User Manual v 1.01
Contents
1. This is the opening page for your Billing Central operations The traffic lights alert you to situations that require your attention Green lights mean all is well Yellow or red lights indicate a condition that requires your attention These will be discussed in Chapter 4 Fixing Problem Transactions Notice the links on the top of the page These links will serve as your main navigation through Billing Central If you are beginning the setup of your Billing Central you will need to create two things a client list and a product list Instructions for setting up a client list follows this section Adding Client To begin from this page press the Add Client button and then follow the instructions in the next section Chapter 1 Billing Central User Manuel 10 17 01 Page 4 ADDING CLIENT This page is displayed when you press Add Client on the top navigation bar Your client list determines whom you are billing Client Menu and how they will pay you wallet Once set up this information is stored on a secure server and called up automatically when needed To build your list just fill in the required fields Company Name Address Phone and Email The fields marked with a are vital and you will not be able to submit until they are filled in After completing the fields click on the Submit New Client button ADDING WALLET Next you enter the billing information wallet for your cli2. cont The Client Menu displays the details for the client including the wallets and invoices for the client To edit the client s information press the Edit Client button above the client s name Billing Central opens this screen to provide easy editing of your client information To change the information in any field delete the existing information and type the new information into the field When you have completed your edits press the Save Changes button You may return to the Client Menu without editing any information by pressing the Back to Client Menu button Chapter 3 Billing Central User Manuel 10 17 01 Page 15 EDIT PRODUCT INFORMATION Your product information is edited from the Product List screen You can open your Product List by pressing on the Product List button on the navigation bar You edit any product on your list by pressing on the product name When you press on a product name from your Product Listing the Edit Product page opens for that product Highlight the field for information to be edited and type the new information over the existing After editing the fields click the Save Changes button Chapter 3 Billing Central User Manuel 10 17 01 Page 16 EDIT INVOICES RECURRING You may edit a client s recurring invoice from their Client Menu To begin you press the Client List button on the top navigation from any page When you press o
3. Billing Central returns you to the Client Menu for the client you have just billed The recurring invoice information is listed below the wallet information for this client You may view this Client Menu from any page by opening your Client List and pressing on the Client Name entry for this client If you wish to edit the Invoice press on the Record ID or if your wish to add another Recurring Invoice click on the Add Recurring Invoice button Chapter 2 Billing Central User Manuel 10 17 01 Page 13 EDIT COMPANY INFORMATION Your company information is automatically inserted into your client s invoice and email You may edit your company information should any part of it change To open an edit screen press on the Edit Company Info button on the top navigation bar located on any page Billing Central opens this Screen To change an entry simply highlight the current information on the entry line and overtype the new information When completed click on the Save Changes button EDIT CLIENT INFORMATION You may edit the information for your clients at any time To edit your client s information press the Client List button on the navigation bar Client information is edited from the Client Menu page From your Client List you can open the Client Menu by pressing on the Client s Name on the list Chapter 3 Billing Central User Manuel 10 17 01 Page 14 EDIT CLIENT INFORMATION
4. to invoice Next you simply press the One Time Invoice button Billing Central will display the items on an invoice The client name and totals are inserted automatically Tax amount is also inserted when any products are taxable when indicated on your Products List If you need to edit the invoice press the Back button of your browser tool bar Next if your client has multiple wallets you may select between them in the Select Payment Method window You complete the operation by pressing the Create Invoice button Billing Central displays your completed one time invoice The amount due is automatically collected from the client Also the invoice is emailed to the client when an email address is included with the client s information on the Client List For a hard copy of this invoice print this page by pressing the print option of your browser tool bar Chapter 2 Billing Central User Manuel 10 17 01 Page 9 CREATING INVOICES WITH PAYMENT TERMS When you have created a client list and a product list you can begin creating invoices You may bill your client in three ways a one time invoice an invoice with payment terms an open ended recurring invoice This section deals with invoices with Payment Terms The invoice amount will be broken into specified payments collected automatically over time To create an invoice with payment terms you begin with your client list where you select th
5. Billing Central User Manuel 10 17 01 Page 1 User Manual v 1 01 Billing Central TM and Payment Resources International TM are trademarks of Payment Resources International All rights reserved Billing Central User Manuel 10 17 01 Page 2 INDEX Chapter 1 Getting Started Logging In pg 3 Viewing Start Screen pg 3 Adding Client Information pg 4 Adding Wallet Payment Type pg 4 Add Products pg 5 Product List pg 6 Chapter 2 Creating Invoices Create a One Time Payment pg 7 Create an Invoice With Payment Terms pg 9 Create an Invoice With Recurring Payments pg 11 Chapter 3 Adds amp Changes Edit Company Information pg 13 Edit Client Information pg 13 Edit Product Information pg 15 Edit Recurring Invoices pg 16 Edit Invoices With Payment Terms pg 17 Chapter 4 Fixing Transactions Fixing Problem Transactions pg 18 Billing Central User Manuel 10 17 01 Page 3 LOG IN You will receive your Merchant ID and Password in an email when your account is set up this is a different ID than your Visa MC MID To access the Billing Central Login go to http www primerchants com and click on the logo for Billing Central This screen will open After entering your ID and password press the Login button You can retrieve a forgotten password by clicking on the Forgot password button and follow the instructions After verifying who you are the system will email the password to you VIEWING START SCREEN
6. Central will open this page Here you determine the amount of the payment and the date of the debit First review the product and pricing information for accuracy If you wish to make changes press the back button on your browser tool bar If the product and pricing information is complete simply enter a monthly amount to collect and a start date in the fields below the product information The number of payments will automatically calculate for you A fraction indicates that the last payment will be for the fractional balance due If the client has more than one wallet you can select the wallet used for this invoice in the Select Payment Method window Press the Create Invoice button to continue Billing Central displays your completed invoice with payment terms The amount due is automatically collected from the client Also the invoice is emailed to the client when an email address is included with the client s information on the Client List For a hard copy of this invoice print this page by pressing the print option of your browser tool bar Chapter 2 Billing Central User Manuel 10 17 01 Page 11 CREATING INVOICES RECURRING A recurring invoice will debit your client s account a specified amount on a recurring date until you cancel the invoice This is ideal for collecting recurring rental membership or service fees As with the other invoice types you create a recurring invoice by opening your Cl
7. e client to be billed Your Client List can be opened from any window by pressing the Client List button on the top navigation bar Your client list with all the clients you have added appears when you select the Client List button You can view specific details about the client by clicking on the Client Name To create an invoice click on the Client ID number When you click on a Client ID on your Client List Billing Central will pull up your Product List You build an invoice for your client by clicking on the Add button for a product A window will display an invoice to your client with the product added You may return to the Product List from the invoice to add more products Also you may view the invoice items from the Product List by pressing on the View Added Items button Chapter 2 Billing Central User Manuel 10 17 01 Page 10 CREATING INVOICES WITH PAYMENT TERMS cont As you press the Add button on the Products List a partial invoice appears showing the product added Billing Central will automatically display your client s name and subtotal for you You may add more products by pressing the Add Another Product button which returns you to the Product List Repeat this operation until you have all the products you wish to bill on this list Next you simply press the Invoice with Payment Terms button When you select the Invoice with Payment Terms button Billing
8. ent You may have more than one wallet per client Continue by pressing the Add Wallet button Billing Central will open a Wallet Edit screen You enter the clients checking savings or credit card account information here Use the drop down window to select the account type If you wish you may enter an account description to aid in your bookkeeping Then enter the clients name as it appears on their account plus their account information After completing the fields press the Submit Info button Chapter 1 Billing Central User Manuel 10 17 01 Page 5 WALLET COMPLETE Once you have submitted the client s Credit Card or bank account information Billing Central returns to this page If you have set up more than one wallet you may select the wallet to be used for billing by showing it as active This is accomplished by clicking on the Account Description entry for that wallet An edit window will open with the information for that wallet Change the entry for active to inactive or inactive to active and press Submit If you entered some information incorrectly click on the Account Description entry to edit the information You continue building your client list by pressing Add Client in the links menu and repeating the process you just learned for each client ADDING PRODUCTS This page will appear when you press the Add Product button You can build and modify your product list here Start by
9. entering a Product ID and Product Name to easily identify this product in your product list Next enter a Bank Statement Description for the product This description will appear on your client s bank or credit card statement to identify the reason for the charge Complete the remaining fields and click the Save New Product button Your new product will be added to your Product List Chapter 1 Billing Central User Manuel 10 17 01 Page 6 PRODUCT LIST This is your product list where you can view all the products you have added up to this point As you complete a new product entry and press submit you will automatically come to this page You may also reach this page by pressing the Product List button at the top of any page If you wish to correct mistakes or modify an entry simply click the Product Name An edit page for that product will open and you type in the changes the same as you entered information for a new product Now that you have a Client List and a product list you are prepared to create invoices Chapter 1 Billing Central User Manuel 10 17 01 Page 7 CREATING INVOICES WITH ONE TIME PAYMENT When you have created a client list and a product list you can begin creating invoices You may bill your client in three ways a one time invoice an invoice with payment terms or an open ended recurring invoice A one time invoice simply means that the client will be debited for the invoice in one pa
10. he invoice with payment terms From the Client Menu when you press on a Record ID for an Invoice with Payment Terms a window opens for editing the information To make changes highlight the current information in the field to be changed and overtype the new information into the field For drop down windows simply click on the arrow and select the new information Once you have finished editing the information click the Save Changes button Chapter 3 Billing Central User Manuel 10 17 01 Page 18 FIXING PROBLEM TRANSACTIONS When you login Billing Central will display your account status You may discover flashing yellow or red lights on this screen These are intended to alert you to situations which will require your attention in the future yellow lights or immediately red lights A blinking red light alerts you to transactions that have returned due to a problem The alert on this page allows you to work on these transactions as your first operation A blinking yellow light indicates that a credit card entry used for monthly billing is about to expire The yellow warning gives you ample time to contact your client or switch to a different account before the expiration occurs To access the transactions indicated by these lights within Billing Central simply press the light and an edit page will open for those transactions When you press on an alert light on your opening page Billing Central will auto
11. ient List Press the Client List button from the top navigation bar on any window When the Client Menu opens choose the client you wish to bill by pressing on their Client ID When you press on a Client ID on your Client List the detail for that client appears To create a Recurring Invoice for this client press the Add Recurring Invoice button Billing Central will display this information including the Client s name and ID number You create a recurring invoice by selecting a product you wish to bill to the client The drop down window contains all the products in your Product List Billing Central will automatically enter the Monthly Amount for that product based upon the amount listed for the product in your Product List Enter a Start Date and Day of Month to bill and then select a Payment Method Press the Create Recurring Invoice button to complete the invoice IMPORTANT NOTE recurring invoice will bill for one product ID only To bill for multiple items you may create a separate invoice for each item Or you may go to your product page and create a new product that contains multiple items E G a product may include a monthly service fee plus a product cost plus a monthly maintenance fee as one product with one product ID Chapter 2 Billing Central User Manuel 10 17 01 Page 12 CREATING INVOICES RECURRING cont When you press the Create Recurring Invoice button
12. matically pull up the transactions requiring attention Click on the Account Number for a transaction and an edit page will open to allow you to correct the problem If your original transaction contains errors such as an incorrect account number or account name you can correct the error and resubmit the transaction by pressing the Resubmit Transaction button Also if the account is NSF you may resubmit the transaction when you feel the account has funds by pressing the Resubmit Transaction button Should you choose to collect the amount another way press the Cancel Transaction button Chapter 4 Billing Central User Manuel 10 17 01 Page 19 FIXING PROBLEM TRANSACTIONS cont When you have corrected the transactions you will return automatically to the start page The indication lights indicate that you have no transactions which need attention at this time Chapter 4
13. n the Client List button the list opens To open the Client Menu press on the Client s Name When you press on a client s name on the Client List the Client Menu opens Recurring invoices for this client are listed below the wallet information To edit a recurring invoice press on the Record ID for that invoice Billing Central opens a screen for editing the information To make changes highlight the current information in the field to be changed and overtype the new information into the field For drop down windows simply click on the arrow and select the new information Once you have finished changing your information click the Save Changes button Chapter 3 Billing Central User Manuel 10 17 01 Page 17 EDIT INVOICES WITH PAYMENT TERMS You can edit invoices with payment terms in a way that is similar to the edit method for recurring invoices The editing is accomplished from the Client Menu Press on the Client List button on the top navigation bar from any page to open this screen From here you open the Client Menu for editing To open the Client Menu press on the Client s Name The Client Menu lists information on the client s wallets and invoices The Invoices with Payment Terms for this client are listed below the Recurring Invoices information You edit an Invoice with Payment Terms with the same procedure as editing a Recurring Invoice Press on the Record ID for t
14. yment To set up a one time payment invoice you will start on the opening page for your Billing Central operations To create a one time invoice open your Client List and select the client to be billed You open your Client List by pressing on the Client List button on the top navigation on any screen Your client list with all the clients you have added appears when you select the Client List button You can view specific details about the client by clicking on the Client Name To create a one time invoice click on the Client ID number When you click on a Client ID on your Client List Billing Central will pull up your Product List You build an invoice for your client by clicking on the Add button for a product A window will open displaying an invoice to your client with the product added You may return to the Product List from the invoice to add more products You may also view the invoice by pressing on the View Added Items button Chapter 2 Billing Central User Manuel 10 17 01 Page 8 CREATING INVOICES WITH ONE TIME PAYMENT cont As you press the Add button on the Products List a window appears with the product added Billing Central will automatically display your client s name and subtotal for you You may add more products by pressing the Add Another Product button which returns you to the Product List Repeat this operation until you have included all the products you wish
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