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Accounts: Account - EFT Setup

This is used to establish the bank account information for electronic funds transfers.

Layout / How to
Up to nine bank or credit card accounts may be stored per customer. The EFT Account to Show box controls which acccount is being displayed. All deals within this customer will have access to the account information supplied here. You must create a recurring payment entry on the Payment - Recurring screen in order to request an EFT payment. (A manual "push" to an EFT batch from this screen is the only exception to this rule.)

And EFT Setup may be either a bank account or a credit card account, but not both. (Credit card information is only visible if the credit card interface has been turned on. This is done on the Admistrative - Overall screen.)

Bank Account Information
Before a bank account may be referenced on the Payment - Recurring screen, it must be marked as Active. In order to properly process an EFT Bank entry, the following fields are required:
  • Transit Routing (all 9 digits) (Canada: Preface your 3-digit bank number with a zero to make it 4 digits.)
  • Account Number

    For security purposes, the Account Number field only displays the last two digits of the account number. To edit it, you must click on it, first.

    Credit Card Information
    Before a credit card account may be referenced on the Payment - Recurring screen, it must be marked as Active. In order to properly process a credit card charge, the following fields are required:
  • Account Number
  • Expiration month and 4-digit year
  • Card code (CVV) (3 digits for most cards, 4 digits for American Express)  If the card code starts with a zero, then you must type the zero.

    For security purposes, the Account Number field only displays the last four digits of the account number. To edit it, you must click on it, first.

    (Note: There is a Credit Card Expiration report that should be periodically run to alert you for expired cards.)

    With Repay (the credit card processing gateway company), you can choose to store the credit card information in their "vault". This would remove it from your ALMSys data and remove the liability of holding card information in your database. Even though ALMSys double encrypts credit card information, there is still a liability issue with the credit card companies. It is a smart move to store the card information at Repay.

    Repay stores card information via a customer number that you control. It is recommended to use the same customer number (NOT control number) that you are using in ALMSys, but you can use wahtever you want. Once you set this number in the "Customer Number for Repay" field and store a card, DO NOT CHANGE the customer number.

    The Use Stored Card at Repay button will show you a list of the stored cards in the Repay vault for this customer. Before attempting to store a card, click this button to see if that Repay customer number already exists. If the customer already has cards stored in the Repay vault, you can choose which card to use from this vault. Pay attention to expiration dates, as the same card number may be stored more than once. Once selected, ALMSys will store the Repay "vault token" for this credit card. The last 4 of the card and expiration number will also be kept in ALMSys. This will give you visible information to know which card is being used. (You may also use the list of stored cards to remove old cards from the vault.)

    To store a card in the Repay vault, enter the full card account number, expiration date, and card code. Provide a Customer Number for Repay. Then, click the Store the Above Card at Repay button. This will return a vault token and remove the credit card details from ALMSys. (You will still see the last 4 digits of the card and the expiration date.) (Note: You can only use a specific card number ONCE per day. If you store the card and make a mistake, you must wait until tomorrow to attempt to store it again.)

    Having a Vault Token at Repay value tells ALMSys to NOT use any credit card information on the screen, but rather charge the customer's card that is stored at Repay. If you need to revert back to using the cardit card information on this screen, then you will need to delete the token field and enter all of the credit card information in the fields provided.

    Associated Name and Address Information
    For either payment type (card or bank), you must provide the name and address of the account holder.
  • First Name and Last Name -or- Company
  • Address line 1
  • City
  • State/Province
  • Postal

    Use the Fill Name and Address from Name / Address Screen button to copy in the name and address from the customer's information. If someone else is paying for this deal, then enter that entity's name and address. 

    The Postal field is specially formatted. If must not contain any spaces and all 9 places must be filled. Use zeroes to fill in at the end if needed.

    The Phone Number fields must only contain digits. Do not enter and punctuation or spaces.

    Manually Adding a Payment to an EFT Batch
    Individual payments may be added to a new or existing EFT batch. The amount that will be added is in the Payment Amount field. This amount will initially default to the current total payment. If you wish to settle on a specific day (relative to today), then enter the day into the Settlement Day field (bank accounts only). (It will default to the current payment due day.) Modify the amount and day as desired, and press the Add Payment to EFT Batch button to add the payment request to an open EFT batch. 

    (If you specifiy a settlement day, your ACH/EFT provider needs to be able to handle a future settlement date.)

    Use the Add Payment to EFT Batch as Credit (Refund) button to create a credit batch for a payment refund to the customer. This only works for bank accounts. Credit card refunds will need to be processed through the credit card gateway provider.

    How the Data is Stored
    The data on this screen is stored in an encrypted format in the database. Even if a hacker could locate where this data is kept, the hacker would have an extremely difficult task of decrypting the information, as it looks like "garbage" has been stored.