted access to credit card data. You may modify existing codes, or create a new level code. Next, you will need to verify that the proper security level code—the code you just modified—is assigned to each employee who requires restricted access to credit card data. To do this, go to Lists, Employees. Use the PREVIOUS and NEXT buttons (the black arrows on the toolbar) to select an employee who requires restricted access. Or you may use the FIND button that is typically used to locate customer accounts. When the appropriate employee is displayed, click MODIFY. On the Security Level field, use the drop-down list to select the new security level to assign to this employee. Click SAVE and repeat this process for all employees who require restricted access.

Q. Does this module process the credit cards?

A. Before setting up the credit card module, understand that this module does not actually process transactions or payments with your customers’ credit card information. The CCPM prepares a data file of customer credit card information that is transferred to your credit card processing software. This is where the transactions actually occur. The CCPM then receives a record of the resulting transactions from your processing software and enters that data into your RMA Corporate or Enterprise software. The data is processed automatically, like any other payment. Therefore, you will not need to purchase a credit card swipe machine to process credit card data. In addition, this module generates a report that contains each customer’s account activity, credit status, and other account-related information. This module also allows you to generate a report of “soon-to-expire” credit cards. By allowing you to process credit card data simply and economically, the CCPM ensures that your company receives valid and prompt payments from your credit customers.

Q. Can I do bank transfers or just ACH?

A. While the Bank Transfer is compatible with several processing software programs, ARS recommends using ACH. We have found this payment-processing software to be very dependable and user-friendly. It will enable you to process bank transfers efficiently. If you are using processing software other than ACH, please contact ARS and inform them which software you have chosen to avoid installation or processing issues. Before setting up the bank transfer module, understand that this module does not actually process transactions or payments with your customers’ bank information. The Bank Transfer prepares a data file of customer bank information that is transferred to your bank processing software. This is where the transactions actually occur. The Bank Transfer Module then receives a record of the resulting transactions from your processing software and enters that data into your RMA Corporate or Enterprise software. The data is processed automatically, like any other payment. In addition, this module generates a report that contains each customer’s account activity, credit status, and other account-related information. By allowing you to process bank information simply and economically, the Bank Transfer Module ensures that your company receives valid and prompt payments from your customers.

Q. Do I have to do reoccurring billing or can I process one Time Only Accounts?

A. To process one-time only accounts, you must have already indicated those accounts as “one-time only” in the Bill section on the Bank Information screen, where you entered customer credit data.In this same area, you must have entered a processing date and an account balance. Otherwise, the Bank Transfer cannot process that account’s data. To process bank data for designated “one-time only” accounts, check the One-Time Only Accounts box. This file will retrieve customer data whose date for one-time only processing matches the date you indicate in the Process Date field.

Q. Can I Import Bank Data?

A. After ACH Direct processes the data in your export file, you will want to import the data, which RMA Corporate or Enterprise recognizes as “results” data. Go to Import Data, under Transactions, Payments, Bank Transfer. Can I import customer and credit card information? You may find it convenient to transfer payments into the RMA Corporate or Enterprise system by using a spreadsheet instead of keying it in by hand if your customers drop off payments at a lock box. This program will take a specially formatted Excel spreadsheet and acquire payment data as if it were keyed in by hand. In order to facilitate data entry, you can enter payment information automatically without keying it manually if it has already been entered on an Excel spreadsheet. NOTE: There is a difference in file formats depending on whether you are importing a single payment applied to multiple items or multiple payments applying to single items. Once your spreadsheet is complete, go into your Route Manager program and select the option Lock Box from the Payments pad. You will see the following screen. Use the information below as a reference. After the above information has been entered, press OK. The program will then gather the data from the spreadsheet. Once the payments are in, you may choose to print a report of all transactions brought in. This should be reviewed so any errors discovered can be corrected before posting. You may modify these errors as an unposted transaction.

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