Use Process ePayments to Create ePayments for Multiple Families at Once

If your organization is set up to use Jackrabbit's ePayment functionality, processing multiple customer credit cards and/or bank account drafts (e-checks) is handled using Process ePayments, in the Transactions menu. Processing multiple credit cards or multiple bank accounts at once is referred to as batch processing.

Save time with the Process ePayments feature by capturing specific groups of families and processing them all at once,  with just a few simple clicks!


Before you Begin with Process ePayments (Batch ePayments)

Prior to using Transactions > Process ePayments we recommend you check all of the following:

Jackrabbit User has the correct permissions

The Jackrabbit User must have appropriate permissions to batch credit cards/bank accounts.  Transactions > Process Credit Cards/Bank Accts is not visible to a User without permission. To set permissions point to the Gear (icon) > Settings > Users & Permissions.

Family record - ePayment method set correctly

Each family must have the ePayment Method field (Family Billing Info tab) set to either Credit Card or Bank Account on the Billing Info tabThis is how Jackrabbit determines whether to transmit a family's credit card data or bank account data for processing.

Note: If this field is blank, the family will be excluded from the batch processing. Run a Family ePayment Listing report with criteria for ePayment Method set to (no value, yet has a credit card or bank account on file) to find any families missing an ePayment Method.

Credit card or bank account information in the Family record

Each family must have either credit card or bank account information entered on the Billing Info tab.


Families (menu) - check for missing information

Go to the Families (menu) > Family Reports > Family ePayment Listing to locate any missing information.

Families (menu) - check for expired credit card

Go to the Families (menu) and filter for Financial Details > Has Missing Expired Credit Card. You can email families who have a missing or expired credit card using the pre-made template in your database. Add the link to your Parent Portal in the email template allowing parents to login and update the existing card or add a new card on file easily.

Step through Process ePayments 

To charge multiple family accounts in a batch (after posting fees) go to Transactions (menu) > Process ePayments.

  1. Tell Jackrabbit how you want the ePayments applied to fees with the Apply Payments to criteria.

    • Newest Fees First - the payment will be applied to the most recently posted fees that are outstanding.
    • Oldest Fees First (within last 12 months) - Jackrabbit will apply the payment to the oldest fees within a year of the current date. This is recommended when you have many old transactions that are unlinked and appear to be outstanding which can make customer statements confusing.
    • Oldest Fees First - the payment is applied to the oldest fees on the family's account.

  2. Use the Family/Account Search Criteria to select the families you want to charge. Jackrabbit will search for the families that meet all selected criteria.

    • Location - Multi-Location organizations should run Process Credit Cards/Bank Accts for each Location separately.
    • Optionally, you can drill down to families with a specific membership or payment schedule using the Membership Type and ePayment Schedule criteria. The Membership Type and ePayment Schedule drop-down list values can be customized from the Gear icon > Settings > General > Drop-down Lists and are assigned to a family on the Billing Info tab of their record. 
    • Choose an ePayment Method of Credit Card or Bank Account. If your organization offers both credit card & bank account processing, run Process ePayments twice - once for credit cards and once for bank accounts.
    • Define whether or not you'd like to include families who have had a transaction decline within the last 24 hours using the Exclude families with declined transactions within the past 24 hours.

  3. To charge full account balances, proceed to Step 6.

  4. Use the Transaction Search Criteria to define how pre-payments/credit balance accounts are handled and to charge specific sets of fees instead of the full account balance.

    • If a family has a credit balance on their account but also has outstanding fees, use the radio buttons to define whether Jackrabbit should collect the total amount of all unpaid fees regardless of the account balance, or to only collect fees up to that balance.
      Example:
      • A family had a zero balance and made a $100 payment for a Costume Deposit (that will be applied to a fee posted to their account later).
      • A Tuition Fee of $150 is posted.
      • The family's account balance is now $50.
        With Collect unpaid fees, but do not exceed the balance on account $50 would be charged (the amount of the balance).
        With Collect full amount of unpaid fees, ignore pre-payments/credits on account $150 would be charged (the total of the outstanding fees).

    • Optionally, select a specific range of Transaction Dates to pull only the unpaid fees from that time period or drill down to a specific Transaction Type or Transaction Sub-Type. Use the Session and/or Category 1, 2, 3 criteria to look for unpaid fees that are from a specific Session or particular Category. You can also opt to collect unpaid fees for just the class or classes you select with the Classes criteria.

  5. Preview Receipt. This is simply a confirmation of the settings you have saved for the email receipt. They cannot be edited from this page. To edit these settings go to the Gear (icon) > Settings > ePayments > Email Notification Settings. For details, see Manage Email Notification Settings (ePayment Receipts).

  6. Click Preview Payments.  This is a preview screen only. No fees are charged to a customer's credit card or bank account until  Process Payments is clicked. Review the preview for accuracy. The preview displays with the Process check box checked for every family. To skip processing a family, uncheck the check box in the Process column. Note that there are also Check All Rows and Uncheck All Rows buttons. If you need to research a transaction further, click the Preview link to preview the unpaid transactions.

  7. Click either Process Payments to begin processing cards/bank drafts or Return to cancel.
Once you have clicked Process Payments, transmitting and receiving information may take several minutes.

When the transmission is complete, a report listing each family and the result displays. Declined credit card transactions are noted in red with response codes, reason codes, etc. Any family name unchecked in the preview screen will display with Reason Text: Not Processed - Skipped by User.

This onscreen report can be printed by clicking the Print button. Remember that all bank drafts are approved initially as they do not 'settle' in real-time. Bank draft transactions should be confirmed with your bank statement to ensure approval.

The accepted or declined response is recorded on each family/account transaction listing (Family record > Transactions tab) and the family/account balance is adjusted accordingly.

After processing the ePayments, you may want to email your families. Jackrabbit offers the ability to send statements, via email to multiple families at one time. Include a link to your Parent Portal in your email notification as well.

Undo Multiple Incorrect Credit Card/Bank Acct Transactions

Occasionally, Jackrabbit Support gets an anxious email from a client who has processed an entire group of credit cards or bank accounts incorrectly. There is no way to stop or cancel this batch of transactions from within Jackrabbit once they have been submitted to the gateway

Should this happen, contact your gateway provider immediately to determine if the transactions can be voided or refunded in mass. Your gateway provider's contact information can be found in your Jackrabbit database from the Gear (icon) > Settings > ePayments > Credit Cards & Bank Account Settings

Each family account in Jackrabbit would then need to be updated accordingly. If the accounts are numerous, contact Jackrabbit Support (via the Help Button in your database) to see if our Development Team can mass delete the incorrect ePayments.  

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