Billing Tree Module
The Billing Tree Module is an interface developed by
Comtech to provide transparent connectivity to Billing Tree,
one of our approved partners, who is a electronic payment
processing company. The module provides integrated
communication between Collect! and Billing Tree.
The module provides you with the ability to process Credit
Card and ACH (Automated Clearing House) payments electronically
for both single transactions and recurring payment schedules.
Authorization letters and Notices can be automatically
scheduled to be compliant with EFT regulations.
External payments posted at the Billing Tree website are also
reconciled and downloaded into Collect! provided
the debtor has used their Collect! file number as their account
number. There is also unmatched payment handling/exception reports
created for any transaction which cannot be matched to a debtor
file.
If you utilize the 'Auto-manage Promise' system preference setting,
then recurring scheduled payments are fully managed within Collect!.
For information on pricing to license your site for this module,
contact us at 250-391-0466 or email us at sales@collect.org.
To use this module, you must be operating at
Collect! Version 11.3.4.1 or higher and
licensed in the United States. Older version
users please contact us for information on
how to upgrade your system.
The following is a synopsis of how the module functions. There are
two main types of electronic payments:
- Credit Card Payments
- ACH Payments
Credit Card Payments
Your Billing Tree Representative provides you with
a USA ePay account that will allow you to connect
via our module.
Credit card payment access and preferences are set up via
the menu path "System\Preferences\ Credit Card Setup". There is
also a software switch in each client that requires setting
if your site will be charging Convenience fees. This check-box
is located in the Advanced Client Settings window and must be
set for each client you wish to charge Convenience fees for.
If you have many clients to enable for Convenience Fee charges,
contact our Technical Services department for assistance with a
simple writeback report to set the switches en masse for a tagged
list of clients.
For additional details on specific fields to
assist with your setups, press F1 from any field to
be taken directly to the page(s) where that field
is described in detail.
There are two types of credit card payments that may be
submitted through the module; single and recurring:
Single Credit Card Transaction
Single, current-dated credit card payments are processed immediately.
When you submit the payment, it is confirmed immediately. If the
transaction is later dishonored, the reversal will be downloaded
via Reconciliation. The payments will appear in the Transaction Tab
on the debtor account along with a separate transaction if
convenience fees were applicable.
Recurring Credit Card Payments
When you schedule recurring credit card payments
for processing, payments are not stored in Collect!'s
transaction tab; the whole schedule is stored on the
Billing Tree Gateway and individual payments will be
downloaded as they come due and are approved/processed.
The reason is PCI Compliance - all of the credit card information
needed for the arrangement may only be stored with the payment
processing company (Billing Tree) and not in the agency database.
Every evening, Billing Tree submits all requests to
USA ePay and the transaction results
are then available for download via Reconciliation the
following morning.
Convenience fees, if allowed in your region and by
your client may only be charged
on the FIRST transaction of a recurring series.
This is as per the Visa/MasterCard guidelines.
The module functions in compliance with this
regulation.
Deleting A Recurring Schedule
Click the Credit Card button on the lower right of your
main Debtor window to enter the Recurring Credit Card
Payments screen. Click the Delete Recurring
Schedule button located at the bottom of the
popup screen to remove an existing recurring arrangement.
If you have set up and enabled EFT authorization and
notification letters for your recurring payment schedule,
the act of deleting the arrangement will also remove any
remaining authorization and notification letters from your
letter queue.
Reconcile Credit Card History
The 'Reconcile' function is an integral part of the module.
It brings in the successful payments from the single and
recurring schedules, informs you of any declined cards, and
posts any external payments debtors may have made themselves
directly at the Billing Tree portal that your office is as of
yet unaware of.
Debtors MUST use their Collect! file number as the
account number when making a credit card payment
on the portal. We recommend that system-wide
batch Reconciliations be run a minimum of once
per day.
ACH Payments
Your Billing Tree Representative provides you with
a ACHNow Web account that will allow you to connect
via our module.
ACH payment access and preferences are set up in the ACH Setup
menu in via the path "System\Preferences\ Billing Tree Setup".
There is also a software switch in each client that requires
setting if your site will be charging Convenience fees located in
the Advanced Client Settings window.
If you have many clients to enable for Convenience Fee charges,
contact our Technical Services department for assistance with a
simple writeback report to set the switches en masse for a tagged
list of clients.
For additional details on specific fields to
assist with your setups, press F1 from any field to
be taken directly to the page(s) where that field
is described in detail.
Single or Recurring ACH transactions may be posted through the module:
Single ACH Payment
When you submit a single ACH payment, it is processed immediately.
When you reconcile your system with Billing Tree, any
ACH payments which have failed to negotiate for any reason
such as NSF, will be reported back to you. The convenience
fee will also be reversed, if applicable. If you have
recurring ACH transactions in your system, these
are uploaded to Billing Tree as they come due and confirmation
of the transaction clearing will be downloaded via Reconciliation.
Clearing days may vary depending on your agreements directly
with Billing Tree.
Recurring ACH Payments
When you schedule recurring ACH payments, the act that submits
them to the Gateway for processing is Reconciliation. We
recommend that this be run daily to keep your records up-to-date.
Transactions for each convenience fee are separately
posted with their own transaction type code, if applicable.
Recurring ACH payments are stored in Collect!,
not on the Billing Tree
Gateway. You will not see the details
of a recurring ACH arrangement on the Billing
Tree ACH website portal. The post-dated
transaction details are stored in the
Collect! Transaction Tab.
Reconcile ACH History
The reconcile function is an integral part of the module.
It finalizes the ACH transactions whose pay dates have come due,
downloads any NSF notifications and posts any external payments
made by debtors directly at the ACH Gateway.
We recommend that you run Reconcile ACH History daily.
Users of CV11.6.2.7 and higher who are also licensed
for the Scheduler Module now have an enhanced automation
with the addition of the Reconcile process being added
to the Scheduler Task list of options. The functionality
to run this process unattended with your other auto
Scheduler operations has been added. Contact us at
sales@collect.org for Scheduler Module pricing.
EFT Notices
In compliance with EFT requirements, the module enables
you to automatically schedule authorization letters
and EFT notices for recurring credit card and recurring
ACH payments. The EFT Notices Setup enables you to set the
number days prior to payment for letters to be sent.
Sample letters are shipped with Collect! and are intended as
Sample ONLY. It is each site's individual responsibility
to ensure that letters are compliant in form and content for the
legislation in the region(s) you service.
EFT notices are set up in the EFT Notices Setup menu off the path
of "System\Preferences\ Billing Tree Setup". Letters must already
exist in your Report Definition list.
For additional details on specific fields to
assist with your setups, press F1 from any field to
be taken directly to the page(s) where that field
is described in detail.
View EFT Notices
Billing Tree Access Rights
The Billing Tree Module creates Transactions, Contacts, and
Cosigners, as needed, even if the Operator that you are
signed in as does not ordinarily have the access rights
to create these records manually. This enables you to
continue to use your permissions without having to make
any changes in order to utilize this module.
See Also
- Billing Tree Topics
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