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Member Accounts are created for the purpose of charging items and tracking those charges (invoices) amongst multiple "Parties" within the Account. The Accounts are configured in the Client Account Configuration link in the Enterprise & Location Setup section of the System Configuration but the details of the Account are added on the Member Profile page.
Each member can have multiple Accounts and can have multiple parties within each of those Accounts. If a member has multiple parties on an Account, only one person is considered financially responsible for that Account. Each account will have a credit limit and each individual within the account will have a transaction limit, limiting the amount they can charge in any single transaction. Each member is given access to the account to determine whether they can charge items and whether they can make payments against the account.
Adding a Member Account
To Add an Account to a Member:
- From the Launch Pad, click Members icon in the left navigation panel. Execute a Search and select the appropriate Member. Their Member Profile page displays.
- Click the Accounts tab. The default Account settings display.
- Click the Add button. The row editor displays.
- Enter an Account Name. (ADVISORY NOTE: If you include the word "Account" when adding the Account Name in this field, e.g. Paula Creamnsugar's Account, it will often display as "Paula Creamnsugar's Account Account" in many locations in the application. The second "Account" is a hard coded value for several labels and displays regardless of this entry in places such as POS and the Pay Invoices pop-up when making a payment on multiple invoices.)
- Select a Billing Schedule from the drop-down list.
- The Account Balance column keeps a running total of the balance on the Account (read-only).
- Enter a Credit Limit. A Credit Limit is the total balance allowed on a Member Account. (see Examples below)
- This is a mechanism that allows you to control the risks associated with using On Account Tenders i.e. Member Charges.
- This setting applies to POS Transactions and ONLY affects On Account Tenders. In the screen shot below:
- The King has a Credit Limit of $15,000
- The King is billed $1000 a month for his Membership Agreement.
- The King's credit card has been declined for the last 2 months has $2000 in past due Invoice balances.
- The King now has on $13,000 (15,000-2000=13,000) effective Credit Limit
- The Credit Limit will not affect the King's billing but if he tries to charge more then $13,000 to his Account at POS, he would be stopped and the Transaction would not be finalized.
- Enter the Maximum Transaction Limit. This is the maximum amount that an individual on this Account can charge in any single POS transaction. In the screen shot below:
- The King has a Maximum Transaction Limit of $1500 on his "Hide from the Queen" Account.
- The King can not charge more then $1500 per transaction using the On Account tender on that Account.
- If The King purchases a PT package that costs $2000 he could only charge $1500 of the $2000 to his Account and would have to the pay the remaining balance ($500) using a different tender.
- If this is going to be an active Account, select the Active? check box. Only active Accounts display in the list. If you want display all of your Accounts, or display inactive Accounts, select the Show All Accounts check box.
- Select the Default? check box if this is to be your main Account.
Account Details and Aging
To edit or add additional information to an Account, double-click anywhere in the record or click the record, and then click the Edit button. The row editor displays along with the Account Details section (bottom). This section includes:
- The Parties on this Account button (left).
- The Credit Limit bar which gives you a running total of your credit limit on this Account (left).
- Your Max Transaction Limit. This is read only (left).
- Aging Balance (see below).
- A Funding Sources on this Account section on the right. This is where you add and manage all of the Funding Sources for each Account.
The Credit Limit bar will fill in as the usage on the Account increases based on the percentage of the remaining limit.
The Aging Balance Due gives a running total on Invoices that have a Balance Due NOT on the total Account Balance. The standard Aging periods are used in MosoMRM: 0-30 Days, 31-60 Days, 61-90 Days, Older. The % of Total is a percentage calculation of the Past Due balance in that specific Aging period. Aging can also be viewed in Check-In if you have an Account Alert.
In the screen shot above, what do you think each of these balances represents on "Tony Rocky Horror's" Account??? (See Answer below):
- Has a Total Past Due Aging Balance of $403.14. This information can be obtained from the Invoice Tab on the Member Profile.
- His total Account Balance is $458.10. This is the total of all Invoices due on this Account in the Invoices tab. The balance is brought over into the Account Balance field on the Accounts tab.
- He has a balance within three (3) time periods (0-90 Days) of $18.33, which represents 5% of the Total Balance Due. He also has an "Older" balance of $348.15, which represents balances outside of 90-Days.
Answer...since each Aging balance is for the same amount in each of the first three (3) periods, they are for...recurring monthly payments on an Agreement (below)!!!!. So Tony hasn't paid his monthly dues for at least 3-months!
Adding a Funding Source to an Account
It is STRONGLY RECOMMENDED that you click the Swipe button and swipe the credit card before you Save the Funding Source. This captures the credit card information quickly and accurately and adds it directly to the Member Account.
A Funding Source can be manually or automatically invalidated based on your business practices. Manual invalidation is simply done on this form (MosoPay screen) by selecting the Invalid check box. Automatic invalidation is done through the MosoMRM Task Processor and is based on specific rules laid out on the Decline & Reversal Reasons page. See Invalidating a Funding Source below for more detailed information on how to automatically invalidate a Funding Source.
To Add Funding Sources to a Member's Account:
- Go to the Member Profile and click the Accounts tab. A list of the Member's accounts display.
- Click anywhere in the Account record in which you want to add the Funding Source. The Party and Funding Sources on this Account sections will display.
- Click the down arrow to right of the Add Funding Source button.
- Select a Tender Type (Credit Card, Bank Draft - US, Canadian Bank Account) from the drop-down list and a pop-up window displays (NOTE: This form is the same for all three (3) selections however there are adjustments for Canadian Bank Accounts. Click HERE).
- Enter the Cardholder Name, Credit Card Number, and Expiration Date. If you entered the Credit Card Number correctly, the Credit Card Type field will auto-populate with the proper card type e.g. Visa, MasterCard, Discover, etc.
- In the Billing Address section, enter the member's Address, City, State, Zip Code in the Postal field, Email Address, and Phone Number.
- In the Availability section, all of the check boxes will default to selected (with the exception of the Invalid check box).
- Use for Recurring: This card can be used for any recurring charge (Perpetual or Installment Billing). This setting also make this Funding Source option available during the Agreement Writer process.
- Use in POS: This card can be used for any standard, nonrecurring charge in POS.
- On Account Funding Source: This card will be used as the Funding Source for any On Account charges.
- Active: This immediately activates the card as the Primary Funding Source for this Account.
- Invalid: This will typically be selected later, if or when the Funding Source is flagged as invalid for whatever reason e.g. fraudulent, lost or stolen, etc. or if it has been invalidated for multiple declines (see Invalidating a Funding Source below).
- Click Save. The new Funding Source will be added to the Funding Sources on this Account section. If you did not Swipe the credit card, you can still add the credit card information to the Agreement and the Member's Account by Editing a Funding Source in the Accounts tab on their Member Profile.
Invalidating a Funding Source
You can automatically Invalidate a Funding Source after it has been declined a designated number of times within an established time period in MosoPay e.g. if a Member's Credit Card is decline 3 times in 2 months for insufficient funds, it can be invalidated automatically if that Decline Reason was selected when the payments were processed.
There are two (2) requirements for this functionality to be operable:
- Set the invalidation rules in the Decline & Reversal Reasons configuration.
- This sets the invalidation rules for that Decline Reason.
- You must select the Yes check box in the Invalidate column, which gives you the ability to enter the rules for automatic validation.
- This Decline Reason must in turn, be properly mapped in the Decline & Reversal Reason Mappings so the correct code is returned to invalidate the Funding Source when it is processed during the billing cycle.
The billing cycle is processed by the MosoMRM Task Processor(MTP), which runs every night behind the application. When a Funding Source meets all of these criteria it is automatically invalidated by the MTP, which simply flips the Invalid check box to selected for that Funding Source in the Accounts tab on the Member Profile page (MosoPay screen).
Editing a Funding Source
To Edit a Funding Source, click the Edit link to the right of the desired Funding Source. The Add Credit Card pop-up displays with the pertinent information already populated. Any, or all, of the information can be edited.
It is HIGHLY RECOMMENDED that, if you did not Swipe the credit card, or add the information, when adding the Funding Source, that you do so at this point. This is a safer and more accurate way to capture the credit card information.
If you edit the Credit Card Number and/or the Expiration Date, the "EDITED" alert will display, along with the Edit icon (pencil), next to the field you edited. This alerts you that these are important, payment-related edits to ensure that they are accurate before you Save. Also, you can edit and save credit card information even if the card is expired, though you will get a warning message during the process.
Additional Parties to an Account
The primary Individual on this account will automatically display in the list and they can NOT be removed. To add another Party to this account, that Party must have already been added to the system.
Adding a Party to an Account
To Add an Additional Party to an Account:
- To add or edit a Party to a member's account, go to the Member Profile and click the Accounts tab. A list of the member's accounts display.
- Click anywhere in the Account record in which you want to add the Party. The Party and Funding Sources on this Account sections will display.
- Click the Parties on this Account button. The Add or Edit Parties on this Account pop-up displays.
- To add a Party, click the Add button. The Find a Party search field displays (right).
- Do a Search and select that individual from the search results.
- Enter that individuals Credit Limit and Maximum Transaction Limit in their respective text boxes.
- If this individual can make purchases in POS on this Account, select the Allow Purchases? check box.
- If this individual is going to be financially responsible for this account, select the Make Primary on Account? check box.
- If you select the Manage Account? check box, that individual will have administrative privileges on the Account e.g. being able to change their Funding Source, but are NOT ultimately responsible for the Account.
- If this Account will be immediately activated, click the Is Active? check box.
- Click the Add button. The Party is automatically added to the list (left) on that form and that Account information is added to the Accounts tab on their Member Profile.
- If you select the specific Account' on the Accounts tab, the Responsible Party will now display in the bottom section. In the screen shots below, "Steel Wheel" is responsible for his own Account while "Kingof Spades, Jr." is responsible for the other Account on his profile.
Editing or Removing a Party on an Account
To Edit a Party on an Account:
- Click the line item of the Party you wish to edit in the left panel. The information fields will display in the right panel but will not be active.
- Click the Edit button to activate the information fields.
- Whoever is designated as the "Primary Party" on the Account (typically the primary Member), the Make Primary on Account? and Is Active? check boxes will NOT activate and remain read-only.
- For all other Parties on the Account however, all four (4) check boxes are activated and available for selection.
- Click in the Credit Limit and Max Transaction Limit fields to edit those amounts and/or select or clear any of the four (4) check boxes as applicable.
- If you select the Make Primary on Account? check box on a Party that is currently NOT the Primary on the Account, the Is Active? check box immediately becomes inactive.
- If you clear the Is Active? check box, that Party will be immediately removed from the Account when you Save the changes (see below for the other steps to remove a Party from an Account).
- When all of the edits are complete, click the Save button.
To Remove a Party from an Account:
- Click the line item of the Party you wish to remove in the left panel.
- Click the Expand button (arrows) to the right of the Add button.
- Click Remove. A confirmation window displays.
- Click the Yes button and the Party will be removed from the Account.
Account Usage in POS
Each Account will be added to POS.
- If the individual has a single account, it is automatically selected when the member is selected.
- If the member has multiple accounts, you will be presented with a dialogue box to select which account to use before you can proceed.
If the selected account allows charges to that account by the customer selected, and there is a Tender Type configured that has an interface of "On Account", when they go to tender the invoice, the option(s) should be available. If they do not have access to charge to the account, the tender type(s) should not be available.
If a transaction amount is over the Maximum Transaction Limit, the customer can can only apply up to that amount to their Account. Also, if the Account has a credit limit, they can only charge a balance up to that amount. If they do not have sufficient Transaction or Credit limits, the balance will need to be paid using another Tender Type. The Account associated with any payments applied through POS should be the same as the one selected for the invoice.