Setting Up Batch Payments

The POS allows you to create a batch payment where you can charge a group of customers with a specific fee. For example, a monthly membership charge or yearly handicap fee. Batch charges can be run on the schedule of your choosing and posted to a previous day if required. 

Create the Charge Item

You will need to create an item in your item setup that represents the item you are charging. When the batch is charged on a customer's account, this will be the actual item that they are charged with and the amount of the charge will depend on the retail price of this item.

Note: The item names is the name that the customer will see on their statement along with the charge. 

1. Click Admin
2. Click Items and Departments
3. Select the department or sub-department the item is being added to.
4. Click Add Item
5. Type a SKU for the item.
6. Type a Name for the Item.  Press Tab three times to copy the Name to Button Text, Receipt Description and Label Text.
7. Set the Accounting Reference
8. Set the Tax
9. Set the Item Type depending on which account it is being charged to (ie. Non-Inventory Item or Membership/Yearly Rental Item).
10. Click Next
11. Type a Retail Price
12. Click Save

Create the Batch Payment

Once the Charge Item has been added, the Batch Payment can be created. The Batch Payment creation involves selecting a list of customers that the charge is to be applied to and selecting the item you want to charge to this list. 

1. Click Admin
2. Click Customers
3. Click Batch Payment Setup
4. Click Add Batch Payment
5. Type Description for the Batch Payment
6. Click Choose Item
7. Select the item. 
8. Select Fixed Payment or Minimum Payment. In this example we will be focusing on fixed payments, please see the page on minimum payments for information on how to setup minimums. 
9. Click Set Members
10. Select the members you want the charge to be applied to. 
11. Click Ok
12. Click Ok

The batch payment has now been created and is visible in the Batch Payments list. 

Applying the Charge

The final step is to run the batch and apply it to the customer's accounts. Batches can be run on the schedule of your choosing and can be posted to a previous day. The batch creates a transaction for each of the customer's included in the list. 

1. Click Admin
2. Click Customers
3. Click Batch/Automated Payment
4. Click Batch Payments
5. Highlight the Batch Payment to be applied.
6. Set the Payment Date
7. Click Continue
8. Click Print
9. A Batch Payment Report will open that can be printed or closed.
10. Click Apply
11. Click Ok

Frequently Asked Questions

I ran my batch and included a customer that should not have been charged, how can I fix this?

When a batch is applied an individual transaction is created for each customer. By going to the transaction viewer and searching the transaction ID you can void the charge that was applied in error. Remember to also edit the batch payment to remove the customer from future batch payments.