Posting EFT Transactions

[Andy]

Sorry - Subject should read "Posting EFT Transactions in Helios"

In another place Kathy asked:

I have started an EFT membership. It is processed through AAC. How do I go about posting the monthly membership $$ under the client's name? They pay a processing fee plus the first month when signing up. I have a code for that with an expiration date wayyyyy in the future but I am at a loss as to how to post their payments at the first of the month so my monthly sales are correct and also to see the client summary $$$'s spent are correct. Helios tech. say they cannot help me because I do not have the EFT set up through Helios. Since I have varying cutoff dates they say they cannot help.
I know some of you use AAC. How do you do this?

Kathy

My response follows:

Kath, now this turned out to be a bit of a novel, so grab a cool one, sit back and read on.

Just to be sure I understand - you are using a EFT Processor (AAC) outside of Helios. You want to "post" the EFT revenue inside Helios regardless of the fact that you are not using Helios to submit your EFT transactions.

Right, no problem - VERY SIMPLE to do.

The following is a little long, but it truly is very simple to do and actually very powerful.

We do not have to give Helios all of the real info on the EFT data just enough to get the transaction posted, but you can record real info if you wish for reference.

Before we start, the following comments:

Once done the Transactions with show in the Client's History as "EFT ACTIVE" or "EFT FREEZE" as the Sales Code in History and the Description will be EFT with the method of payment - "EFT VISA" " EFT CHECKING" etc. The Revenue will also show in your Daily Sales Reports etc. This revenue will NOT show in the Summary Tab for the Client - Helios does not update these fields with EFT Processing.

You stated you are processing EFT's on the 1st of the Month, but you also referred to different Cut-Off dates - lost me on that one. More info would be desirable, in Helios the "cutoff" date, is the day of the month that you will no longer include the EFT transaction in the next months processing of EFT, therefore the system will collect the additional upfront monies in Point of Sale transactions and start the EFT on the following billing date (careful on this one HELIOS users - I often see it collect and also set the EFT start date to include the current month). So if you have "1" as the billing date (1st of the month), you lost me on varying cut off dates.

OK to the issue:

You can either always use Master Edit to enter the EFT Data for a client or you can Modify the Sales Code you are using to establish the EFT Membership to also activate the EFT record for the Client, just set the EFT option to "OPEN", the Open Options are the same as info from the Prorate input on the Financial Type.

On the Clients that have already purchased the EFT membership, again Master Edit or an additional Sales Code to just "Open" the EFT record without establishing the membership. For example "SEM" Setup EFT Record, Miscellaneous Type (or Service), Track Cashier, Open EFT option on Pkg/Memb Tab with the same values as the EFT Membership Sales Codes above. NB - put the "wayyyyy out date" (12/31/2029) in the Membership Valid Until date field (need it for the EFT record).


Now a couple of other things to do first. You do not need to enter the "real" info for the Credit Card or Bank Account data for the client (but it does have to be valid info) , because you are not going to submit it from here - therefore dummy info in Bank and Account is fine, if acceptable to you.

If you want to enter the real Check and Credit Card Info for reference that is also fine.

We need to set up at least one Bank in the Bank Preference table (or all the real banks if you wish.

View - Preferences - Bank

Bank Name "Dummy Bank" and ABA# are required in this table - ABA # 111111118 (that is 8 1's and 1 8 - 9 digits) will work.

EFT (beside View) - Setup - EFT Modem Setup

You need to enter a Store Number, "1" is fine, to be able to save the record.

You also need to enter the "Posting Information", so the Revenue is reported properly. You may wish to set up a separate "Department" for "EFT Revenue" (in Sales Code Departments) and then include it in the Tanning Division - so here you enter the Department and Division #'s. Also enter the post (billing) day of the month "1" for 1st (after you save the record - the Valid/Invalid on the EFT Maintenance tab will be updated to the "1st" of the next month (if your post day is the 1st. Finally select Service for the Post Type assuming you wish the EFT revenue classed as Service Revenue. Save the changes


If you are using Master Edit to enter/change the EFT Profile Data for a client - a few comments.

Select the appropriate Payment Method in Account Information, you need Last Name, First Name, Account Number (real or not), Expiry Date if Credit Card and select the appropriate Bank or use Dummy Bank, if Checking. In Billing Information, you need Monthly Fee, Billing Day (1 for 1st), Start Date and End Date, you can also enter a Freeze Start and End Date and Freeze Fee (if and when applicable).

Set up is done!!!

Time to record a month's EFT transactions

On the 1st, or a day or two or three or whatever you wish before the 1st. You can process your EFT Transactions in Helios to update your Sales Revenue and Client History.

EFT - Setup - EFT Maintenance

Ensure that the Date "Valid / Invalid as of" is correct. This controls the EFT transactions to be included and also will be the date of the EFT transactions that will be created. So you can create the records for the 1st on the 28th, 29th or whatever.

Tick Status and select desired types (normally Active and Frozen).

You can select only certain Payment Methods, if you do not select any ALL will be "processed".

Select desired sort method for the Summary Report for this processing run, Client # or Last Name.

View (center right) button

From this View screen you can F6 - Delete a EFT record (not only from this run - permanently), you can Temp Disable - from this run only (back in next run), you can Print the List - with detail info or just Summary ( Summary is one line per client) This report also has a total count and $ value of the run.

Now there is a little problem here, after printing the list you are actually still in the function but you appear not to be. You try to go back in you will get a "Call Menu" error # 400 - Form Already Displayed. After printing the report, save some time - close Helios and restart Helios all is well.

How go back in to EFT Setup - EFT Maintenance

Select everything the same again and go to View - same numbers - good - Post Offline.

Kath, the offline post function is available in Helios - yet Helios Tech Support advised you they could not help you - "confusing" - I am glad that I could be of assistance, as long-winded as the attempt to help may have been - BUT HEY bonus now Helios can refer their users needing this info to this thread.

You can view, report, edit, rerun this information - until you "POST" nothing has happened to your Client and Transaction databases.

Actually very powerful, surprising Helios is not proud of this function and willing to help you.

_________________

Andy Thompson
ACT Business Solutions
Toll-Free 877-777-6717
andy@atso.ca
HELIOS Training On-site and Off-site Set Up Service
[ This Message was edited by: Andy @ ATSO.ca on 2002-05-04 03:25 ]

[Andy]

Danno, YEP longer this time

[Danno]

Very nice Andy.