Billing: Change/edit payment methods in Account

SwimOffice Admin - Not an Admin or Super User

TeamUnify’s Payment Manager allows Super Users and non-admins alike to update the payment methods in their account and how they are used in a consistent interface. They can have several payment methods and select which is used to pay for what, depending on what options the team allows.

One screen for making a payment appears during checkout in Online Registration, Lessons Registration, TUMoney donations, and when logged in, under My Account > $My Invoice/Payment > Make Payment. A user can use their currently active card, select from a different credit card or add a new one.

Payment Manager credit card selection

The other screen, the E-Payment Manager, is for managing payment methods. Non-admins can access it in several places in the My Account tab on the side.

  • Setup Auto Pay
  • My Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC

E-Payment Manager

Super Users can access it in several additional places.

  • Team Admin > Account/Member Admin > edit Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC
  • Billing Admin > Invoices & Payments > edit Account
    • Payment Setup
    • Swim Lessons > Update/Change to CC
  • Team Admin > Lesson Admin > Acnts/Revenue
    • Edit Account > Update/Change to CC
    • Monthly Simulation Rpt > [Change Payment Method]
    • Monthly Simulation Rpt > Change CC

The E-Payment Manager allows one to add a new or update an existing CC and/or ACH account, and can have three possible payment methods listed—Credit and Debit Cards, ACH Bank Account, Mail Payments. Make sure to click Save Payment Setup after changing any selections.

With the options available for each, a specific option can only be selected in one payment method. For example, if you select “Use for Fees Associated With Your Account” for a credit card, it will get deselected in whichever method it was previously used.

Obviously some options only appear if your team is using them. For example, “Use for Lessons Specific Fees” only appears for teams using TU Lessons.

Credit and Debit Cards

Credit and Debit Cards section of Payment Manager

This area can have multiple cards. There will be five possible options for each card in the Account.

  • Use for Fees Associated With Your Account — These are monthly auto pay fees, including any non-recurring fees added the prior month.
  • Use for Lessons Specific Fees — Does not appear if Remove Option to Pay by CC is checked under “Lessons Recurring Payment Options” in Billing Setup.
  • Use for On Demand Payments
  • Update Card — Allows anyone to enter new or updated CC details. This brings up a blank form, so no one will be able to see existing CC info.
  • Remove Card — Deletes the CC from the Account. Does not appear for non-admins if Disable the “Remove” Card functionality is checked in Billing Setup.
Please note that only Credit Cards work in Canada; debit cards do not.

ACH Bank Account

ACH Bank Account section of Payment Manager

  • Use for Fees Associated With Your Account — It can only be used for swim team monthly auto pay fees; it cannot be used for Lessons fees nor on demand payments. Currently a user can only have one ACH account on file, but we can add the ability to have multiple accounts if there is a demand for it.
  • Replace Bank Account — Update the bank account details. This brings up a blank form, so no one will be able to see existing ACH info. The Add Bank Account button performs the same function.

Mail Payments

Mail Payments section of Payment Manager

This whole section does not appear for non-admins if Remove Option to Pay Manually is checked in Billing Setup. There will be three possible options.

  • Use for Fees Associated With Your Account — Shows as being for Super User Only if Remove Option to Pay Manually is checked in Billing Setup.
  • Use for Lessons Specific Fees — Does not appear if Remove Option to Pay Manually is checked under “Lessons Recurring Payment Options” in Billing Setup.
  • Do not allow CC On Demand Payments — does not appear for non-admins if Require CC on file for OnDemand Charge is checked in Billing Setup.

See Also
Payment Manager set up / Payment Option Settings
Setup auto pay for a family
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 practices
  34. Billing: Email invoices and best practices
  35. Does TeamUnify handle Escrow accounts?
  36. What credit cards are accepted by electronic processing?
  37. ACH and Credit Card Failure
  38. ACH is still pending
  39. Billing: ACH/Credit card FAQs
  40. What do these codes mean when I see the results of an ACH run?
  41. Credit Card and ACH Security
  42. Refunding Past/Historical Credit Card / CC charges
  43. Billing: Credit card expiration failure and report
  44. Refunding on demand or Credit Card /CC payments
  45. Billing: Delete an Account's credit card or ACH information
  46. Billing: On demand charges and payments for Admins
  47. Do NOT active accounts with a CC or ACH for autopay still get charged?
  48. Billing: Void a CC transaction immediately (instead of using Refund option)
  49. Is there a "Processed ACH report" PDF like there is a credit card PDF report for auto payments completed via ACH?
  50. Billing: Set up auto pay for a family
  51. Are accounts notified when an on demand payment fails?
  52. Billing: Refund an ACH payment or credit card donation
  53. Can I use a debit card for credit card processing?
  54. Service Not Allowed error when using debit card in Canada
  55. Invalid Term ID error when using a credit card
  56. How do I change the bank account into which TeamUnify site deposits payments?
  57. How do I generate a meet fee breakdown PDF for a Meet?
  58. Billing: Export and bill from Team Manager events file
  59. Billing: View invoices/payments from account's perspective
  60. What bills on the first in the automated billing system
  61. How do I add notes on invoices?
  62. How do I delete my payments in the IIF import?
  63. QuickBooks CoA shows $0 or negative amount after IIF import and Account Type set to Bank
  64. Add or edit a billing group
  65. Billing: Email auto pay instructions - Notify families team accepts credit cards/ACH
  66. How do I print an invoice?
  67. How do I see what admin posted a payment or invoice in the billing system?
  68. Billing: Update team credit card/ACH account used to pay TeamUnify invoices
  69. How do you change who receives the TU invoices?
  70. How to Add Free Billing Account and Member
  71. View what goes into a QuickBooks IIF file from SwimOffice
  72. View contents of a QuickBooks IIF file
  73. Alternatives to view IIF files
  74. Manually enter SwimOffice transactions into QuickBooks
  75. How QuickBooks views refunds made in SwimOffice
  76. Quickbooks - Can I use Account numbers?
  77. Billing: Do SwimOffice QuickBooks Import IIF files work with QuickBooks Online?
  78. QuickBooks IIF File was imported but I don't see the receivables/invoice in my reports (Canadian date issue)
  79. Undeposited Funds - QuickBooks
  80. QuickBooks error line 6
  81. QuickBooks is not importing IIF file - multiple line errors (error line 6,9,15 etc) on first import
  82. Why are my transferred QB amounts negative?
  83. QuickBooks: Dealing with undeposited funds
  84. QuickBooks - Recording payments in QuickBooks undeposited funds to bank
  85. QuickBooks Error - you cannot have multiple AP or AR accounts (error varies)
  86. QuickBooks error line numbers. How do know what the line number is referring to?
  87. When does the QuickBooks IIF file generate?
  88. QuickBooks IIF import error - Can’t record a negative payment
  89. QuickBooks Error 21 or Tax Field Error given on IIF import
  90. When do my invoices generate and my billing run?
  91. Why are late fees being charged on suspended and canceled accounts?
  92. Why did my canceled accounts or suspended accounts receive an invoice email?
  93. Why do my canceled accounts appear under invoices & payments?
  94. Will the recurring charges post to suspended / canceled accounts?
  95. What email gets an emailed invoice or email billing summary?
  96. Viewing Past or Current Invoices Generated
  97. Reconcile the differences between TeamUnify and C & H Financial Services (formerly Process Pink)
  98. Double bucket billing - two bank accounts for deposits
  99. What will the Account see in their invoice for dollars donated?
  100. Billing: Avoid double billing accounts with Online Registration and recurring billing
  101. Billing: ACH - Invalid account number
  102. Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
  103. Billing: Change/edit payment methods in Account
  104. Billing: Add a payment type as a family
  105. Billing: Non Admin update/change credit card
  106. Billing: Generate meet fees for unattached swimmers from results
  107. Billing: Invoice and charge meet fees
  108. Billing: View generated meet fees totals
  109. Billing: Cancel/undo/reverse meet fees
  110. Billing: Delete a meet fees batch
  111. Billing: Revert to generate meet fees (old ver)
  112. Billing: Invoice meet fees from an event (old ver)
  113. Billing: Invoice meet fees from meet results (old ver)
  114. Billing: Create a surcharge for meet fees (old ver)
  115. Billing: Cancel/undo/reverse meet fees (old ver)
  116. UK Billing: View credit card transactions
  117. UK Billing: Reconcile credit card activity - Financial Reports
  118. UK Billing: Manually refund credit card transaction
  119. Billing: View credit card failures

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