Billing: Payment Manager set up / Payment Option Settings

SwimOffice Admin - Super User

Payment Manager gives you a lot of flexibility in what you will and will not allow Accounts to do in the Payment Setup tab of their Account profile. Please take time to make sure you understand the different options so you can make it work exactly how you want.

The settings are found in Billing Admin > Billing Setup, under the Payment Option Settings. The screenshot shows commonly used settings by teams.

Payment Option Settings

Billing and Invoice System

  • Remove Option to Pay Manually — When checked, an Account will not have the Mail Payments area as an option. The exception is those who have not yet set up an electronic payment method.
  • Require CC on file for OnDemand Charge — When not checked, they will have a Do not allow CC On Demand Payments option in the Mail Payments area, in addition to Use for On Demand Payments for each CC. When checked, only the latter for each CC will show.
  • Disable the Remove Card functionality — When checked, an Account will not have a Remove Card link by each CC. They will need to have a Super User remove CCs for them.
  • Disable the Remove ACH functionality — When checked, an Account will not have a Replace Bank Account link by their ACH account. They will need to have a Super User remove their ACH account for them.

Lessons Recurring Payment Options (for those teams with TU Lessons). Note you cannot select both of the below options since there would be no payment methods to choose from!

  • Remove Option to Pay Manually — When checked, an Account will not have the Mail Payments area as an option. The exception is those who have not yet set up an electronic payment method.
  • Remove Option to Pay by CC — Check this if you want users to be able to pay swim team fees by CC but NOT Lessons’ fees.

When it comes to what payment methods one can choose from when checking out in Registration and Lessons, those are defined in the setup of each.

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See Also
Change/edit payment methods in Account
Registration: Set up to accept credit cards
Lessons: Allow/disallow check payments and credit cards

Billing Setup

  1. Billing: Billing Quick Start Guide
  2. Billing: Billing System is not active warning message
  3. Billing: Sign up/apply for electronic ACH/credit card processing
  4. Billing: ACH/credit card fees charged to team
  5. Billing: Email account automatically when credit card fails
  6. Billing: Add/create chart of accounts (CoA)
  7. Billing: Track and show income by Roster Group
  8. Billing: QuickBooks TeamUnify Integration Guide
  9. Billing: Set billing due date and late fee
  10. Billing: Create/add/edit Billing Groups
  11. Billing: Can't delete a Billing Group
  12. Billing: Can't delete a Sub Billing Group
  13. Billing: Do not charge dues for specific months
  14. Billing: Add/edit/delete individual recurring account charges
  15. Billing: Multi Athlete Discount by dollar amount for recurring billing
  16. Billing: Amount charged on the 1st for CC/ACH
  17. Billing: Apply credit card/ACH transaction fee/surcharge automatically
  18. Billing: Allow parents to make on demand credit card payments
  19. Billing: Seasonal team ONLY - Billing Groups
  20. QuickBooks: Will customer (account) data be loaded from the IIF file?
  21. Billing: View when an account added or updated their credit card/ACH
  22. Billing: Recurring charge vs. non recurring charge
  23. Billing: Purpose of Board Members / Coaches FREE Billing Groups
  24. Billing: Can't enter information into billing system
  25. Billing: GST (Goods & Services Tax for AUS only) - implementing & reporting
  26. Billing: Multi Athlete Discount by percentage for recurring billing
  27. Billing: Payment Manager set up / Payment Option Settings
  28. Billing: ACH setup and verification by families
  29. Billing: Disable/remove option to pay by check/mail payment
  30. Billing: Only charge late fees to active/suspended accounts
  31. UK Billing: Set up electronic payment processing

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