Clients

Client Summary 
The Client Summary page gives the merchant a quick view of the Client’s stored details.
 
Setup a New Client
A client can have an unlimited number of payment accounts (Credit Card, eCheck, ACH, etc…) associated to their billing plan. Each Client Payment Type must be associated with the merchant account that will be used to charge the payment. This correlation simplifies refunds and client payment management. To setup a new Client in the Data Vault:
 
Step 1: Click the Data Vault > Clients > New on the menu bar.

 
This will open a screen similar to shown below:

Step 2: Enter the Client ID if you want additional customer identification number beyond the system generated Data Vault ID.
 
Step 3: Enter Contact Information for the Client.  The system stores both the Billing and Shipping Address, only the Billing Address is required (each required field is marked with red outline and "!" icon). 
 
Step 4Click Create in the section Client Service Portal and enter all required information in order to give the client an ability to login in the client portal.

Step 5: Click Next.

Also user can sent to client email with invitation to join the company.

If previously customer did not register user.

Step 1: Click Invite.

After click on the button, an email input will be shown.

Step 2: To send a notification with invitation, enter email address and click Save.

 
The notification contain the link to page for enter username and password. Client can use the entered login and password for log in to CSP.

If previously customer register user.

Step 1: Click Invite.


After click on the button, the notification with invitation is sent. The notification contain username and link to page for enter password.
 
Add a Payment Type

Step 6: On the Payment Types tab press the Add Payment Type button.
Step 7: Enter Credit Card or Bank Account information (for echecks or ACH).
 
Step 8: Select if this account should be monitored by Account Updater (option 'Monitor Account' - available only for Credit Cards).
 
Step 9: Enter Billing Address.
 
Step 10: Click Save/Exit.
 
Step 11: Add another Payment Type or click Next.
 
Assign/Create a Recurring Billing Plan
User can create a new Recurring Payment Plan on the Manage Plan popup. If a appropriate plan already exists, user can select Plan Name it from the list and skip to step 11.
 
Step 1: Choose Assign New Recurring Plan on the Manage Plans tab.
Step 2: Click on the Add New Plan link on the Manage Plan popup. 

Step 3: Enter Plan Name.
Step 4: Enter Description.
Step 5: Enter Start Date.
Step 6: Under Customer Notifications, the following option is given to enable: 
  • Automatically Email Client on Assign/Update (if enabled - email notification will be sent to the client each time the assignment is created/updated).
Step 7: Under Merchant Notifications, the following options are given to enable:
  • Email Summarized Plan Report Every [Select - Day, Week, Month, Quarter] to [Enter Addresses That Apply]
  • Send Daily Plan Processing Statistics Report to [Enter Addresses That Apply]
  • Send Payment Plan Complete Report to [Enter Addresses That Apply]
  • Send Failed Payment Notification to [Enter Addresses That Apply]
  • Send Flagged Payment Notification to [Enter Addresses That Apply]

Step 8: Click Add Sequences for the plan.


Step 9
: Specify Sequence settings (amount, product ID, product description, frequency and duration).
Step 10: Click Update.


Step 11: 
Click Save/Exit.

Step 12: Identify the First Payment Date
Step 13: Choose Payment Type 
Step 14: Choose Merchant Account
Step 15: Enter Plan Description (optional)
Step 16: Select / unselect the Add Prorated Payment checkbox
 
The Plan Summary will display:
        » Total Payments
        » Total Dollars owed on this plan
        » End Date is the date of the final Client payment on the plan
        » Payment terms within the plan will be displayed.  If there are multiple terms, each will be labelled as a Sequence:
                o Number of Payments
                o Frequency
                o Start Date 
                o End Date 
 
Step 17: Choose to Activate Transaction Recycling by checking the box. Follow the next three steps if Transaction Recycling is selected or skip to Step 20.
Step 18: Fill in the number of times to Retry Failed Transactions
Step 19: Select The Retry Type - Daily, Weekly, or Monthly 
Step 20: Enter the number of days to Retry in the blank
Step 21: Choose to Automatically Email Client On Decline by checking the box.
Step 22: Choose to Email consumer [n] days before upcoming payment by checking the box.
Step 23: Click Save or Exit.
Step 24: Click the Manage Plans tab and select Assign New Plan to create another plan. 

Edit a Recurring Billing Plan
User can also edit selected Payment Plan on the Manage Plan tab. User 
can edit both the newly created plan and any one selected from the list.

Step 1: Select Plan Name.
Step 2: Click on the Edit Plan link.
Step 3: Make the necessary changes.
Step 4: Click Save/Exit.

Plans that are not assigned to any client can be fully edited. But user is unable to add/delete sequences for the plans that are already assigned to any client - he is able only to edit sequencies frequency for such plans. Changes in sequences will be applied to all plan assignments after saving them.

Assign/Create a Layaway Plan
Step 1: Choose Assign New Layaway Plan on the Manage Plans tab.

Step 2
: Enter Amount Purchased.
 
Step 3: Enter Product ID.
 
Step 4: Choose Payment Type.

Step 5: Choose Merchant Account

Step 6: Enter Plan Description (optional)

Step 7: Select / unselect the Add Prorated Payment checkbox
 
Step 8: Click Generate Plan.
 
The Plan Summary will display.

Step 9: Click Save or Exit.
 
Step 10: Click Next 
 
Tip: The only way to create a Layaway is from the Manage Plans page with a customer loaded.  The payment for a layaway plan is determined by the Layaway Rules (see below).
 
Custom Fields
Custom Fields can be used (created) to more specifically tailor the Data Vault to the merchant’s needs. Use the Administration > Custom Fields menu option to setup Custom Fields.
 
Step 1: Complete the empty Custom Fields.
 
Step 2: Click Next.
 
Tip: For Custom Fields to be visible in the Data Vault, the Everywhere Display Option must be selected when configuring the field. Go to Administration >Custom Fields to change this setting.
 
Notes
Step 1: Add notes pertaining to the customer.
 
Step 2: Click Next.
 
Client Notifications
Step 1: Setup email notifications for different events (new assignment created, assignment canceled, payment type created, payment type deleted and payment made).
 
Step 2: Click Next.
 
Documents
Step 1: Here user is able to upload different documents relating the current data vault client.
 
Step 2: Click Finish.
 
Payments
This feature is only available after a Client has been stored in the vault and is accessible in Edit mode.
Step 1:  Choose a client from the Data Vault > Clients > Search menu and click Edit.
 
Step 2: Click the Payments tab.
 
Step 3Select what transactions to display – All, Plan Payments, Invoices or simple Transactions linked to the current client
 
Step 4: Choose a plan from the Plan dropdown for Plan Payments.
Client Stats
This feature is only available after a Client has been stored in the vault and is accessible in Edit mode.
 
Step 1: Choose a client from the Data Vault > Clients > Search menu and click Edit.
 
Step 2: Click the Client Stats tab.
Points are awarded according to the Customer Scoring rule.
 
Quick Pay
This feature is only available after a Client has been stored in the vault and is accessible in Edit mode.

Step 1: Choose a client from the Data Vault > Search > Client menu and click Edit.
Step 2: Go to Client Summary tab
Step 3: Here you have two options in the Quick Pay section:
        » Custom Payment - to process simple Sale transaction for any amount
        » Plan Payment - to process payment for any assigned plan

Custom Payment
Step 4.1: Select Custom Payment option
Step 5.1: Enter amount
Step 6.1: Select Merchant Account through which the transaction should be processed
Step 7.1: Select Payment Information - one of the created payment info of the current client (in this case all information will be prefilled with the information from this payment info) or Custom (in this case you will enter all information manually)
Step 8.1: Click Pay Now - system will redirect you to the Sale page
Step 9.1: Enter all required data
Step 10.1: Click Pay Now

Plan Payment
Step 4.2: Select Plan Payment option
Step 5.2: Select plan for which the payment should be processed
Step 6.2: Select which payment of the selected plan should be paid (Next Payment, Past Due Payment or Total Balance)
Step 7.2: Select Merchant Account through which the transaction should be processed
Step 8.2: Select Payment Information - one of the created payment info of the current client - all information will be prefilled with the information from this payment info
Step 9.2: Click Pay Now - payment will be paid and you will be able to pay another payment of this plan or to select any other assigned plan
 
Search (Clients)
Client Search enables merchants to find Clients in the Data Vault.  
Step 1: Click the Data Vault > Clients > Search on the menu bar.
 
Step 2: Enter the search criteria:
        » Company
        » Last Name
        » Token ID
        » Customer ID
        » Plan Name – All Clients who belong to a specific billing plan will be displayed.
        » Creation Date – Date range pertaining to the establishment of a Client in the system.
        » Expiration Date
        » AU  Operation Date – Date range of the latest update from Account Updater system.
        » Client Status – Options are:
                o All – Clients having all of the following Client statuses will be displayed.
                o Active – Client is enrolled in a payment plan.
                o Incomplete – Setup of the Client was not finished.
                o Inactive – Client has been deactivated.
                o Archived – Client has been “Deleted” by the merchant.  The actual Client record will remain, but will not be usable.
        » AU Status – This is the latest status recieved automatically from the Account Updater system. Options are:
                o All – Clients having all of the following AU statuses will be displayed.
                o Account Closed – Client's payment type has been deleted.
                o Card Updated – Credit card from client's payment type has been updated.
                o Contact Cardholder
                o Expiration Updated – Expiration date of credit card from client's payment type has been updated.
        » Payment Status – Options are:
                o All – Clients having all of the following Payment statuses will be displayed.
                o Cancelled – Client enrollment has been cancelled.
                o Complete – Client successfully completed all payments.
                o Declined – Last payment was Declined by the processor or issuing bank.
                o Expired – Payment Type is Expired, this generally pertains to credit cards.
                o Failed – Last payment failed.
                o None – Client has not yet processed a payment.
                o OK – All details are ok
Step 3: Click Search. 
Sale
The Sale link opens the same popup that described in the section Quick Pay above.

Credit
This option allows to process Credit transactions for the selected data vault client
Step 1: Click Credit next to the client for which you want to process Credit transaction
Step 2: Enter amount
Step 3: Select Merchant Account through which the transaction should be processed
Step 4: Select Payment Information - one of the created payment info of the current client (in this case all information will be prefilled with the information from this payment info) or Custom (in this case you will enter all information manually)
Step 5: Click Credit - system will redirect you to the Credit page
Step 6: Enter all required data
Step 7: Click Credit
 
Delete Client
When Delete link is pressed the client will not be actually deleted - his status will be changed to Archived and all his plan assignments will be cancelled. Later this client can be Undeleted and his status will be changed back to Active.
 
User List
All users registered in the Client Service Portal are listed on the page Data Vault -> Clients -> Users.
The grid can be filtered by the following data:
  • Client Username
  • Client Last Name
  • Client Token ID
  • Data Vault ID #
User is able to edit any client user, to reset password for any user, to lock/unlock them, to invite and to login as any user into the Client Service Portal.
 
 
 
 
 
 
 
 
 
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