Case Account

Account

The Account tab is where you post individual payments or special account charges for the case. This is your go-to for knowing an account's balance. You can print payment receipts from here and you can print statements from here.

To post a payment click the Balance - button.  Hit the Balance + button for special entries such as Late Fees, or Refunds for Overpayment.  You can edit or delete payments as well as print a receipt by clicking the icons on the right.  

 

If your case includes AddOns, it is possible to split a payment across the main contract and/or any add ons.  Click the "Split Payment" button and enter the appropriate amounts. 

Special Information regarding integration with Deluxe payment processing (previously named First American)

If you are a Deluxe customer when you select a Payment Method of Credit Card or Debit Card you will be presented with a secure form which will allow you to enter the card information and process the charge.  If you have enabled ACH/EFT/e-Checks with Deluxe and select the EFT/ACH option you will enter the account and routing number. The sensitive credit card and checking account information is securely transmitted to the payment processor and is never stored within Halcyon's databases.

If you are a Deluxe customer when you select a Payment Method of Credit Card or Debit Card you will be presented with a secure form which will allow you to enter the card information and process the charge. If you have enabled ACH/EFT/e-Checks with Deluxe and select the EFT/ACH option you will enter the account and routing number. The sensitive credit card and checking account information is securely transmitted
to the payment processor and is never stored within Halcyon's databases.

You may manually enter in the card information or swipe the card using a card reader.  If you wish to use a card reader, Deluxe will provide the physical device and the configuration details since the setup  depends on the device you choose to use and the mobile device you wish to use to take payments.  The setup process should only need to be performed one time per mobile device you wish to use. Please contact your Deluxe representative for more information.

To begin taking a credit or debit card payment, click the green Balance - button on the Account tab and select "Credit Card" or "Debit Card" as the Payment Method. You can click  Manually Enter Card Data if you wish type in the credit card information rather than swipe the physical card.

Enter in the date and amount. If you check the checkbox for "Securely Save Card for Future Use" prior to charging the card it will be stored with Deluxe and available for future charges without the requirement to have the physical card present.  You will only be able to make charges against that client's balance.

If you wish to swipe the card and you are using a mobile device, ensure that the keyboard in use is set to the "Wedget" keyboard. 

When you have the Wedget keyboard enabled you will see a small Magtek logo in the left corner above the tab key, which looks like this:

To process the payment via your hardware device (either using your computer or mobile device),  click the red "Swipe Card" button before you swipe the card.

This button will turn into a yellow message letting you know that the system is ready and waiting for the card to be swiped.

If you are on a mobile device you will see an additional message that says "Please swipe card when ready". If you do not see this, please make sure your current keyboard is the Wedget keyboard.

You have about 30 seconds to swipe the card before the read times out but you will have the option to try again.

For either mobile device or computer, when you get a valid read the Waiting on Card Swipe button will change to Card Data Accepted.

Enter the billing information for the card owner and click "Charge Card" to process this transaction.  Note that the buyer's country is a required field in order to process the charge.

If the payment is successful you will see a detailed entry for credit/debit card payments on the Accounts tab with a payment ID and reference number for each transaction.

Charging a Previously Securely Stored Card

If you have previously stored a card you will see them when choose to enter a credit card payment.

To charge one of the cards simply click the radio button next to the card and click the Charge Card Button.  If you want to use a card not on the list just click the Use Another Card and you will be presented with the option to swipe or manually enter card information.
 

Maintaining Previously Securely Stored Cards

You can remove a previously stored card at any time. Click the Maintain Payment Methods button next to the contract or add on.

You will be presented with a screen listing all of the stored cards.  You may remove and individual card by clicking the red trash can icon next to the card you want to remove, or you can remove all of your stored cards by clicking the large red button at the bottom of the list.

 

Editing or Deleting Existing Charges

Note: If you are connected with our credit card processor and need to make an adjustment to a payment that has a been sent to the card processor you should use edit and delete icons next to the payment record.  The information will be transmitted to our card processor and the necessary adjustments will be made to the card holders account. DO NOT MAKE ADJUSTMENTS TO CARD TRANSACTIONS DIRECTLY WITHIN DELUXE'S PORTAL SINCE THOSE CHANGES WILL NOT BE COMMUNICATED BACK TO HALCYON AND THE ACCOUNT BALANCE IN HALCYON WILL BE INCORRECT.

If you wish to edit a previously entered credit card charge, the original amount will the voided or credited and the updated amount will be charged.  You will see an entry with details on the account screen showing the transaction that was credit or voided and the new transaction. 

Special Processing for EFT/ACH: It is not possible to edit, delete or credit a processed EFT/ACH transaction.  You will need to either enter an adjustment or enter an additional charge.  However, you may delete (Void) an EFT/ACH transaction if it has NOT cleared the bank yet.  When you attempt to delete the EFT/ACH you will be informed if the transaction had not cleared yet and the void was possible or if the void was not possible due to the transaction having already cleared your bank.

Handling of Rejected EFT/ACH:  EFT/ACH payments are typically "fronted" by Deluxe so you can receive funds the next day while they wait on the confirmation from the bank if the payment approved or declined.  This time period can take 3 or 4 days depending on the bank. If the bank declines the payment Deluxe will debit that amount from your bank account on file with Deluxe.  You will receive a notification from Deluxe if a transaction is rejected.  Halcyon will be unaware of the payment rejection so you must visit the Account screen and delete the payment.  The amount of the payment will be changed to $0 and the information with the transaction will indicate that the transaction was rejected by the bank.

The account screen will include the Deluxe ID and reference number for each transaction processed through Deluxe.   If you need to access sensitive payment details about a transaction you will be able to log into your Deluxe account and look up each payment using the ID and/or reference number.

The account screen will include the Deluxe ID and reference number for each transaction processed through Deluxe.   If you need to access sensitive payment details about a transaction you will be able to log into your Deluxe portal and look up each payment using the ID and/or reference number. Halcyon does not have the ability to see details about a transaction other than what appears on the Account screen.

If you need Deluxe payment assistance please call the Deluxe dedicated merchant support team at: 844.898.0341, Monday - Friday 7am - 7pm CST.  For after hours support please send an email to [e-mail].

Statements and Summaries

There are many places in Halcyon to print summary statements and one of them is on the Case/Account screen. (See article on Statement Formats Available). 

 You can print a statement about only the main contract. It includes purchases and payments made

 If the account has Addons you can print a statement of them.

Or you can print a statement that summarizes the original contract along with any addons. The Contract Summary by Buyer will separate addons that have different buyers.

Invoice and Statement Log:

A log is available on the Case/Accounts screen to tell you when invoices or statements were run. If the invoice was emailed Halcyon will show you if the email was received and when the recipient opened the email.

The Case/Account tab is also the only place where collections notes are available. You can enter notes here to coordinate actions to collect. These notes are not used very much so you can feel safe about how they available they are. Halcyon only prints the most recent note on the Accounts Receivable by Funeral Director report.