Electronic Payment Processing Export (Online Banking) in The Marina Program

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1 Electronic Payment Processing Export (Online Banking) in The Marina Program Introduction The Marina Program can export batch charges for balances owed by your customers against credit cards and bank accounts via the Online Banking feature off the Transaction menu. This functionality saves a tremendous amount of time and money by automatically posting payments to the tenant records and preparing the files for export to Fast Transact for credit card processing and your Bank for ACH debiting of funds owed from your customers bank accounts to yours. It also cuts the A/R cycle to 1 to 2 business days while improving cash flow. Note: if you only perform ACH auto debit and not credit card processing for your clients, please refer to the ACH Bank Debit Documentation found in the Add on Modules portion of the The Marina Program User Guide. Getting Started This functionality requires The Marina Program or higher and the purchase of the ACH and Credit Card processing modules from Watch Captain. For more information, us at info@watchcaptain.com. Once has been installed on your machine, you will want to create a short cut on your desktop to the FastTransactUtility.exe that resides in your MarinaCC folder for future use. Last Edited 10/29/09 Sarah Murphy Page 1

2 Drag the short cut to your desktop. You will refer to it later. Getting Started with Fast Transact (credit cards) and your bank (for ACH) Preparations need to be made in advance with both Fast Transact and your bank. Fast Transact will provide you with an account and instructions for processing the credit card transactions. Your bank will put you in touch with one of their ACH Collections agent to enroll you for their ACH program and to provide you with bank information that you will need to share with Watch Captain to configure your system to generate the ACH file for your bank. In addition to your bank account and routing information, we will also need the bank s routing number and the number they use to identify your company to the bank. Preparing Tenant Records In preparation for batch electronic payment processing, you will first want to enter the appropriate Bank ID (Routing and Account Number) or Credit Card Information in your Tenant s Info/Wait tab in the their tenant record and select the appropriate Auto Bank Debit or Auto Charge Credit Card radio button depending on which method the customer and you have agreed upon for their auto payment of balances owed. Last Edited 10/29/09 Sarah Murphy Page 2

3 To enter the tenants Bank ID and Credit Card information, enter the Tenant Window through the List \ Tenant Option: To navigate through records, you can forward arrow by desired order (name, space, boat, registration number or record number) or use the binocular search feature to select specific tenant records by any of these orders. Once on the desired tenant Record, select the Info/Wait Tab: Last Edited 10/29/09 Sarah Murphy Page 3

4 For ACH/Auto Debit payment processing tenants, enter the tenant s Bank Routing Number followed by * and the Customer s Bank account ID * For Credit Card payment processing tenants, enter their Credit Card Account information. The first field is optional for a single letter to identify the type of credit card. The next field is for the credit card a account number. Enter the number without hyphens.* The next field is for the expiration date in the format mm/yy.* The final field is for the Security Code for that card.* ** It is important that these fields are correct. If they are not, or the credit card expiration is past due, the transaction will fail. Be sure to check the correct radio button for ACH or Credit card. If you have an option for ESO No print Statements on your installation, please make sure it is unchecked. Electronic Payment Export The most common workflow as it pertains to Electronic Payment Processing is as follows: 1. Statement printing toward the end of the month/period. Statements will include current outstanding balances as well as the recurring charges for the next month. 2. Close the Period to post next month s recurring charges against tenants records. 3. Run the Online Banking Export ** which will include outstanding balances to date and the current period s recurring charges. ** Please note that while in version of The Marina Program the Electronic Payment Export feature labeled Online Banking Export, that except when used with Ecomm this feature refers to Electronic Payment Export for ACH and Credit Card payments of balances owed. Once the files have been handed over to the Bank or Fast Transact, the payments will be automatically processed (your customer will not have the option of going online to choose when and how they pay the balance owed). Once you have your tenant records populated correctly, you can generate the export files for ACH and Credit Card processing with Fast Transact from the Online Banking EXPORT, found under the Online Banking item on the Transactions menu: Last Edited 10/29/09 Sarah Murphy Page 4

5 If desired, you can choose to run The Online Banking Report. This report shows all the customers whom are flagged for electronic payment processing regardless of whether or not they have a balance that will be charged. To actually create the file for export, select the Online Banking Export. The following dialogue box will appear: Note: When you select yes, all the customers that have balances owed and/or upcoming recurring charges as well as electronic payment information in their tenant records will have payments posted to their Marina Program Account for the balance owed. Select Yes to continue. Select Yes to print a report at the end. Next, you will see a message that the CLEARPAY.TXT is ready for transfer: Last Edited 10/29/09 Sarah Murphy Page 5

6 Click Ok. You are now ready to run the Fast Transact Utility.exe to convert the CLEARPAY.txt file into two files, one for your bank and one for Fast Transact. If you followed the steps above for creating a short cut to this utility, you can access it from your desktop: Otherwise, you can create a short cut now or run the utility directly from your Marina Program in the MarinaCC program file folder on your hard drive or server. Either way, double click on either the Fast Transact Utility.exe file. Enter your password if prompted: After entering your password, select Login and the Fast Transact Utility window will open: Last Edited 10/29/09 Sarah Murphy Page 6

7 If not already highlighted, you will want to click on to select the CLEARPAY.TXT file and then click the Process File option. Note: If this is the first time you are using the utility, the process will create the CLEARPAYACHDebits.txt file and CLEARPAYFastTransact.txt files to be given to your bank and Fast Transact respectively. For subsequent runs, those files will appear in the list of file, but you will continue to select the CLEARPAY.Txt file to process which will write over the previous periods CLEARPAYACHDebits.txt file and a CLEARPAYFastTransact.txt files. Your CLEARPAYACHDebits.txt file and CLEARPAYFastTransact.txt file are now ready to be uploaded to your Bank and/or Fast Transact respectively. For additional questions on preparing files for Electronic Payment Processing via ACH Auto Debit from customer bank account or customer credit cards, please contact us: support@watchcaptain.com. Last Edited 10/29/09 Sarah Murphy Page 7