This article will walk you through understanding External Payments in ClubReady and the steps of collecting/marking external "past due payments" that have ran thru a different payment processor.
What Is A Payment External to ClubReady?
This option is for the club to mark the payment as paid in ClubReady but the credit card will be run at an external terminal. At the time of payment, you will be required to use the external terminal to take payment with the credit card.
NOTE: Clubs cannot run chip cards through ClubReady. If wanting to take payment using chip cards, use EXTERNAL.
Examples of External Terminals/Payments
-
- Stripe
- PayPal
- Venmo
- Square
- Moneris
- Groupon
- Chip Reader Terminal
- Settled with Collections Agency
Marking External Past Due Payments
1. Locating the Past Dues Manager
Navigate to Members > Manage Past Dues.
This will open the Past Dues Lookup tool and list all members with past due amounts.
2. Using Filters
To access options to filter your list of members by various criteria, click on the 3 lines next to Past Dues Lookup. This will open a side menu of available filters:
Show All Late - Shows all late members regardless of status
In Past Due Status - Only shows accounts where there are invoices in late status (based on how many days are set in setup before past due invoice changes to late status)
Not in Past Due Status Yet - Only shows accounts where there are invoices that have not yet reached late status
Show All Reasons
No Payment Details - Only shows accounts where no payment details (card or bank account) are on file
Card Expired - The credit card on file has expired and needs to be updated
Decline / Insufficient Funds - The credit card has been declined or the bank ACH has been returned as NSF
Bad Bank Account - The ACH has been returned as a bad/invalid account
Chargeback - The cardholder has disputed the credit card transaction with their company
No Days Late Filter
Days Late Range - Use a preset range of days past due to narrow down your past due members.
Choose Days Range - Choose your own days past due range.
Assigned To - Select a staff member assigned to the member.
All Staff for Retention - Select a staff member assigned for retention to view all of their assigned members.
No Contact Filter - Select an option for when the last member contact was. Contact may be a phone call, email, text message, or person to person contact. Options include No Contact Today, Past 2 Days, Past 7 Days, No Contact This Month, or No Contact Past 30 Days
3. Taking Payment on Past Due Invoices and Marking as External
Click the client's account and select Go POS (This icon will take you to the point of sale with the member automatically selected with past due amounts in the register).
PLEASE NOTE: External payments cannot be reversed.
Select EXTERNAL to mark the invoice as paid in the system. Click Complete This Sale to finalize the purchase.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- General / Misc - Can access past dues manager
- Member Management : General - Can access client options