Follow the steps below to complete the testing phase of the ID669 Payment Process Implementation. At the bottom of this page is a downloadable checklist and a webinar we recommend you use alongside the steps below. If you have any questions, please reach out to CEO Juice on your existing open ticket. If you cannot locate your original ticket, please email help@ceojuice.com.
1) Register yourself as a user on the payment portal
Go to https://payments.ceojuice.com/YOURDOMAIN (be sure to replace YOURDOMAIN from this URL with your true company domain) and click on the Sign Up button.
Complete the email and password fields and click Register. You will receive an email asking you to confirm your registration which you'll need to complete.
2) Ask CEO Juice to make you an admin user
Email CEO Juice on the existing ID669 ticket string and let us know that you have registered your user account and ask for us to make you an admin user. If you cannot find the original ticket, please email help@ceojuice.com instead.
3) Review payment portal in its entirety to get familiar with it
Once you are an admin user, log into the payment portal and browse around. This link will take you to documentation on how to navigate and complete tasks in the payment portal .
4) Review invoices synced to payment portal from e-automate
In the payment portal , navigate to gear icon on top right and choose invoices.
Use the search fields to look for several of your customer's invoices. Review these invoices against what is in e-automate for same customers to review for accuracy. Invoices that are open with a balance due in e-automate should reflect the same balance due in the payment portal.
5) Review PDF downloaded invoices in the payment's portal
click on the invoice number hyperlink to go directly to that invoice page.
Click the download button on the invoice page to download a copy of the PDF invoice. Compare this invoice to the same invoice number in e-automate to make sure that they match in format. This is especially important to test for your customers with custom invoices that e-automate creates.
6) Create a customer record for testing
***Only complete this step if you do not already have a test customer record created***
In e-automate go to the Custom console and click New to create a new customer record
Complete the customer record fields as you normally would and click OK to save when done.
7) Add yourself as the AR Contact in the test customer record
***IMPORTANT - Ensure that the email address that you are using for your login as well as the AR contact for the customer record is not an email address that is listed as the AR contact on any other customer records. This will cause invoices and payments not related to this testing process to be included in the testing process. If the email is tied to other customer record, remove it from those customers and wait 30 minutes. Once testing is complete you may add it back***
In the customer record, go to the Contacts tab and add yourself as the accounts receivable contact in the field below. You'll need to create a contact record with your email address in the Email field if one doesn't exist already. The email address in the contact record MUST match the email address you registered a user account on the payment portal with.
8) Create six $1 miscellaneous invoices billed to the test customer record
In e-automate, go to the test customer's account in the accounts receivable console. Right click anywhere in the document's list in the AR console to open options for this customer and hover over New Invoice and select New Misc. charge invoice.
In the New Misc Charge Invoice we recommend adding a description indicating the invoice is a test invoice. To add the dollar amount, click the Add button from the lower left side and complete the required fields. Click OK to save the charge screen and then OK again to save and create the new misc. charge invoice.
Repeat this to create a total of six test invoices.
9) Review the test invoices in the payment portal
Wait at least 10 minutes after creating the misc. charge test invoices in e-automate and log into the payment portal. Search for the test customer's invoices.
Review to make sure they synced properly and match what is in e-automate like you did in steps #4 and #5 above.
10) Request for CEO Juice to turn on payment capability for your portal
Email CEO Juice on the existing ID669 ticket string and let us know that you have completed the review of your test invoices and ask for us to enable payments. If you cannot find the original ticket, please email help@ceojuice.com instead.
IMPORTANT NOTE - once payments are enabled you will begin to be charged by the payment gateway and processors. We recommend not requesting for us to enable payments until you are ready to complete the following testing steps that remain.
11) Wait for CEO Juice to enable payments
CEO Juice will reply to you on the ticket string once payments have been enabled in your payment portal.
12) Pay a test invoice via ACH
In the payment portal, search for the test customer's invoices. Click on the invoice number hyper link for one of the test invoices to be taken to the invoice's page.
From the invoice's page, select Bank for the payment option and complete the payment fields and click Pay at the bottom of the screen
13) Review the payment confirmation email you received via ID317
Shortly after making the ACH payment, you will receive a payment confirmation email. Review this email to ensure it looks the way you want it to as this is what your customers will see.
If you want to make any changes to the verbiage, reach out to CEO Juice on the existing ID317 ticket string and let us know the changes you'd like by providing an example of how it should appear. If you cannot find the original ticket, please email help@ceojuice.com instead.
14) Pay a test invoice via Credit Card
In the payment portal, search for the test customer's invoices. Click on the invoice number hyper link for one of the test invoices to be taken to the invoice's page.
From the invoice's page, select Card for the payment option and complete the payment fields and click Pay at the bottom of the screen
15) Review the payment confirmation email you received via ID317
Shortly after making the CC payment, you will receive a payment confirmation email. Review this email to ensure it looks the way you want it to as this is what your customers will see.
If you want to make any further changes to the verbiage, reach out to CEO Juice on the existing ID317 ticket string and let us know the changes you'd like by providing an example of how it should appear. If you cannot find the original ticket, please email help@ceojuice.com instead.
16) Make a batch payment by paying more than one invoice at once
In the payment portal, search for the test customer's invoices.
Find the 2 test invoices you want to pay together and in the left column select the checkbox. This will enable the batch pay option to pop up.
Select the option to "batch pay the selected invoices". Next, you'll be taken to the payment page for these invoices.
Enter payment information and select Pay
17) Create a new auto pay to pay remaining invoices
Under the Invoices dropdown select Stored Payment Details and Automatic Payments.
Next, click to add auto pay details.
Complete the auto payment fields and select for the auto pay to run tomorrow by selecting the "day of the month" option and entering tomorrow's day. Ensure you have all invoice types selected, and no max/min entered. Click Submit auto pay once completed.
You will now see your scheduled auto payment.
After the scheduled run date, ensure that the invoices have been paid in the portal showing a $0.00 balance.
18) Verify in e-automate that the invoices are paid in the AR Console and the payments are in the cashbook
19) Verify settlement report matches your e-automate payments
Within 72 hours of the payments being made you will receive settlement reports. Note that ACH and Credit Card settlements are received separately. Below is an example of the settlement report. Review to ensure the settled amount matches your e-automate cashbook. You may complete your deposit in the e-automate cashbook at this time if that is your process.
20) Add additional portal users at your company and give them admin access
Give access to the portal to your company users and ensure these admin users are comfortable in the portal and know how to navigate.
To get them set up, new users at your company should go to your portal URL and select to Create an Account and then complete the registration page and click Register.
The user will receive an email requesting for them to confirm their registration and they'll need to complete that.
Once registration is complete and confirmed, you'll log into the portal and from the gear icon dropdown select users
Search for the user's email address in the Add a User to the Admin Role search field and click Find User
Then click Add Admin Rights for User
Once done you will see their email in the list of users and the column on the right side shows their admin access
21) Review internal processes in preparation for your customers to use the payment portal
Ensure that internally that you have processes in place surrounding this new payment portal such as documentation for your staff and how to assist your customers when they're using the portal.
We do have documentation available to our clients via the links below:
Click here for documentation on how to navigate the portal as a customer user, noting that it is branded towards CEO Juice customers (you) paying CEO Juice invoices. This will help your team know what the portal looks like to your customer users. You can rebrand this documentation and send to your customers if you'd like as well.
Click here for documentation on how the payment portal syncs with e-automate, how to manage customer access, managing credit card fees for your customers, frequently asked questions, and more.
22) Select 3-5 customers to test the portal
Confirm that any prior customizations of the ID317 notification emails you requested of CEO Juice are completed. Once they are, ask CEO Juice on the existing ID317 ticket to turn ID317 live to your customers. Once live, your customers who make payments in the portal will receive emails such as payment notifications, failures, auto pay set up, etc. If you cannot find the original ticket, please email help@ceojuice.com instead.
23) Turn ID317 notifications live for your customers
From your customer base find 3-5 that would be willing to test the portal before it is available to all of your customers. We recommend these be customers that are excited about having a payment portal and are ok with testing something before it is fully live.
Work with these customers to have them pay their invoices in the portal, receive payment links from you, set up auto pays, etc.
This link will show you how to send payments links to your customers from the portal.
24) Review ID437 (if subscribed) for needed customization
If subscribed to the ID437 process, review the emails sent to you that show the verbiage and payment link within the body of the email that will go out to your customers once the process is live. Reach out to CEO Juice on your open ID437 ticket to request any needed customization. If you cannot find the original ticket, please email help@ceojuice.com instead.
25) Confirm all prior tasks on this checklist have been completed
26) Turn ID437 outgoing invoices with payment link live for your customers
After any customizations have been completed to the outgoing message for ID437, confirm to CEO Juice on the open ID437 ticket that it is ready to go live for your customers. Follow CEO Juice instructions that will be provided in response to your 'go live' request regarding disabling your e-agent task in e-automate. If you cannot find the original ticket, please email help@ceojuice.com instead.
Webinar on the testing steps:
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