IMPLEMENTING TENNISCOLLECT

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1 IMPLEMENTING TENNISCOLLECT Revised January, 2013 For Additional Assistance, Please Contact: TennisConnect Support Services XT 2 -or- Charlie Ruddy TCPS, LLC Account Management Services XT 512 Charlie.ruddy@tcpsservices.com

2 Table of Contents TennisCollect...3 Transaction Types Events you publish on your calendar Court time Lesson payments Miscellaneous payments User defined payment forms Membership payment forms Payments On Account... 5 FAQ: Transaction types not supported Security, Privacy and Trust... 5 Summary... 5 Implementing TennisCollect...6 Selecting a Merchant Account Processor and Gateway... 6 The Basics... 7 Fee Settings... 8 Miscellaneous Invoices... 9 Transaction History... 9 Going Live with TennisCollect... 9 Pricing - TennisCollect TennisCollect Proprietary and Confidential Page 2 of 10

3 TennisCollect TennisCollect is an optional module providing support for billing, accounts receivable, and online payments. TennisCollect is more than just a credit card processing system, since it supports data capture for multiple forms of payment (bill my account, pay at check-in, etc) and pricing rules that allow you to implement tiered pricing (sush as member / non member, or city resident / non-resident). TennisCollect is fully integrated with the TennisConnect Contact Manager, Calendar, and Tennis Court Scheduler. When you elect to accept credit card payments through your web site, TennisCollect is the middleware software that connects to your web site to your merchant account processor, who in turn authorizes the transactions and places the funds in your bank account. There are no per transaction fees for using TennisCollect, however normal credit card rates will apply from your merchant processor and their payment gateway services. While you will find that TennisCollect is an excellent tool for collecting online payments, it will not meet all of your organizational payment and cash receipts processing requirements, nor is it a complete accounting system. Please read this section carefully to understand how and when you can use TennisCollect effectively. Note: as with all software applications, we continuously enhance our system. Over time we would like to support all requirements, but it is going to take some time to get there. Please base your decision to use TennisCollect on current capabilities. Transaction Types TennisCollect provides integrated payment processing for the following seven types of transactions: 1. Events you publish on your calendar pricing table supports tiered pricing by member type (Academy member, Full member, City Resident, etc). You control the allowable forms of payment for each enrollable event (credit card online, charge my account, pay at check-in etc). If you wish to require online credit card payment with enrollment, simply make that the only option. Strengths: Online enrollment and payment for camps, clinics, socials, group lessons. Not supported: volume discounts (multi-student), coupon books. Please use your existing manual processes, or create a miscellaneous invoice or adjustment for these pricing exceptions. 2. Court time pricing rules table supports fee calculation by court, time of day, day of week, and member type. Again, you control the allowable forms of payment. TennisCollect also supports exceptions to the price and form of payment by member Type (some member types may be able to charge my account, while others may not). Strengths: Pricing flexibility by season, prime / non prime time, court and member type. Not supported: Split payments, guest player fees. TennisCollect recognizes one financially responsible party when court time is booked. The rate calculator will base the cost of the TennisCollect Proprietary and Confidential Page 3 of 10

4 reservation based on the Court Pricing Rules (Single, Doubles, Court, Time of day, Day of week, Duration of reservation (30, 60, 90, 120) and the member type). Since the other players are not required at the time the reservation is made, any additional fees for guests must be collected at check-in. 3. Lesson payments pricing table supports 30 and 60 minutes by Pro Strengths: Ability to vary rate by pro. NOTE: Lesson Fees are variable by member type, but they do not follow the same rules as the member type multipliers used for calculating court prices. Not supported: split payments for semi-private and group lessons. NOTE: Group lessons should be implemented using the Calendar anyhow, so this is not really a limitation. Discounted lesson rates (private) for member types (ex: Academy members) are handled by the system on a flat fee 4. Miscellaneous payments completely free form, pay now or payment request functions. The purpose of the miscellaneous payments function is to provide you with a completely free form catch all means of billing your customer, AND providing you with the ability to enter a customer credit card number and payment on the spot. Strengths: Great for misc pro shop charges, stringing services, and as a catchall. Also has the ability to manually enter tax lines since these are in store purchase items rather than Internet purchases. Not supported: The form of payment must be either credit card online (at the time of the invoice creation) or payment request, which posts the open invoice to the customer Contact Manager record and sends the customer an payment request. In essence these are not limitations since the context of a miscellaneous payment 5. User defined payment forms allow you to create payment forms for items that do not fit neatly into the calendar or court scheduler. Strengths: The ability to create your own form questionnaire and the designate required responses. Great for payment of items that are not tied to a specific date (league fees, coupon books, gift certificates, donations, etc) Not supported: There is no report writer or download to excel to analyze the data collected on custom payment form (as there is with the calendar enrollments). You will of course have access to the payment transaction and transactions log, and you can research / view the payment form questionnaire responses individually. You also receive payment form questionnaire responses in each payment form notification. You just cannot go back later and download the payment form questionnaire response for analysis later. 6. Membership payment forms a special type of payment form that automatically adds XXX months to the membership TennisCollect Proprietary and Confidential Page 4 of 10

5 expiration date field in the Contact Manger record. Strengths: Great for annual, seasonal, life-time memberships. Family support for attached Contacts. Not supported: Automatic recurring billing. TennisCollect does not store consumer credit card information, which is required for recurring payments. The software simply makes a secure connection to your payment gateway at the time each transaction is processed, and stores the return transaction authorization code. 7. Payments On Account allows your customers to log in on your web site and review their transaction and payment history, and to pay individual open invoices (where they had previously selected charge my account or Mail payment), or to make a blanket Pay on Account. Strengths: great for settling charges from the pro shop, snack bar, etc. Not supported: there is no automated bulk payment application utility to apply a payment on account against specific open invoices. When you receive a payment on account, you must log in and allocate the payment to mark specific invoices as paid. FAQ: Transaction types not supported. This is not a comprehensive list, and there are sure to be other transaction types that TennisCollect does not support. This is a list of questions that we have received in the past: TennisCollect does not support Electronic Gift Cards (EGK) or Automatic Recurring Billing (ARB). You can sell a gift certificate or coupon book through your web site using TennisCollect, and you can collect your money for the sale; however you will need to manage the redemption process and accounting manually. TennisCollect does not support multi-currency. TennisCollect does not currently provide an automated accounting interface. Transactions may be downloaded to MS Excel for your formatting and importing to the accounting system of your choice. Security, Privacy and Trust TennisCollect never touches your money or knows anything about your banking details. TennisCollect does provide a secure connection (128 bit encryption using a Thawte Secure Certificate) from our PCI certified (Payment Card Interface as required by law) servers to your payment gateway. Each TennisCollect customer receives a certificate of PCI compliance. Summary TennisCollect has been in use by the Tennis Industry Association since June of Integrated functionality for the seven transaction types has evolved over time and is now being promoted to commercially available status. TennisCollect is supported by the same staff supporting TennisConnect, ensuring a high degree of consistency and expedience handling your requests. The disclosures made in this document are not TennisCollect Proprietary and Confidential Page 5 of 10

6 intended to discourage you from using TennisCollect, quite the contrary, they are intended to help you understand where and how you can integrate online payment processing with complete confidence. Implementing TennisCollect TennisCollect is very easy to implement and use. You have a few decisions to make up front, and then it is the type of product that you will use very few days if not every day. When you subscribe to TennisCollect there is a one-time setup fee of $300 and a recurring monthly fee of $35. Internally we do not use the TennisCollect software for recurring monthly billing (since TennisCollect was built for tennis providers to charge for things like lesson and court time and we are not a tennis provider). Our recurring monthly billing is managed by our accounting department, with charges being applied on the 1 st of each month. Selecting a Merchant Account Processor and Gateway While it is not the first task you set up, the first decision you should make is who to use as your Merchant Account Processor for your gateway. Merchant Account Processors are authorized by the banks and credit card companies to connect to your bank account and process credit card transactions. Your Merchant Account Processor provides you with training and customer service for all inquiries related to settling your online payment transactions with your bank. Your Merchant Account Processor arranges the underwriting for your web site to accept payments, sets your rates for accepting credit cards, and assesses any other fees for their services. Your Merchant Account Processor is also a reseller of a Payment Gateway which is how your web site gets connected to your merchant account. TennisCollect supports three industry standard payment gateways which are in turn supported by the vast majority of all Merchant Account Processors. NOTE: You do not need a Shopping Cart or an SSL certificate with TennisCollect. TennisCollect is the shopping cart, and provides the SSL certificate. We can work with any Merchant Account Processor who supports one of the three gateways: Authorize.NET (Authorize) Virtual Merchant (Elavon) PayPal web site payments pro (PayPal) Note: PayPal by itself is not a Payment Gateway. You can use PayPal on your web site today without TennisCollect, but your consumers make payments on PayPal s web site (not yours), so there is no integration between PayPal and TennisConnect for price calculation, transaction history, etc. The folks at PayPal know this, so they went out and bought a payment gateway and they market it under the name PayPal Website Payments Pro. How to decide? There are thousands of Merchant Account Processors in the US who support Authorize.net and/or Virtual Merchant. You can use any of them; however we do have a unique relationship with one in particular Capital Q in Mesa, Arizona. Capital Q has been servicing several TennisCollect customers and provides a level of personalized service and straightforward pricing that we have found rare in this industry. They support both Authorize.net TennisCollect Proprietary and Confidential Page 6 of 10

7 and Virtual Merchant, so they are in a unique position to give you unbiased advice on the pro s and con s of either service for your business. Capital Q is an Evalon Payments Partner and a registered MSP/ISO for US Bank Minneapolis, MN. To contact Capital Q, call and ask for Ed Moore. Ed and his team are familiar with TennisCollect and the underwriting process, and have provided very good rates and customer service to the TennisCollect customer base. The Basics When you log in to TennisConnect you will see a new menu option on your Control Panel or under Facility Settings TennisCollect (lower left hand column: click the TennisCollect logo). Note the tabbed user interface. Choose Settings. Basic Settings: The Basic Settings are text areas for you to complete with your cancellation and refund policy. These policies are required by your merchant account processor. If you do not have a formal cancellation / refund policy, use something like this: Refund / Cancellation policy Fees for programs are not refundable unless the class is cancelled. Please direct any special requests to Contact Name, Organization name, Physical Address, City, State, Zip, Phone number (including area code) address: this is the address that will be used when TennisCollect sends payment receipts to your consumers. Mailing Address: this is the address that will print on any mail payment invoices. If you choose to offer Mail Payment as a form of payment, then at the completion of the checkout process TennisCollect will provide your consumer with a professionally formatted invoice with their contact details and your mailing address for payments. Payment Gateway: this is where you specify your choice of a payment gateway. Available Credit Cards: you may turn on or off the credit cards you wish to honor. The pay by credit card option and images will change based on you selection (if you decide to offer all 4 the graphic will show Amex, Visa, MC and Discover. If you decide to only offer Visa & MC, the payment graphic will only include Visa / MC and the software will reject Amex and Discover). Customer Header: your payments pages must contain content from a secure directory (https). Since your web site itself does not use https, you can add a unique header here. Entries you make here will be included in the banner area of your secure pages. This content can be and exact copy of your web site header (just stored in this secure directory). You may need the custom header for payments pages to be different from your web site however (as the company being paid (you) is different from the web site (park name)). Member Statuses: are not in use at this time. TennisCollect Proprietary and Confidential Page 7 of 10

8 Payment Methods: are where you set the system wide forms of payment that you choose to accept. You will most likely choose to vary the form of payments available on specific events or transaction types, or maybe you never want to offer charge my account so simply turn it off here and you will never see charge my account as an option on any transaction type. Termination Reasons: are not in use at this time. Fee Settings You can administer fees for events, court time, and lessons, as well as any member level fee overrides for the court scheduler. Event Fees provides a view of all of the events in your ecalendar. To use TennisCollect for online enrollments the event must be set up in the ecalendar using an enrollable category. Instead of having to go through each event from within the ecalendar and set the pricing and form of payment, you can bulk update all of your events from here (you also have the ability to set the TennisCollect fee information while creating a calendar event it is just easier to update multiple events at once from the Event Fees view). Court Pricing Rules opens a menu of pricing rules that you will later attaché to each court in order to implement online payment for court time. Each rule may have a set of rules inside the rule (to vary pricing and allowable form of payment by time of day) Pricing Multipliers are rules that increase or decrease the base court time rule by member type. For example, you may provide Full Members with a 10% discount, or a flat fee, or a specific dollar amount to be added to or subtracted from the calculated base rate. Lesson Fees are where you enter the fees for each Lesson Available that you create either through the online tennis court scheduler or the mass court blocker. TennisCollect will default the fee for a lesson from the Staff / Employees Rate table. When you choose to use TennisCollect to process payments for lesson fees, you must go into the Lesson Fees function to turn on TennisCollect for any Lessons Available that have been created using the court scheduler or the mass court blocker. Payment Forms are user defined forms that allow you to collect payments for anything. There are certain activities that are not tied to a date (so the ecalendar might be not appropriate) and not tied to court usage (so the Court Scheduler is not appropriate), so TennisCollect allows you to create your own payment forms for anything you like. Basic forms are just that: Form name, title, and dollar amount. Advanced forms allow you to create your own questionnaire inside the form. For example: what is your NTRP rating? or who is your doubles partner? You may also specify the question type (open text or multiple-choice) and make a question mandatory or optional. NOTE: TennisCollect does not currently support a report writer to analyze payment form questions and responses. While this may be developed in the future, it is not a current capability of TennisCollect. Explore using the ecalendar (where you can download responses to MS Excel), or be sure to keep your own external database up to date as each payment form notification comes in (you will always TennisCollect Proprietary and Confidential Page 8 of 10

9 receive an for payment confirmations which contains the responses to the questions on the payment form). Membership forms are special type of form that advances a members expiration date by XXX months. You specify the form name (Annual membership, Seasonal membership, etc) the amount and the number of months to extend the membership expiration date and TennisCollect will do just that! isfamily Membership is a special field that cause TennisCollect to automatically updated the expiration date of a contacts dependent contacts as well. For example, a family of four where each family member has their own login, and are attached to the Financially Responsible member in Contact Manager. When the Financially Responsible member renews their membership, each of the dependents will be advanced the same number of months. Miscellaneous Invoices All of the previous payment functions require the consumer to initiate a payment activity from your web site. The final tab in TennisCollect (Create Invoice) allows you to generate an invoice and either the payment request to your customer or enter their credit card payment details immediately yourself. Create Invoice allows you to select the contact from your Contact Manager or add a new contact if the customer is not yet in the Contact Manager database. Invoice Details allows you to enter up to 5 detail lines. You may specify quantities and per unit amounts and TennisCollect will automatically perform the cost extension (2 Gatorades at $2.50 = 5.00 for the line). TennisCollect also allows you to specify the taxability of the line. You may apply one tax rate per invoice. TennisCollect will extend the invoice amount by calculating the sum of the lines plus the amount of the tax for the taxable lines. If you live in a place where you have multiple tax rates for goods and services, you will need to create a separate invoice for each tax type. Receipt / Invoice is the final page of the process where you can choose to Pay Online or Invoice in which case TennisCollect will send the miscellaneous invoice as a payment request via . You may also print a copy of the receipt for your records. Transaction History TennisCollect automatically retains the history of each transaction and adjustment. There is really nothing to setup in this section, but it is useful to know that you can export all transactions to MS Excel, look up transactions by customer name, search for transactions by a variety of criteria including paid status, date, etc. You can also manually edit transactions; mark them as paid (with payment reference information as for receipts using pay by mail ). Please see TennisCollect Transactions in the user guide for more details. Going Live with TennisCollect Please consult with your bookkeeper or accountant to make sure you have established proper accounting procedures for tracking the revenue collected using TennisCollect. We do not provide accounting services, nor will TennisCollect be responsible for any misuse of the funds or accounts receivable transactions generated. TennisCollect Proprietary and Confidential Page 9 of 10

10 Make sure you change your test mode settings in both TennisCollect AND your merchant processor gateway to LIVE MODE when you go live. During your implementation you will want to run through a variety of transactions all the way, including making payments on your credit card and ensuring proper record keeping. While you are in test mode these transactions will run through the entire validation process but not actually charge your credit card or credit your bank account. Pricing - TennisCollect TennisCollect is an optional module built by the developers of TennisConnect. TennisCollect carries the same warranty as your TennisConnect service. One Time Set up fee Monthly Fee* $300. Includes database setup and training $35. Billed at the beginning of the 2 nd month of use * May be turned off seasonally. You will still have to carry the cost of your Merchant Account Processor; however we are willing to suspend TennisCollect monthly billing upon request. There are no other fees payable to TennisCollect. No transaction fees, no percentage fees. To use TennisCollect you are required to establish a Merchant Account Processor and choose an online Payment Gateway. Cost ranges from $15-25./month plus the per transaction fees arranged between you and your Merchant Account Processor. TennisCollect Proprietary and Confidential Page 10 of 10