Introduction
- This article describes bill run acceptance. It initiates the fee collection for token-based payment providers e-payments or file generation for file-based providers.
- This article will be helpful to PG Champion, Administrator, Club Manager, Finance, Accounting and Club Owner.
Before you start
Bill run has to be in Awaiting acceptance status to be accepted.
Instruction
For your convenience, bill run acceptance can be initiated from every view in billing module. Please refer to respective articles for details:
How to accept a bill run?
1. Go to one of above views and press Accept next to bill run or bill run in single club to accept.
2. Pop-up window will appear - it shows all clubs where the bill run will be accepted.
Only the clubs where bill run has awaiting acceptance status will be displayed in this window.
1. Bill run - name of a club displayed in this row.
2. Payers - quantity of billed members in this club.
3. Amount - total amount charged in this club.
4. Warnings - we compare the current bill run to reference bill runs from the past (see p. 6 for details). A warning is displayed if amount difference (see p. 7 for details) exceeds allowed percentage.
- Allowed percentage is configured in system settings: Settings -> SystemSettings -> EPayment -> Billing generation for epayments.
- Another case when a warning is displayed is when another bill run has been already accepted in this club the same day.
5. Details - show the data for reference bill runs from the past.
6. Reference bill runs - we compare the current bill run with two past bill runs:
- Last bill run for this payment provider type (Credit Card / Direct Debit)
- if the bill run is recurring - last accepted bill run in its recurring definition
- if the bill run is not recurring - corresponding (first / second etc.) accepted bill run from the last month
7. Amount difference - difference between current and reference bill run amounts, divided by current bill run amount and multiplied by 100%.
8. Go to bill run - opens reference bill run details in a new tab.
9. Summary - shows quantity of clubs where bill run will be accepted, provider, bill run generation date and total amount.
To accept the bill run, type ACCEPT and press the Accept button. This process is irreversible.
Please use capital letters as in instruction as using other will not accept the bill run
Hints
To make the process of acceptance automatic and avoid manual approvals of billing runs, please get familiar with setup of automatic acceptance here.