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  • Agenda (2:30)

  • What is Amilia Payment? (2:50)

  • A payment's journey to your organization's bank account (3:47)

  • What is the Merchant account subtab? (9:57)

  • Why should you reconcile your monthly bank statements? (11:03)

  • You need 3 sets of dates (A, B, C) (11:29)

  • Step 1 - Use your bank statement to find your C dates (12:49)

  • Step 2- Use the Netbanx Settlement report to find your B dates (13:33)

  • Step 3- Generate a new Netbanx Settlement report with your B dates (15:01)

  • Step 4- Use the new Netbanx Settlement report to find your A dates (15:34)

  • Step 5- Generate the Payment Summary report using your A dates (16:19)

  • Compare the Payment Summary with the Netbanx Settlement report (16:53)

  • FAQ & Troubleshooting (17:19)

  • When to use Netbanx (18:23)

Webinar Recording

FAQs

1. Where is the Merchant account page? Why can't I see it?

The Merchant account page is visible in the Accounting and finance>Merchant account subtab. Your organization must have a Paysafe merchant account and administrators require an 'account owner' or 'Finance and reporting-Accounting reports' permission. Franchisees do not have access to the Merchant account page.

If you do not have the required permission, contact the account owner at your organization. If you still cannot see the tab, contact us at support@amilia.com.

2. What is Amilia Payment?

Amilia Payment is our deep integration into payment to help simplify your financial operations. Our partnership with Paysafe enables us to bring relevant data from Netbanx into Amilia, so you don't need to open multiple tabs to find the information you're looking for. Netbanx is Paysafe's gateway portal that allows you to track the funds inside your merchant account.

3. When should I reconcile my bank statements with payments from Amilia?

We recommend doing the reconciliation at least once a month. This makes it easier to match your monthly bank statements with deposits made to your organization's bank account and allows you to address any inconsistencies in a timely manner (in the unlikely event they occur).

4. Which reports will help reconcile my bank statements with online payments?

In addition to your bank statement, you should download the:

  • Payment Summary: It provides the total amount of payments received by payment method (credit card, eCheck, cash, etc.) and a breakdown of each payment transaction made during the time period. This report is located in the Reports tab under the Payments section.

  • Netbanx Settlement: It allows you to check the transfers from Paysafe so you can compare them with the deposits to your bank account. It includes a breakdown of each payment, refund and/or credit that took place in your merchant account. You can export this report from the Accounting and finance>Merchant account subtab. Specify a date range, a payment method, and then click on the blue export icon to the top right of the screen.

5. Which reports show who paid and what service they paid for?

To find out for which client a payment was made, use the Payment summary.

To find out what was paid for, use the Breakdown of payments by ledger code.

You can also find out which client and invoice is linked to a payment in the Merchant account subtab. Click here to learn more!

6. Where can I find the ledger codes to link to my payments?

In the Reports tab, you can download the:

  • Breakdown of payments by ledger code: It provides a list of client payments associated to the ledger code of the item that was sold. It includes credit memos and invoice information linked to the reconciled payments. Download the report using the same dates as your Payment summary.

To quickly view the ledger code(s) linked to a specific online payment, go to the Accounting and finance>Merchant account subtab. Click on a transfer amount to view all the client payments within the transfer. Under the Reconciliations column, click on View to jump to a client's billing to see which invoice was reconciled to the payment. Click on the Invoice ID to load the invoice on the screen. Click on the invoice to see the ledger code(s). Click here for more information.

7. Can ledger codes be included in the Settlement amounts?

Settlements are managed by the merchant account provider, Paysafe. They cannot access invoice and/or ledger code details from Amilia. However, you can easily find out what was paid for by using the Breakdown of payments by ledger code report and/or going to the Accounting and finance>Merchant account subtab and viewing the reconciliations there.

8. When does the merchant provider (Paysafe) batch payments?

Paysafe batches payments based on the transaction date. Keep in mind a transfer to your bank account can include more than one batch of payments. The batching schedule is as follows:

  • US credit cards: Midnight

  • US e-checks: 4 AM and 11 PM

  • Canada e-checks: 4 AM and 11 PM

  • Canada credit cards: 8 PM and 2:30 AM

9. How long does it take for payments to be deposited into my bank account?

In total, it can take up to 5 business days from the time a client makes an online payment to the time it is deposited in your organization's bank account.

When a client makes an online payment, it is held in your merchant account for 2 business days. If you have been using your merchant account for more than 6 months, the holding period may be reduced by contacting us at support@amilia.com.

After the holding period, Paysafe transfers the funds to your bank account. It can take up to 72 hours before the money is deposited in your bank account. This time frame depends on your banking institution (regardless of where you are located).

10. Where can I find information about chargebacks?

A chargeback is a reversal of funds made at the request of the client. This cannot be tracked in Amilia's client billing. However, you can view chargeback amounts in the:

  • Accounting and finance>Merchant account subtab: Chargebacks are listed in the Other column on the merchant account page as well as when exporting your Netbanx Settlement report.

  • Netbanx portal: Log into the Netbanx portal to view and pull reports for more details about a chargeback. Be sure to configure your notifications so that you are made aware when a chargeback takes place.

Please note there is a Network Assessment fee associated with chargebacks, which appears on the upcoming Amilia invoice.

11. Where can I view refunds made to clients?

Refunds are visible in the:

  • Payment Summary: It provides the total amount of payments received by payment method (credit card, eCheck, cash, etc.) and provides a breakdown of each payment transaction (including refunds) made during the time period. This report is located in the Reports tab under the Payments section.

  • Accounting and finance>Merchant account subtab: To view payments that were reimbursed from your merchant account, refer to the Refunds & returns column on the Merchant account page. Click on a transfer amount to view which amounts were credited back to the client.

12. Why can't I find a record of a refund on the Merchant account page?

The Accounting and finance>Merchant account subtab displays and breaks down the payment transfers from your merchant account to your organization's bank account. If you can't find the record of a refund, consider the following:

  • It takes two days for a bank transfer (EFT) to show in the Merchant account page. If you refunded a client within the last 48 hours, check back in a few days to allow for processing, batching and settlement transfers to take place. Otherwise, you can log in to Netbanx and view up-to-date transactions in your merchant account.

  • The Merchant account page displays the date and details of payment transfers. If your organization has not received any payments, no payment transfer can take place. If your organization has issued refunds but hasn't received any payments, the information cannot be displayed in the Merchant account page. In this case, log in to Netbanx to view your refunds.

  • Only successful refunds within a bank transfer are displayed in the Merchant account page. If the refund was unsuccessful, it will not appear.

13. What happens if I cancel a payment on the same day?

If you cancel a payment on the day it was made, the payment is halted before the money lands in your merchant account. Clients will still see a pending payment on their credit card but the charges will disappear shortly afterwards. There will be no record of this payment on the Merchant account page.

14. When will a pending payment disappear from my transaction report?

It can take 2-3 business days.

15. Are client accounts automatically reconciled?

Payments are automatically reconciled to an invoice when purchased via your Amilia store. If you add a payment directly in the client's billing account, Amilia will prompt you to reconcile the payment with the appropriate invoice item(s). You can always check in the Accounting and finance>Unreconciled items subtab to verify if any payments or credits remain unreconciled.

16. Do I still have to log in to Netbanx?

The Merchant account page displays when a bank transfer took place (i.e. funds were sent to your bank account) and more importantly, allows you to break down those transfers to see which client payments were included, as well as which invoice(s) was reconciled to the payment. Paired with the Netbanx Settlement report, this is a great tool when doing your banking reconciliation for online payments. In most cases, you do not need to log into the payment processor's portal.

However, if you require more details on your current balance in your merchant account, on chargebacks, pending transactions, failed payments, and/or error codes, you can download additional reports in Netbanx.

👉 Make sure you login to your Netbanx account at least once every 90 days to avoid your login becoming inactive. If this happens, contact Paysafe support.

17. What is an eCheck?

An eCheck is an online version of a paper check. Both contain the account holder's bank details and an instruction to the bank to authorize a transfer of funds. Unlike a credit card that taps into the credit card network, an eCheck payment is a transfer between banks only. Since fewer institutions are involved, the payment processing cost is considerably less.

A separate merchant account is required to process eChecks so that clients have the option of paying online with their banking information. Contact us at support@amilia.com for more information!

You might also be interested in:

The Merchant Account Page

Reconcile your Monthly Bank Statements with your Online Payments

How Amilia Bills your Organization

Rectifying Failed Refunds (in Netbanx only)

Track Failed Transactions and Expiring Credit Cards

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