Financial configuration

Financial Options

General Settings:

• Weekly

• Every other week

• Twice a month

• Monthly

• Quarterly

• Every four weeks

If it is checked, staff users can only add a new family member, select an existing family member or select an associated organization to be the payer.

If it is unchecked, staff users can select any customer or organization to be the payer.

• Date: When you run the cash out process, ACTIVE Net processes all unprocessed transactions for the workstation since the last cash out occurred.

• Cash Summary Sheet: Enables cash summary sheet functionality and causes each transaction to be associated with a cash summary sheet. When you run the cash out process, you select which cash summary sheets you want to reset. ACTIVE Net processes all transactions that are included in the cash summary sheets that you have selected.

Refund Settings:

Select Refund Policy:

Radio buttons

Process refund instantly: To allow staff users to perform customer refunds immediately to specific payment types, select this option.

Allow request a refund only: To use a process of refund requests instead of immediate refunds, select this option. Only refunds to account are allowed immediately. In order to issue a customer refund to a specific payment type, staff users must submit a refund request. A supervisor must approve the refund request in order to process the refund.

This option is system-wide and is applied to all withdrawals, cancellations, and refund processes.

This option does not affect refunds of POS products, which can always be refunded immediately.

By default request refund when refunding to account

Checkbox

To select the Request Refund checkbox on the receipt refund page by default, select this option.

This option is only active if the Refund Policy option above is set to Allow request a refund only.

Enable approval process for refund requests

Checkbox

To set the initial status of all refund requests to Pending, select this option. Only approved requests will be processed.

To allow all refund requests to be processed without approval, disable this option.

This option is only active if the Refund Policy option above is set to Allow request a refund only.

Allow user to refund immediately if the amount is not greater than

Numeric

To allow immediate refunds if the refunds are below or equal to a specific amount but not if they are above that amount, specify the amount in this box.

To specify that immediate refunds are never allowed no matter how small the refund amount is, enter $0.

This option is only active if the Refund Policy option above is set to Allow request a refund only.

Allow cash refunds

Checkbox

Option to determine if you allow cash refunds.

If this checkbox is not selected the cash option will not be available from the Refund Transaction Detail form.

• By Check

• To Account

Revenue Site:

• GL account

• Charge

• Service-related site

Deferred Revenue:

• Last Date of Activity

• Last Date of Term

• Last Date of Season

• Last Date of Fiscal Year

Allow Payment: (set the allowable payment methods at the organization level)

by Electronic Check - staff

Checkbox

Option to allow staff to enter receipt payments using a new "Electronic Check" payment type.

by Electronic Check - public

Checkbox

Option to allow online customers to enter electronic check information as an alternative to credit card information when making an online payment.

This works for both one-time payments as well as for any payment plans that have been made available online.

On Permits:

Show Permit Administrator

If checked, the permit contract lists all rentals grouped by each single reservation date, listing the booked resources for that day and detailed information for each booked resources.

If unchecked, the permit shall be permits grouped all rentals by facility.

It is unchecked by default.

If checked, when a permit is modified, ACTIVE Net will outline the change in Contract Amendment section on the permit called. Modification that will be displayed as contract amendments only include facility related attributes, such as facility, date, time, duration, equipment and event type.

It is unchecked by default.

Donations:

Allow online

Checkbox

Option to allow donations to be made on the customer (public access) site during transactions.

Charges/Discounts:

Multi-person require different people?

Checkbox

Option to require that different people be enrolled in programs or activities to qualify for the multi-person charge or discount.

If this option is deselected, the same customer can be enrolled in different activities or programs and receive the charge or discount.

Multi-person require same person?

Checkbox

Option to require that the same person be enrolled in programs or activities to qualify for the multi-person charge or discount.

If this option is deselected, different customers can be enrolled in programs or activities and receive the charge or discount.

Show Valid Customer Coupons During:

Staff enrollment

Checkbox

Option to display valid customer coupons during enrollment on the staff site.

If this option is selected, a dropdown list will be displayed in the Coupons section of the Activity Enrollment page.

Note that there needs to be coupons attached to the activity for this dropdown list to appear.

Public enrollment

Checkbox

Option to display valid customer coupons during enrollment on the customer (public access) site.

Scholarship:

Checkbox

To enable the following functionality related to the scholarship application and approval process, select this option:

• The Define Eligibility Rules (Only for Application Process) section on the scholarship maintenance page.

• The Custom Question (Only for Application Process) section on the scholarship maintenance page.

• The View Scholarship Application section on the Customer Scholarship page.

• The View Application column on the Customer Scholarship page.

• The Process Scholarship Application menu link in the Front Desk > Financial menu.

Receipt Options

On All Receipts Show:

Employee ID

Checkbox

To display the logged-in staff member's employee ID number on receipts, invoices and permits rather than their login name, select this option.

To edit the staff member's employee ID, see System Users.

This option also applies to the Facility Management module. If this setting is enabled, then Facility Management module receipts display employee IDs instead of system user names.

Fee description

Checkbox

• To display descriptions of charges on receipts, select this checkbox.

• To omit charge descriptions, clear this checkbox.

Fee detail

Checkbox

Option to have the fee breakdown show on a customer’s receipt (Charge Item, Unit, Quantity, and Unit Fee).

If this checkbox is not selected the total cost for a transaction will show as a single amount. It will not be split into the individual charges.

For example: If a client registers in a Pottery course with a $20 registration charge and $15 supplies charge the receipt would not break out these charges unless the checkbox is selected.

• Standard - same font size as other text on the receipt.

• Smaller - one font size smaller than other text on the receipt.

On Registration Receipts Show:

Checkbox

Checkbox

Checkbox

Checkbox

Checkbox

Checkbox

Radio buttons

• To show all the original dates in addition to the modified dates, select Entire new record with the old record.

• To show only the dates that were modified, select Only show the actual modified details.

Rejected ECP Fee

Use this section to set up a rejected ECP fee in ACTIVE Net, so that ACTIVE Net can automatically charge a customer for a declined Electronic Check Payment.

For example, the rejected ECP fee can be used to recoup the Non-Sufficient Funds (NSF) fee charged by your bank when you attempt to process a customer's Electronic Check Payment but the customer has insufficient funds in their account to make the payment.

Rejected ECP Fee Amount

Select the default GL account for the rejected ECP fee from the list of non-system GL accounts.

Auto apply Rejected ECP Fee?

Leave this option unselected if you do not want ACTIVE Net to automatically apply rejected ECP fees to customer accounts.

Interest Charges

Late Fees

1. Click Charge Late Fee on Overdue Amounts.

2. Complete any or all of the following criteria:

• Grace Period (Days): Enter the number of days allowed after the due date, before a late fee is charged.

• Charge late fee if customer owes X or more: Enter the minimum overdue amount for the customer to be charged a late fee.

• Run Late Fee Calculation Monthly on: To automatically calculate and charge late fees each month, enter the day of the month to run the calculation.

• Base Charge: From the dropdown list, select the baseline charge for late fees.

• G/L Account: Select the G/L account to credit late fees to.

3. Select the fee type. Do one of the following:

• To select a fixed amount, under the Type of Fee dropdown list, select Fixed Amount. Then enter the Fixed Amount in the text field.

• To select a percentage, under the Type of Fee dropdown list, select Percentage. Then enter the Percentage in the text field.

4. From the dropdown list, select a System User. The user's ID appears on transaction records.

5. Select who you want to charge late fees to. From the dropdown list, you can select to Charge Late Fee once per:

• Family, OR

• Customer

6. (Optional) Select who to exempt from late fees. You can exempt specific customers or customer types. In the Customers exempt from Late fee subsection:

• To exempt one or more customers, click the Customer link. In the Customer pop-up window, search for and select one or more customers.

• To exempt one or more customer types, click the Customer Type link. In the Customer Type pop-up window, search for and select one or more customer types.

Auto Renewal/Payments

(Public) Require backup form of payment for automated billing? Optional for staff transactions.

Select this option to require customers to specify a backup payment method for automated billing for transactions through the public interface.

The A BACKUP FORM OF PAYMENT IS OPTIONAL FOR AUTOMATED BILLING link is added to customer records where system will refer to that backup form of payment for automated billing in case of the failure of the first payment for automated billing.

• You can enter or modify information associated with Backup Form of Payment for Automated Billing in the Automatic Payment Plan section when signing up for daycare, membership, activities, or automatic payments, etc.

• Backup payment methods are optional for transactions through the staff interface.

Payment Plan Notification Email

Auto Payment Notification Email:

Click the Change Email Details link to change email information.

Click the Change Email Details link to change email information.

Non-auto Payment reminder Email:

Click the Change Email Details link to change email information.

Credit Card Options

When Allow Refund to Any Credit Card is enabled:

• If the original transaction used a credit card, you can refund to any credit card if you have the Front Desk: Refund - Refund To Any Credit Card profile.

• If the original transaction didn’t use a credit card, you can refund to any credit card if you have the Front Desk: Refund - Always allow refund to CC profile.

• To prohibit the total credit card refund amount from exceeding the amount originally paid by credit card, select the Credit Card Refund Cannot Exceed Credit Card Paid Amount in AUI New Reservation Workflow checkbox.

When Allow Refund to Any Credit Card is disabled:

• If the original transaction used a credit card, you can only refund to the to the original credit card. The credit card fields are prefilled with the information for the original credit card, but are read-only.

• If the original transaction used multiple credit card payments, you can select one of the original credit cards from a list as the card to issue the refund to. The credit card entry fields are read-only.

• If the original transaction didn’t use a credit card, you cannot refund to any credit card. The credit card fields are hidden.

Show prior credit cards on receipt payment?

Checkbox

Option to provide the customer with the list of previously saved credit cards (showing only partial number) when selecting a payment type for payment.

Show Prior Credit Cards on Automatic Payment Plan?

Checkbox

Select this option to specify that whenever creating an automatic payment plan by credit card, a saved credit cards list will be shown, including all previously saved credit cards.

Electronic Check Options

Show Prior Electronic Checks on Receipt Payment?

Checkbox

Show Prior Electronic Checks on Automatic Payment Plan?

Checkbox

Merchant Account / Payment Processor Settings

Use this section to manage information for credit card processing software (user names, addresses, passwords, etc.).

Note: When Chase Paymentech is selected for the Payment Processor, the Merchant Phone field is enabled for users to enter a phone number (up to 13 digits) for the site-specific merchant.

Merchant Name

Text

Option to assign a site-specific merchant name.

If this option is selected, any transaction performed at this site will display the site name on all of it's receipts.

Delay Capture Window (hours)

Numeric

Use this function to specify the number of additional hours AMS (the credit card processing system) waits between authorizing transactions and capturing transactions (actual sale).

Failed Scheduled Payments Notification

1. Select the system user to email in the Available list.

2. Click the >> (right arrow) button to move the system user to the Selected Users to Notify list.

When scheduled payments are either rejected or declined, ACTIVE Net does not attempt to retry the payment. ACTIVE Net sends an email to the system users in the Selected Users to Notify list.

The email directs the recipient to review the list of failed scheduled payments at Front Desk > Financial > Manage Failed Scheduled Payments.

Note: Ensure that the users you put in the Selected Users to Notify list all have the Front Desk: Financial - Credit Card Log system user profile, otherwise they will not be able to access the Manage Failed Scheduled Payments page.

Expense Settings

Allow Posting of Expenses to Sub-Ledger?

Checkbox

Select this option to allow pending expenses to be posted to sub-ledger.

For more information, see Post Pending Expenses to Sub-Ledger.

Tip: If your payroll system does not already report payroll expenses to the general ledger, select this option.

Default Expense Account (Debit)

Dropdown list

GL account marked as expense type to be posted to sub-ledger, as selected from a predefined list.

When one expense account is debited, then another expense clearing account must be credited, allowing for a total to be equalled.

Default Expense Clearing Account (Credit)

Dropdown list

GL account marked as the liability type to be posted to sub-ledger, as selected from a predefined list.

When one expense clearing is credited, then another expense account must be debited, allowing for a total to be equalled.

Earliest Expense Date to Post

Text

The earliest date of the expense to post in the list; entered in month, day, year format or by clicking the calendar icon and selecting a date from the pop-up calendar.

Penny Rounding

Round Cash Payments

Radio buttons

Select one of the following options for cash rounding:

• No rounding: No cash payment rounding will take place.

• Nearest(5 down): Cash payments will be rounded to the nearest amount selected in the Round Cash Payments To option below. Payment amounts that are halfway between the two nearest amounts will round down. For example: If you round to the nearest 0.10 then an amount of 1.04 will round to 1.00, 1.07 will round to 1.10, and 1.05 will round down to 1.00 because it is halfway between 1.00 and 1.10.

• Nearest(5 up): Cash payments will be rounded to the nearest amount selected in the Round Cash Payments To option below. Payment amounts that are halfway between the two nearest amounts will round up. For example: If you round to the nearest 0.10 then an amount of 1.04 will round to 1.00, 1.07 will round to 1.10, and 1.05 will round up to 1.10 because it is halfway between 1.00 and 1.10.

• Always up: Cash payments will be rounded up to the nearest amount selected in the Round Cash Payments To option below. For example: If you round to the nearest 0.10 then amounts of 1.04, 1.07, and 1.05 will all round up to 1.10.

• Always down: Cash payments will be rounded down to the nearest amount selected in the Round Cash Payments To option below. For example: If you round to the nearest 0.10 then amounts of 1.04, 1.07, and 1.05 will all round down to 1.00.

Round Cash Payments To

Radio buttons

Select the amount to use for rounding cash payments.

Print Options

Auto-print receipts?

Checkbox

Option to automatically print a receipt for each new transaction.

Auto-print permits?

Checkbox

Option to automatically print a copy of the permit for each new reservation.

Drop-In Customer Credit and Debit Card Transactions

Limit Drop-in Customer Credit / Debit Card Payment Amount?

Checkbox

Set this checkbox to enable a maximum amount for drop-in customer bank card transactions to limit losses for undeposited/revoked transactions.

Maximum Allowed Credit / Debit Card Payment Amount for Drop-In Customer

Numeric

Set a maximum amount for drop-in customer bank card payments to limit losses for undeposited/revoked transactions.