HOW TO SET UP AN Automatic Credit Card Payment SYSTEM

     Assume that each of 100 students/families has given you a credit card number and told you that you can use that to collect tuition each month.  When the first of the month arrives, you will then post a payment in the amount of that month's tuition.  Then, you will report those payments to your credit card processor, who will in turn process the payments, and within three days credit your bank account with the total amount charged to your students.  Or, you could do this for a variable category - COSTUMES, for example.  This is an overview of the CDW Automatic Credit Card Payment System (ACCPS).

     Before starting to set up your ACCPS, you need to create an account with the CompuDance processor, Smart Payment Solutions.  Call them at 1-800-320-7258.  Tell them you are a CompuDance Studio to receive our low CompuDance rates.

     First, please check out the EFT (Electronic Fund Transfer) operations in Appendix N.  EFT costs a fraction of what you will pay in fees if you use credit cards.  We strongly recommend using EFT instead of credit cards to collect payments. 

     All Automatic Credit Card Operations are located in the CompuDance Main Window.  Click Income from the Menu Bar, then 2 Automatic Credit Card Payment.  Automatic credit card operations that apply only to individual students and families are located in the SRD and FRD.  Click Options, then Credit Card Status - Edit.

     EFT/Credit Card Password (EFTCCP)

     In order to access sensitive credit card and bank EFT information, you will need an EFT/Credit Card Password.  This is in addition to your Level 1 and your Level 2 Passwords.  TAC assigns each user a unique EFTCCP.  You can discover what your EFTCCP is by entering your Level 2 PassWord in the CDW Main Window, Configuration.  Then click the <EFT/Credit Card Password> button.  The first time you do this, CompuDance will display a dialog box containing your EFTCCP.  You must write it down, because when you exit that dialog box, CDW will never again display that Password!  The next time you try to discover the EFTCCP, CompuDance will not display it.  You can only find out the Password one time!  So, do it the first time you run CDW; write it down; hide it in a safe place!  If you forget it, you can phone TAC.  We will mail it to the name and address that we have on file.  We will NOT give out an EFTCCP over the phone!  So don’t ask.  This is for your protection.

     After discovering your EFTCCP, you will need to enter it each time you wish to use any of the EFT or Credit Card operations.  You do this in the CDW Main Window.  Click Configuration, then Password, then <EFT/Credit Card Password>.

     How to Enter Individual Credit Card Data

     When Maria Dunn's dad gives you a credit card, you will record the information in Maria's SRD (or in the Dunn FRD).  You will enter 1) the credit card number; 2) the name of the holder as it appears on the credit card; 3) the expiration date; and 4) the cvv number - a three or four digit number that appears on the signature stripe on the back of the credit card.

     You do this through Options, then Credit Card Status - Edit in SRD (or FRD if it is a family).  Or, you can use the shortcut, <Ctrl> + [F3].  After entering the credit card data, you will be asked if you want to place Maria on your Automatic Credit Card Payment List (ACCPL).  If you say "No," the credit card information will remain a part of her record, but CDW will bypass her when automatically posting credit card payments.  You can now give the credit card back to her Maria’s dad.

     All students and families that are on your Automatic Credit Card Payment List will have ACCPL appear in the first panel of the Status Bar in the SRD (or FRD).  This serves as a quick reminder to you that the student or family is on the list.

     How to Check Expiration Dates
    
     You can ask CompuDance to go through all credit cards on file and check to see if any have expired.  It checks the Expiration Date with today's date.  It will remove all expired credit cards (cards with an expiration month prior to the current month) from the ACCPL.  When finished, it will report to you what accounts it removed.

     You should do this just prior to posting Automatic Credit Card Payments (ACCP) so that the program does not post a payment using an expired card.  It only takes CDW about 2 seconds to check 500 credit cards.  It would be a good policy to check these periodically.  That way, when CDW finds an expired card, you can notify the student or family in a timely manner.

     How to Display and Print Automatic Credit Card Payment Lists

     CompuDance will display and print your ACCPL.  In addition, on the display it will tell you the total amount of tuition that is subject to tour ACCP.  You should write this figure down just prior to posting your ACCP so that you can reconcile that figure with the amount that the program actually posts.

     You can access the display and the printout from the CompuDance Main Window.  Click Income from the Menu Bar, then
2 Automatic Credit Card Payment.  You will find a menu item for the display and a menu item for the printout.  Be certain to secure the printout.  Credit card information should be protected.

     How to Post Automatic Credit Card Payments

     Before asking CDW to automatically post a tuition payment to everyone on your ACCPL, you must first post a charge to the appropriate Income Category.  Then  click Income from the Menu Bar, then 1 Automatic Credit Card Payment., then 2 Post Global Credit Card Payments.  This operation will accomplish the following:

		1) Post a tuition payment for each student and family on your ACCPL that has an amount
		    due in the appropriate category.  The amount of the payment will equal the amount due.
                                     If the category is tuition, CDW will then set the status as Paid.  If the category is other
                                     than tuition, CompuDance will set the status as $0.00.

		2) Print two lists detailing the payments posted (name, number, amount, etc).  The lists
		    will provide sub-totals for each type of credit card (AmEx, Visa, MasterCard, Discover).
		    The first list is sorted by credit card; the second by Account Name.  

		3) Create file that you can upload to Smart Payment Solutions.  The file contains the same
                                     information as the first printout.  It is located in a folder named CC Transactions in
                                     the appropriate year/studio folder.  For example, a filename for transactions created
		    on October 2, 2006 would be PdSPScc10-02-06.txt.  You can find that file by using
                                     the Browse function.  (See Page 7-4.)

     You should read Appendix N, Electric Funds Transfer.  The process for entering and processing credit card payments is basically the same as process that is used for EFT.  There is a little more detail in Appendix N about the method of file creation, restore point, and file locations.  And again, we recommend using EFT over credit cards to save money!

     How to Post Individual Credit Card Payments

       A Single Transaction        

     You can enter a single credit card payment manually instead of using the global posting method.  This operation does not require the CC/EFT Password.  The process is not much different from entering a single payment that is not a Credit Card Transaction, except that it is much faster because you have less to do.  Assume that you want to post a Credit Card Payment for Andrea Miller, Student 154, for her $42.00 February Tuition on February 15 2008.

     Step 1 Open the Payment Window in Andrea’s SRD.  CompuDance will remind you that Mary is a Credit Card Account,
                 and ask you if this will be a credit card payment.  Say <Yes>.  Now enter her payment as you would normally -
                 Total ([40]), optional Memo, Amount ([40]), and double-click the category.  When finished, click <Save>.

     Step 2 CompuDance will tell you that it has append (added) this payment to today’s SPS Credit Card Transaction File.
                 Click <Ok>.

       Multiple Transactions        

     You can enter multiple Credit Card payments manually if you want instead of using the global posting method.  The process is not much different from entering multiple payments that are not Credit Card Transactions, except that it is faster.

     Let’s assume that on November 1, 2007, Debbie Collins, Student 845, is paying by Credit Card for November tuition and Dancewear.  Assume that her tuition is $45.00 a month and the Dancewear charge is $60.00.  You can enter the two payments exactly as you would if Maria were not a Credit Card Account.  You enter the first payment of $45.00 for November tuition, then while staying in the same window, you enter the $60.00 for Dancewear.

     Step 1 Open the Payment Window in Debbie’s SRD.  CompuDance will remind you that she is a Credit Card Account,
                 and ask you if this will be a credit card payment.  Say <Yes>.

     Step 2 Enter the [105] total payment in the Total Text Box.

     Step 3 Enter [45] in the Amount Text Box.  Double-click the November Tuition Category, then click <Save>.

     Step 4 CompuDance will confirm this first transaction and will show you in the red Unallocated Box that you still have
                 $60.00 unallocated.

     Step 5 Now enter [60] in the Amount Text Box, then double-click the Costumes Category.  Now click <Save>.
	CompuDance will confirm this transaction and tell you that it has append (added) this payment to today’s SPS Credit
                 Card Transaction File.  Click <Ok>.

     Contents of the CC Transaction Files

     This is what the Credit Card Transaction file looks like with three transactions.  In this example, the file was created on
 November 4, 2007.  The Filename is: PdSPScc11-04-07.txt.  It contains three transactions.  These are hypothetical.

!BATCH	authtype	card-amount   card-name   card-address1   card-city   card-state   card-zip   card-number	card-exp	card-cvv
auth	authpostauth	50.00	Thelma M Broganski	167 Allenview	San Antonio   TX	78226	4767890987654323	09/09	601
auth	authpostauth	35.00	Harry B Watson		45 West Fifth St.	San Antonio   TX	78216	4357109589609786	05/07	201
auth	authpostauth	30.00	Laura Ann Abreggo		7523 Cactus Ct.	San Antonio   TX	78238	5342673876456475	08/08	301

     When you exit CompuDance after having created a Credit Card Transaction File, you will be reminded that you have a file ready to be uploaded.  CompuDance will provide this reminder when you exit only on the day you create or add to the file.  

     IMPORTANT SECURITY  After you upload the file to SPS, we strongly suggest that you delete it from your computer as it contains your clients’ Credit Card Information.  You will note that CompuDance made a copy of the file with the your clients’ credit card data encrypted.  The filename is CopyPdSPScc11-04-07.txt .  Also, please see APPENDIX N-6

     How to Find Credit Card Transaction Files

     To find a list of all the Credit Card Transaction Files on your computer, go to the Lists Window.  Click <Other Lists>.  Click <Browse>.  In the left panel, click the + sign.  Now click the + sign for the Studio (Location) folder.  Now double click the folder named CC Transactions.