Billing: ACH/Credit card FAQs

How secure are credit card and ACH transactions and account info?
All your families will input their bank account or credit card information privately into their own accounts. When inputting this information it is done under a HTTPS secured connection and the data is 128-bit encrypted. Not even the family can log back in and see their own information.

See Credit card and ACH Auto Pay security and TeamUnify website and data security for more info.

How can we tell who has auto pay and on demand payments set up?
Within Team Admin > Account/Member Admin the Pay Method - Team Fees column shows what each account's payment method for auto pay is--ACH, Credit Card, Check, or None. There are one or two additional columns you can view.

  1. Click Customize Filters.
  2. Pay Method - Team Fees should be on the right by default.
  3. Click Pay Method - On Demand (and/or Pay Method - Lessons Recurring if your team uses TU Lessons) on the left, then rearrange their order on the right if desired.
  4. Click Done to see payment methods families have set up.
  5. Click one of those column headers to sort and see how many have each payment method.

Pay Method columns in Account/Member Admin

You can also use the Fees paid by and On Demand CC Charge Enabled filters in the Billing Admin > Invoices & Payments section to do the same thing.

When and how much does auto pay debit accounts?
For every family that is paying you electronically their total outstanding balance on the 1st of every month* will either be charged to their credit card or the processes to be withdrawn from their bank account will begin with the total outstanding balance.

When will our team receive the money from auto pay in our account?
Within 24 to 48 business hours every family that is paying you via credit card that money will be in your swim team’s bank account. Also on the 1st of every month* under the Billing Admin > Reports tab on the left hand side you will be able to see a breakdown of these transactions and if they were approved or denied. These transactions will be reflected in the TU system on the 1st of the month* within each family's account.

For every family that is paying you via ACH the process will be initiated on the 1st of every month*. This transaction can take 5-7 business days (sometimes up to 10). You will see another column in the Billing Admin > Invoices & Payments section labeled CC/ACH Status. Here you can monitor the status of these transactions.

The money will show up in your account prior to SwimOffice indicating the process is complete. Here is a breakdown of the process.

  1. Payment is withdrawn from customer's bank account in 2-3 business days.
  2. Money is deposited in swim team's bank account in 3-4 business days.
  3. The gateway is then updated with the status of the transaction (Successful or Failed).
  4. Gateway notifies the TeamUnify system the next business day with the transaction status.

Once that process completes it will be fully reflected in SwimOffice based on the status of the transaction and the families’ accounts.

How do I know which credit cards are about to expire and have expired?
There is an Expiring Credit Cards button in Billing Admin > Invoices & Payments. Click it to run a report at any time to see if cards have expired in the system. An email will also be sent on the 15th of every month stating whose cards have expired (sent to the address defined in Billing Admin > Billing Setup > Billing Admin E-Mail Address field) and the family will also get an email asking them to update the information in the system.

When I refund a credit card, how long does it take for the account holder to receive the money?
Account holders will typically receive the refund in 2-3 business days. The processing fee is $0.30 per transaction.

*The exception to auto pay running on the 1st is if the 1st falls on a Sunday. When that is the case, auto pay will be initiated on the 2nd of the month. Invoices are always generated on the 1st.

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See Also
ACH is still pending
Billing Simulation Report
On demand charges and payments for Admins

Billing Management

  1. Billing System VIDEO Tutorials
  2. What is Accrual Based Accounting vs Cash Based Accounting?
  3. Warning in the invoice and payments area
  4. Bringing balance forwards or previous balances over to start the billing system
  5. Make, record, enter or add a payment
  6. Billing: Create or add a New Credit invoice
  7. Billing: Additional Per Account Charges
  8. Billing: Additional Per Member Charges
  9. Add or create a new invoice item
  10. Deleting an uninvoiced item
  11. Refund a Credit Balance when refunding by check
  12. Enter a bounced NSF check
  13. Credit Memo versus Credit Refund
  14. Applying the different filters in Billing Admin > Invoices & Payments
  15. How can I see the Account Level recurring charges for all my accounts?
  16. Billing Simulation Report
  17. Billing: Aging Report
  18. How do I print a check register or bank deposit form?
  19. Generating an Un-Invoiced Report
  20. View past invoices / billing history report for accounts
  21. Deposit Report
  22. Billing: Invoices & Payments Overview tab column headers
  23. Billing: Inc & Pay Sum report
  24. Billing: Inc Trans Rpt
  25. Billing: Inv Rpt
  26. Billing: Payment Sum report
  27. Billing: CoA Sum report
  28. Billing: ACH Status - failures and processed amounts
  29. Billing: Rec Inv Sum, credit cards processed
  30. Can I post a payment against a chart of accounts?
  31. Billing: Delete/hide/unhide chart of accounts (CoA)
  32. Billing: Merge chart of accounts (CoA)
  33. Email Billing Summary and Best Practice
  34. Does TeamUnify handle Escrow accounts?
  35. What credit cards are accepted by electronic processing?
  36. ACH and Credit Card Failure
  37. ACH is still pending
  38. Billing: ACH/Credit card FAQs
  39. What do these codes mean when I see the results of an ACH run?
  40. Credit Card and ACH Security
  41. Refunding Past/Historical Credit Card / CC charges
  42. Billing: Credit card expiration failure and report
  43. Refunding on demand or Credit Card /CC payments
  44. Billing: Delete an Account's credit card or ACH information
  45. Billing: On demand charges and payments for Admins
  46. If an account is NOT active and they have a CC or ACH against their account will they get charged?
  47. Billing: Void a CC transaction immediately (instead of using Refund option)
  48. Is there a "Processed ACH report" PDF like there is a credit card PDF report for auto payments completed via ACH?
  49. Billing: Set up auto pay for a family
  50. Are accounts notified when an on demand payment fails?
  51. Billing: Refund an ACH payment or credit card donation
  52. Can I use a debit card for credit card processing?
  53. Service Not Allowed error when using debit card in Canada
  54. Invalid Term ID error when using a credit card
  55. How do I change the bank account into which TeamUnify site deposits payments?
  56. How do I generate a meet fee breakdown PDF for a Meet?
  57. Billing: Export and bill from Team Manager events file
  58. Billing: View invoices/payments from account's perspective
  59. What bills on the first in the automated billing system
  60. How do I add notes on invoices?
  61. How do I delete my payments in the IIF import?
  62. QuickBooks CoA shows $0 or negative amount after IIF import and Account Type set to Bank
  63. Add or edit a billing group
  64. Billing: Email auto pay instructions - Notify families team accepts credit cards/ACH
  65. How do I print an invoice?
  66. How do I see what admin posted a payment or invoice in the billing system?
  67. Billing: Update team credit card/ACH account used to pay TeamUnify invoices
  68. How do you change who receives the TU invoices?
  69. How to Add Free Billing Account and Member
  70. View what goes into a QuickBooks IIF file from SwimOffice
  71. View contents of a QuickBooks IIF file
  72. Alternatives to view IIF files
  73. Manually enter SwimOffice transactions into QuickBooks
  74. How QuickBooks views refunds made in SwimOffice
  75. Quickbooks - Can I use Account numbers?
  76. Billing: Do SwimOffice QuickBooks Import IIF files work with QuickBooks Online?
  77. QuickBooks IIF File was imported but I don't see the receivables/invoice in my reports (Canadian date issue)
  78. Undeposited Funds - QuickBooks
  79. QuickBooks error line 6
  80. QuickBooks is not importing IIF file - multiple line errors (error line 6,9,15 etc) on first import
  81. Why are my transferred QB amounts negative?
  82. QuickBooks: Dealing with undeposited funds
  83. QuickBooks - Recording payments in QuickBooks undeposited funds to bank
  84. QuickBooks Error - you cannot have multiple AP or AR accounts (error varies)
  85. QuickBooks error line numbers. How do know what the line number is referring to?
  86. When does the QuickBooks IIF file generate?
  87. QuickBooks IIF import error - Can’t record a negative payment
  88. QuickBooks Error 21 or Tax Field Error given on IIF import
  89. When do my invoices generate and my billing run?
  90. Why are late fees being charged on suspended and canceled accounts?
  91. Why did my canceled accounts or suspended accounts receive an invoice email?
  92. Why do my canceled accounts appear under invoices & payments?
  93. Will the recurring charges post to suspended / canceled accounts?
  94. What email gets an emailed invoice or email billing summary?
  95. Viewing Past or Current Invoices Generated
  96. Reconcile the differences between TeamUnify and C & H Financial Services (formerly Process Pink)
  97. Double bucket billing - two bank accounts for deposits
  98. What will the Account see in their invoice for dollars donated?
  99. Billing: Avoid double billing accounts with Online Registration and recurring billing
  100. Billing: ACH - Invalid account number
  101. Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
  102. Billing: Change/edit payment methods in Account
  103. Billing: Add a payment type as a family
  104. Billing: Non Admin update/change credit card
  105. Billing: Generate meet fees for unattached swimmers from results
  106. Billing: Invoice and charge meet fees
  107. Billing: View generated meet fees totals
  108. Billing: Cancel/undo/reverse meet fees
  109. Billing: Delete a meet fees batch
  110. Billing: Revert to generate meet fees (old ver)
  111. Billing: Invoice meet fees from an event (old ver)
  112. Billing: Invoice meet fees from meet results (old ver)
  113. Billing: Create a surcharge for meet fees (old ver)
  114. Billing: Cancel/undo/reverse meet fees (old ver)
  115. UK Billing: View credit card transactions
  116. UK Billing: Reconcile credit card activity - Financial Reports
  117. UK Billing: Manually refund credit card transaction
  118. Billing: View credit card failures

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