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ID669 MAIN - Online Payments Overview & Sample:

This process is an online payment portal that your customers can use to view, download and pay their invoices. 

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Overview

Overview

This process is an online payment portal that your customers access to view, download and pay their open invoices with either a credit card or ACH payment. This payment portal is an important piece of the full AR Automation that we offer. There are other CEO Juice processes that integrate with this portal that allow your customer to receive payment notifications, past due and newly generated invoices email notices that include a link to pay the invoice directly in the portal. 

 

Run Schedule:  N/A

Type of Output: Various: URL browser and email

 

Click to Subscribe

 

Implementation

Implementation

About

The implementation process of ID669 requires your company and CEO Juice to work together to ensure the portal is reflecting accurate customer information and that you can successfully receive payments made in the portal. Below we have outlined the implementation process in written steps, webinars and Visio and recommend that you review each for full understanding. Further below in this section are details on the testing phase of the implementation and what is required. Note that the order of the steps of implementation can vary depending on client circumstances.

 

Steps

1) You subscribe to ID669 (payment portal), ID317 (payment notifications) and optional ID437 (Send invoices from e-automate with a link to the payment portal)

2) CEO Juice sends your contact information to Net1 and/or EVO (Credit Card processors) to apply

3) Net1/EVO works with you on the application process. You need an approval for credit card and one for ACH/Bank

Requirements for applications are below, and further information may be required by the payment gateway and processors:

  • Voided check from intended operating bank account for transactions
  • Driver's license matching the signor of the application
  • Business license
  • Bank statements from last 3 months

4) CEO Juice is notified by the processors when the applications are accepted and at that time, we let you know that we are good to move forward with install of your payment portal

5) CEO Juice adds internal request to ID437 install to include payment portal link (if you chose to use ID437)
6) CEO Juice creates your account in NMI (payment gateway) which requires a meeting with you and us

         *Note that as soon as your NMI account is created your billing will begin. Your first invoice from NMI will include a set-up fee as well as your normal monthly fee prorated from your NMI account creation date to the end of the current month. The payment for your NMI Invoice will auto-debit from your account typically between the 2nd and 5th of the month.

7) You send CEO Juice your transparent logo and AR email address

8) CEO Juice lets you know when payment portal (ID669) and payment notifications (ID317) have been installed

9) ID437 will be in test mode and sending you daily summary of emails that would have gone out as well as copies of the emails that would have gone out so you can see the way that they look.

10) Complete required testing steps prior to going live. (Implementation testing steps and downloadable checklist are detailed further down in this documentation.)

 

Webinar

The webinar below is an overview of the entire implementation process. 

Visio

Below is a Visio illustrating the overview of the entire implementation process. In order to view this image; right click on the image and select to open image in new tab. Then, hover over the image on the new tab and click the plus sign to magnify the view.
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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.

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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.

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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.

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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.

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5) Review PDF downloaded invoices in the payment's portal

click on the invoice number hyperlink to go directly to that invoice page.

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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. 

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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

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Complete the customer record fields as you normally would and click OK to save when done.

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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.

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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.

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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.

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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.

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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.

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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.

Note that the payment information as well as the other fields you will complete with your company's information and payment method. The bank account and company information in the screen shot below is for example purposes only.

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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.

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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.

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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

Note that the payment information as well as the other fields you will complete with your company's information and payment method. The credit card and company information in the screen shot below is for example purposes only.

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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.

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16) Make a batch payment by paying more than one invoice at once

In the payment portal, search for the test customer's invoices.

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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.

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Select the option to "batch pay the selected invoices". Next, you'll be taken to the payment page for these invoices.

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Enter payment information and select Pay

Note that the payment information as well as the other fields you will complete with your company's information and payment method. The credit card and company information in the screen shot below is for example purposes only.

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17) Create a new auto pay to pay remaining invoices

Under the Invoices dropdown select Stored Payment Details and Automatic Payments.

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Next, click to add auto pay details.

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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.

Note that the payment information as well as the other fields you will complete with your company's information and payment method. The credit card and company information in the screen shot below is for example purposes only.

669 113.pngYou will now see your scheduled auto payment.

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After the scheduled run date, ensure that the invoices have been paid in the portal showing a $0.00 balance.

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18) Verify in e-automate that the invoices are paid in the AR Console and the payments are in the cashbook

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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.

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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. 

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The user will receive an email requesting for them to confirm their registration and they'll need to complete that.

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Once registration is complete and confirmed, you'll log into the portal and from the gear icon dropdown select users

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Search for the user's email address in the Add a User to the Admin Role search field and click Find User

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Then click Add Admin Rights for User

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Once done you will see their email in the list of users and the column on the right side shows their admin access

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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. When you click the link, it will take you to the Alert Functionality section of this documentation which you'll need to review. 

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:

 

Sample

Samples

Interact with Live Test Invoices

Interact with live 'test' invoices to see how this will look to your customers when making payments - click these hyperlinks to view: Test Invoice 1, Test Invoice 2, Test Invoice 3.

 

Sample of Payment Portal Pages

Sample of payment screen your customers would interact with when sent a link to a specific invoice. This view gives them the option to pay with credit card or ACH as well as see invoice details and download a copy of the invoice.

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Sample of login page that your customers would see when logging in or creating a new account.

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Sample of the Landing Page sees when user logs in. (Note this can be customized with your company's logo and colors.)

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Sample of being able to search for an invoice without a portal login (must have invoice #, due date and postal code)

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Sample of storing payment info and scheduling autopay

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Sample of Payment Notification Sent to Your Customers

Sample of settlement email you receive once payments have settled and been remitted to you from the payment processors:

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Variables

Variables

Variables for this Process

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Variable 1: Enter the b ranch number that you want this sync to include. Separate list of multiple with comma or leave blank for all.

Variable 2: Enter the country codes that you want this sync to include. Separate list of multiple with comma or leave blank for all.

Variable 4: Enter the GL account number that you want the credit card fees collected to distribute to. Leave lank if you are not charging fees. Or, if you are charging fees and you leave blank w will use the term discount GL account in your e-automate.

Variable 5: Enter the GL account number that you want the ACH fees collected to distribute to. Leave lank if you are not charging fees. Or, if you are charging fees and you leave blank, we will use the term discount GL account in your e-automate.

Variable 7: Enter the GL department number that you want the credit card and ACH fees collected to distribute to. If left blank it will not allocate to a specific department.

Variable 12: Select Yes or No to answer if your e-automate uses multiple branches or not.

 

Alert Functionality

Alert Functionality

Payment Gateway and Processors

We have partnered with www.nmi.com for the payment gateway for this process, CEO Juice clients will need to onboard with NMI as their gateway but do have ability to choose payment processors. We recommend EVO or Net 1 for credit card and Net1 or Paya for ACH.

Things to know:

  • Payment Gateway versus Payment Processor:
      • A payment gateway is a network that collects, verifies and performs fraud checks on customer's credit card information before sending it to the payment processor. The transaction begins and ends in the payment gateway.
      • A payment processor is a service that routes a customer's credit card information between the customer's bank and the merchant bank.
  • By default, below are the payment processors that will be used through the NMI gateway. If there is an alternate payment processor that you'd like to use, they must be an NMI approved processor (see attachment at the bottom of this page for the approved NMI Processors list as of 9/16/24).
      • Nuvei (formerly Paya) - ACH/Check processor
      • EVO - Credit card processor
      • Net1 - credit card and/or ACH processor
  • Rates and Fees 
      • Rates from NMI (subject to change)
        • $10-12 monthly per payment processor
        • $0.1371 per transaction for ACH (same cost to refund ACH payments)
        • $0.1251 per transaction for credit cards (same cost to refund credit card payments)
        • $0.07 per vault setup or updated by user
        • $7.50 monthly fee for vault (vault enabled allows any stored payment information such as auto-pay)
        • Click here to understand how often you'll be billed
      • Rates from EVO or Net1 or Paya (credit card and ACH processors) can vary, and you'll be quoted at the time of application.

Contact Information for the Payment Gateway and Processors:

NMI Merchant Login and Support
https://secure.nmi.com/merchants/login

support@NMI.com

EVO Merchant Login and Support

mymerchant.info (You can register for a merchant login using this link as well as login once you're already registered, if you need assistance reach out to timothy.powell@globalpay.com)

888-564-9564

b2b.support@globalpay.com

Nuvei (formerly Paya) Support
EFT-CustomerSupport@Nuvei.com
+1 888-481-0757 | F +1 855-676-2825 | L USA

Net1

net1support@ecisolutions.com

 

Customization Available

  • The payment portal is customizable to reflect your company including your logo and brand colors.
  • You can decide which customers to omit from fees all-together which is managed in the custom properties in the bill to customer record.
  • By default, the process charges 3% fee amount to all of your customers. If you want this change this % (must be 3% or less) than reach out to help@ceojuice.com to request this. Note that whatever % you have us change it to it will charge that amount to your entire customer base and cannot be done at an individual customer level.

How the Sync Works Between e-Automate and Payment Portal

Invoices:

  • Every 10 minutes this process is scanning your e-automate database for invoices and will sync the information to the portal.
  • The sync can take longer than 10 minutes if there is a large number of invoices to sync. for example, you do all of your contract billing on the 1st of the month and it's syncing them all that day.
  • $0.00 invoices are also synced to the portal, but your customers cannot see them. They will fall off of the portal after about 30 days. However, if the invoice had a balance due and was paid prior to the invoice syncing to the portal, it will not sync to the portal at all.
  • A PDF copy of the invoice can be downloaded in the portal and this sync can take up to 24 hours to be available for download. 
  • If an invoice that previously synced to the portal has now been voided or paid separately in e-automate, the sync will update the balance due in the portal to match e-automate.
  • In order for the invoices to sync to the portal, the bill to customer record for the invoice must be active

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Payments:

  • Every 10 minutes this process is scanning payments made in the payment portal and will push them into your e-automate database
  • Payments previously synced to e-automate from this process that are later voided in e-automate will cause the invoice to re-sync to the portal with new balance due.
  • Payments pushed into your database from this process all come in as a payment method of credit card, even when the payment was made as an ACH in the portal. However, in the Description of the customer payment in e-automate it will say if it's actually an ACH as seen in the first screen shot below. Further, when the payment is pushed in by this process, e-automate will show that it was entered by the user "cjid669".

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Deposits:

  • The payment will show up in your e-automate cashbook immediately once the payment is pushed into e-automate and will remain there until the payment has settled with NMI (payment gateway). All payments from the portal come in as a method of credit card, even if they are ACH. You'll know it came from the portal because the entered by user id will be "cjid669".

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  • Within 3 business days of the payment being made you will receive a settlement, and you will then create the deposit in the e-automate cashbook. 

Reconciling Settlement Deposits

When a settlement deposit is received into your bank account you will need to find the settlement report that is related to the settlement in order to know which transactions in your e-automate cashbook you should select to make a deposit matching the settlement deposit in your bank account.

Our ID669 process will send you a settlement email like the below if you are a recipient in one of the TO or CC fields on ID669 subscription. The email will show the settlement date which should match your bank account, and it will also show the transactions that make up the settlement.

Note that as of version 20240710 this settlement email will not show the settlement deposit total. You must sum the Payment Amount column to get a total. In our next revision of ID669 this will be enhanced to show the total automatically. 669 73.png

If you'd like to see all of your settlement deposits with total deposited and related transactions, you can locate this within the NMI portal. See below for how.

Click transactions from the portal home page

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Enter a date range for Group By Settlement Batch in the Transaction Snapshot reporting page and click Submit

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You will then see a list of the settlements you have received and the amounts that match your bank account. To see the transaction detail for each settlement, click the magnifying glass next to the settlement you wish to review and select View These Transactions

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Customer Portal Access

There are two ways in which your customers can view and pay invoices in the portal, and it is dependent on if they have a login to the portal or not. 

1) Customer can see full list of open invoices, pay any open invoice and manage auto-pay:

    • They've created a login by going to your payment portal website and creating an account and completing the required account confirmation emailed to them.
    • These users must be listed as the AR contact on the bill to customer record in e-automate. The contact record must be active and the email address in the contact record must match the email they created their login to the portal exactly. Email addresses in the main email field and other emails field will all be able to create logins and access.
    • Note that if you change the AR contact on the bill to customer record that the previous contact will no longer be able to access and the new contact will. 
      • However, note that if an invoice was sent to a contact in the past that the invoice will always have a tie to that recipient's email address. This means that even if that customer end user no longer works at their company, that user can still log in and view/pay that invoice. If this is a concern for your customers, you can stop this by removing the contact from the Contacts tab entirely from the customer's bill to record.
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    • To determine which email addresses are linked to an invoice in the portal:
      • go to the the gear icon in the portal and select Invoices

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      • Search for the customer's invoices. Click on the dropdown on the bottom-right side of the screen and select Emails 1-4. This will add the Email columns to the view. The emails listed in those columns are what is linked to the invoices.
          • Note that the emails listed here are coming from the contact record that the invoice was initially sent to and any emails in that contact record's Other Emails field AND the contact record for the current AR contact and any emails listed in that contact's Other Emails field that's on the bill to customer record. The columns for Email 1-4 don't represent where each email came from (invoice sent to contact or current AR Contact) and may be in a random order.

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2) Customers can only see and pay 1 invoice at a time:

    • These users will not have a login to the portal (because they aren't the AR contact on the customer bill to record in e-automate) and will instead access each invoice individually by either of the methods described below
      • They received a link to pay an invoice in the email via ID437
      • They received a link you sent them that you copied from the payment portal when viewing that customer's invoices and either clicking on the copy button next to the invoice number or by copying the invoice number (Both will give you the link. The method of copying the invoice number will produce a cleaner looking link).669 38.png
      • They go to your portal URL and enter the invoice number, invoice date or due date and the postal code (must have all three)669 37.png

 

Previous Payments and Auto-Pays

Previous Payments:

  • Your customers:
    • Once your customers pay an invoice, the invoice and associated payment are removed from their view in the portal immediately. They do not have access to view payment history. However, they do receive payment confirmation for each payment made via ID317.
  • You:
    • You can see payment history for up to 30 days after the payment was made. After that it is removed.

Auto-Pays:

  • Your Customers:
    • Your customers can only set up auto-pay if there is at least 1 invoice that has synced to the portal for their account. The invoice doesn't have to have a balance due in order for it to qualify.
    • Your customers can set up auto-pay to either pay on a specific day of the month or on the due dates of their invoices.
      • Due Date Auto-Pays
        • Runs for invoices due today or prior that qualify.
        • Never pays invoices with due date in the future
      • Specific Day of the Month Auto-Pays
        • Runs for invoices due today that qualify. If the selected date is greater than the number of days in the month (31st, or leap year) then it will run on the last day of the month.
        • Never pays invoices with due date in the future
    • If your customer selects auto-pay to run on a specific day of the month, the first auto-payment will pay all open invoices that were due on or before the run date. 
    • If your customer has auto-pay set up and the payment fails on the day it is scheduled to pull, the payment will be re-run the next 4 days in an attempt to collect the funds. If on the 5th attempt the payment fails again, the auto-pay will be removed from the account. Note that your customer will be receiving notification emails of each failed payment via ID317. 
    • The maximum and minimum auto pay amounts that your customers select in their auto pay applies to the invoice plus fee balance. For example, if the auto pay has a max amount of $250 and there is an invoice open for exactly $250 the auto pay will not run if there is a fee to be charged as well as that exceeds the $250. Note that auto pays also will not partially pay invoices up to the max amount. If the invoice exceeds the max, it will not pay at all. 
    • Auto-pay is linked to the user account that set it up. If the AR contact on the bill to customer record in e-automate changes for the customer and the auto-pay is set up under their email address, the invoices will no longer be synced to the prior contact and therefore the auto-pay will no longer work. The customer will need to set up auto-pay again under the new contact's login.
    • Customers cannot store payment information in the portal without it being tied to an auto pay.
  • You:
    • You can view all auto-pays set up for your customers by clicking on the auto-pays button from the settings dropdown in the portal (must have admin access)669 41.png
    • You can receive alerts when your customers create new auto-pays or cancel existing ones. To receive these, be sure to add your email address as a recipient in the CEO Juice alerts website for ID669. Below is a sample of this notice.669 74.png

What is Required for an Invoice to be considered Qualified for Auto-Pay:

  • They must be linked to the email address that's linked to the auto-pay (via AR contact in the customer record in e-automate)
  • They must be an approved invoice type per the auto-pay selections
  • The invoice amount must be equal to or less than the maximum payment per invoice amount set in the auto-pay selection
    • Note that auto-pay will pay 1 invoice at a time and will not batch pay. This allows for the maximum invoice amount set in the auto-pay selections to apply on a per invoice basis.

 

Removing Credit Card and/or ACH Fees for Your Customers

You can remove credit card and/or ACH fees entirely for customers by using custom properties in the Customproperties tab of the bill to customer record in e-automate. You will use ZCJ_PaymentsNoFeeCreditCard to manage credit cards and ZCJ_PaymentsNoFeeCheck to manage ACH. Add any value to the custom property fields to have no fees charge, and leave blank for fees to charge.

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Note that the custom properties will only remove the fees on invoices that generated and synced to the payment portal after the custom property was set up for that bill to customer record. Any invoices generated/synced prior to the custom property being set up you'll need to manually remove the fee in the payment portal. See below for how.

Log into the payment portal and from the dropdown on the top right, select Invoices.

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Use the filters to search for the customer that should not receive fees.

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Once the customer's invoices are listed, click on the dropdown next to the invoice number and select to remove CC and ACH fees from the invoice. Note that once the fee has been removed you cannot reinstate it. The solution would be to void and re-invoice and have the customer pay that new invoice once it syncs to the portal with the fee. Or ask client to overpay the invoice by the fee amount and then clear the overpayment internally on your side once payment posts. 

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Sending Payment Link to Your customer from the Portal

You can send a link to your customers to click and be able to pay an individual invoice in the portal by pasting a payment link into an email you've drafted outside of the portal or by drafting an email from within the portal. See how obtain this link from the options below.

1. Locate the invoice and then right click on either the invoice number hyperlink and copy that link OR click on the Copy button. Paste the copied link in the email you are sending to your customer.

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2. Locate the invoice and click the email icon. This will create a new email from your outlook that includes the payment link. You can edit the recipients before sending.

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3. To send your customer a shorter link than you get with the options above, highlight the invoice number and copy it. Do not copy the link, but instead, copy the invoice number. Paste that into your email to the customer and it will contain a short hyperlink using the invoice number as the link's text.

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4. You can also choose to include multiple invoices in 1 payment link to your customers by check marking which invoices you want included in the link and then selecting to copy batch pay link for the selected invoices. 

Note that you cannot short pay the total of the invoices when batch paying, you must pay the entire amount. This is because the system does not know which invoice you intend to short pay so it cannot be done. 

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Handling Payment Returns in e-Automate

When a customer's payment is initially successful but is later returned for various reasons (such as customer's bank denies the ACH pull), you will need to void the payment in your e-automate in order for the invoice to re-sync to the portal to be paid again.

1. On your check status emails you receive you will be notified of payment failures (if you are not currently receiving these emails, see this link on how to manage your user account in the NMI portal. You'll want to select notification "K - Electronic Check Notifications" for yourself to receive these).

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2. When you receive these failure notices, log into the NMI portal and find the transaction(s). See here for how to locate transactions. 

3. Within the transactions you'll see customer information and a transaction ID #. You can use this information to identify which customer this return belongs to.

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4. Locate the payment within your e-automate database and un-apply it from the invoice it is applied to.

5. Void the payment.

6. You will now see the initial payment and the void in your e-automate cashbook, and you can clear out of the cashbook accordingly as it will total to $0.00 cashed.

7. Within 30 minutes the invoice should re-sync to the payment portal showing the balance due again.

 

Custom Property Setup

Follow the steps below to set up the custom properties to be available on your customer records. The below goes over how to create the ZCJ_PaymentsNoFeeCreditCard custom property but you will follow the steps for both.

1) In e-Automate click tools from the top tool bar and then select list & codes

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2) from the list or code type dropdown options select attributes and select New button on the upper-left side

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3) create the new attribute by completing the fields below and clicking OK

attribute name = ZCJ_PaymentsNoFeeCreditCard

description = ID669 No CC Fee

data type = Text Box

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4) from the list or code type dropdown options select configurations (custom properties) and from the configurations list double click on the customer configuration

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5) from the available attributes dropdown select the attribute you created, uncheck the default value box and click quickadd to add it to the selected attributes list. Then click OK to save the configuration. 

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6) you will now see this custom property in your customer custom properties and you can enter your review dates into this field

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*  *  *

Best Practices & Tips

Best Practices & Tips

Navigating the ID669 Payment Portal

Click here for how your customer user would navigate the payment portal. The documentation includes information such as how to register for an account, view and pay an invoice, schedule autopay, store payment info and more. This documentation can be rebranded by your company and given to your customers as a portal guide. 

Navigating the NMI Portal

Click here for our documentation on Navigating the NMI Gateway Portal - this provides instructions on using the portal to complete tasks such as viewing your billing statements, finding customer transactions, processing virtual payments, issuing refunds, handling transaction failures, and more.

Regulations on Charging Credit Card Fees to Your Customers

Can your state recover credit card fees? That is up for debate in many states and the best option is to call your credit card processor.

 

**This is YOUR responsibility to confirm the rules in your state - noting that the fee percentage you charge must comply with the rules for the state that your business resides in and not the bill to address of the customers you are billing the fees to*

 

The below information was provided by NMI (gateway processor) and is purely informational based on the rules and regulations in place at the time this was written and is subject to change without notice.

 

1. States that do not allow businesses that reside within that state to charge surcharge fees: Massachusetts, Connecticut, Maine, and Oklahoma 

2. When assessing a Surcharge (in accordance with card brand requirements), please also consult your legal counsel as needed, to ensure that Surcharging is permitted by law as it varies by jurisdiction and may not be allowed.

3. The state of Colorado has a 2% Surcharge fee maximum

4. The states of New York and California do allow Surcharging, but there are additional requirements to consider:

  • In NY, the highest price, including any surcharge fee, needs to be listed. A cash discount price can also be listed, but when the merchant is selling an item, it would be on them to list the total price on that item. The point of sale requirement is not enough in NY, but the CEO Juice portal still provides that notification.

  • In CA, fees cannot be mandatory. That means they cannot charge a surcharge fee without offering another option to avoid that fee. Again, CEO Juice supports that compliance by offering the ability to process both debit cards and ACH, which do not have any surcharge fees applied.

PCI Compliance Information

Handling and storing customer credit card information involves significant liability and adherence to compliance laws. It's crucial for all parties in credit card transactions to understand and follow these regulations to ensure ongoing compliance. One key regulation is PCI compliance, which refers to the Payment Card Industry Data Security Standard (PCI DSS) that businesses must follow to safeguard sensitive customer payment data. PCI compliance is mandatory for any business that processes, stores, or transmits credit card information. This includes everyone from merchants (like you) to payment gateways and processors.

As the payment landscape evolves, PCI compliance rules are regularly updated. You can find the latest version, PCI DSS 4.0 here. For the ID669 Online Payments Portal we offer payment gateway services with NMI. See NMI's compliance page here.

When you subscribe to our ID669 Online Payments Portal and go through the application process you will be set up through the payment gateway (NMI) as well as with a credit card payment processor (EVO or Net1). EVO and Net1 both partner with PCI Apply (also known as Aperia) to work with you on the PCI Compliance requirement. During the application process, PCI Apply will reach out to your company to work with you on completing their compliance questionnaire and any other PCI Compliance requirements to ensure that you are certified. While completing the application it is very important that PCI Apply is made aware that you use the NMI gateway in order to avoid unnecessary requirements and steps in the application and ongoing compliance process. There should be a field in the application to indicate this, but we also recommend ensuring the person you work with at PCI Apply is aware to ensure your compliance is processed under the NMI relationship. See more on the PCI Apply process by downloading the PCI Apply MS User Guide PDF at the bottom of this documentation page. 

Clients that choose to use an alternate CC Processor (outside of EVO or Net1) will need to ensure their own PCI Compliance as PCI Apply does not work with merchants that do not use one of the credit card processors they partner with. To find out if your alternate credit card processor uses PCI Apply, reach out to your credit card processor's customer support and inquire on what is offered for compliance certification.

 

 

Related Alerts

Related Alerts

Related Alerts for this Process

ID213 - Email Customers Past Due Mini Statements (coming soon... a link to the payment portal can be included in the body of the email ID213 sends for your customers to click and pay)

ID305 - Validate Email Address Field on all Contact Records (this will ensure that a contact at every customer can have access to view and pay all invoices as well as set up auto-pay)

ID437 - Email Invoices from Document Queue (available now... a link to the payment portal can be included in the body of the email ID213 sends for your customers to click and pay)

ID317 - Payment Notifications (this process sends your customers notifications when they do things in the portal such as set up auto-pay, make a payment, have a failed payment, and more)

ID767 - Missing AR Contact or Email (this will ensure that the contacts in place in your system are accurate; allowing your customers to view and pay all invoices as well as set up auto-pay)

ID800 - Email Past Due Invoices to Your Customers (coming soon... a link to the payment portal can be included in the body of the email ID800 sends for your customers to click and pay)

 

Automated AR

CEO Juice's Automated AR Workflow

AR Workflow Webinars

 

AR Workflow Visio

 

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FAQs

FAQs

About

Below are our most commonly asked questions and how to resolve them. If you are unable to resolve after working through the given protocol, please reach out to us at help@ceojuice.com and provide us with the scenario and explain what you have tried in order to resolve it thus far so we know where our troubleshooting should begin.

 

Q) My customer cannot see their invoices in the portal, but I can see them from my view. What's happening?

A) It is likely that your customer user is not linked to the invoice(s) in the portal and therefore cannot view them. Click here and open the Customer Portal Access section to understand the types of access your customers can have based on how they're set up in your e-automate.

However, there are a couple other reasons why this may be occurring. To troubleshoot, validate the user against the check points below. 

  • Is the user's email address the current AR contact on the bill to customer record in e-automate and the contact record is active? If not, the AR contact on the customer record must match the user's email exactly and the contact record must be active. Correct this and allow up to 24 hours for it to re-sync. 

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  • Is the invoice in the portal linked to the email address of the AR contact from e-automate? To confirm, go to invoices in the portal and locate the invoice(s) in question and select emails 1-4 to add those columns and review the emails in those columns. If the user's email is not listed then it is not linked. If user's was updated as customer record's AR contact today allow until next day for it to re-sync to new email.  669 58.png
  • Has the user confirmed their email address for the portal registration? See FAQ below on how to confirm.

 

Q) My customer cannot login or reset their password even though they registered for the portal prior. How can this be fixed?

A) It is likely that your customer never confirmed their email address for the portal registration. They'll need to resend the confirmation email to themselves, confirm it and then reset their password if they cannot get in with old one. Below is a screen shot of where these areas are for the customer when they're trying to login.

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You can tell if a user has completed registration or not by verifying the user account. To do so, click on the gear icon and select Verify Users. Enter the user's email address and click Find User. If there is not a check mark in the Email Confirmed column for the user, then they have not completed the email confirmation. If no results are found it means the user has not created an account at all.

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Q) Are there any limitations for this payment portal and process if we are ECI Hosted?

A) No, there are no limitations. The process and portal work the exact same for ECI Hosted clients and On-Premise clients. 

 

Q) My bank account was recently debited and I'm not sure what the charges are for. How can I tell?

A) The debit is either from NMI, Paya or EVO. See below for information on each.

NMI - see this link on how to access your billing statement on the NMI portal. If the NMI statements do not match the debit, then it's likely from EVO.

Paya - reach out to them at eft-customersupport@nuvei.com.

Net1 - reach out to them at net1support@ecisolutions.com.

EVO - reach out to them at b2b.support@globalpay.com. Or you can login to their portal using the information below. We do not manage or have access to their portal so please reach out to EVO directly for any assistance you may need.

EVO Merchant Login and Support

mymerchant.info (You can register for a merchant login using this link as well as login once you're already registered, if you need assistance reach out to timothy.powell@globalpay.com)

888-564-9564

 

 

Q) Why did my customer's auto pay not run to pay their invoices?

A) There is a variety of scenarios that can cause the auto pay to not run for either all or specific invoices for that customer. Validate the cause against the check points below. 

Screen shot below reflect an example of a customer's auto pay

669 60.png1. Is the email address listed in the User column also tied to the unpaid invoices? To confirm, go to invoices in the portal and locate the invoice(s) in question and select emails 1-4 to add those columns and review the emails in those columns. If the user's email is not listed, then it is not linked to the auto pay. If the auto pay is linked to an old AR contact the customer must cancel this auto pay and create a new one under the new contact.

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2. Is the value in the Pay On column (day of the month or due date) conducive to when the unpaid (invoice) was due? Click here and open the Previous Payments and Auto Pays section for explanation of how the two types of auto pays work. 

3. Is the unpaid invoice(s) in line with the selected min/max payments amounts?

4. Is the unpaid invoice(s) an invoice type that is allowed (indicated as "true") in the AR, SO, SC and Contract columns?

5. Log into the NMI portal and look in transaction to determine if the auto pay attempted to run but failed for some reason. If failed, work with you customer to correct. Click here on how to find transactions in the NMI portal.

Q) Why is my customer receiving a duplicate payment notice when they try to pay two invoices in a row for the same amount?

A) NMI has a failsafe in place that doesn't allow payments in the same amounts to be made one right after another in order to avoid possible duplicate payments. Your customer can either batch pay multiple invoices in one run (if they have an admin login) or they can log out and go back in 20 minutes later and it should allow them to pay. 

Q) How can I see a list of recent payments made or be in-the-know of daily payments?

A) You have a few different options as detailed below.

1. Add yourself as a recipient to the ID317 subscription in our website to be copied in on all receipts that go out to your customers. These will be individual, it will be individual receipt emails.

2. Log into NMI gateway portal as needed and review the transactions. This link explains how.

3. Log into the payment portal and click the gear icon and select payments. This will list your payments received in order.

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4. In e-automate go to e-views and in the System folder use the Customer Payments report. You can search by "Entered By" and enter the user "cjid669" which all the portal payment comes in as.

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Q) Is there a way to see what updates or changes have been made to the payments site for both our customers users and our internal admin users over time?

A) Yes, you can keep up to date with our changes by going to https://payments.ceojuice.com/YOURDOMAIN/ChangeLog - be sure to replace YOURDOMAIN from this URL with your true company domain. There will also be a hyperlink at the bottom of the site for Change Log that can be accessed alternatively.

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This is especially helpful to validate when you feel something may be different in the portal, or if you're wonder if a previously requested enhancement has been put into place. Below is an example of what you'll see. 

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