The Electronic Banking Manager window is where you control and manage electronic payments that were NOT already processed in real-time using a swipe card reader. When you receive a credit or debit card payment from the RECEIVE PAYMENT window, you have the choice of either "swiping" or "keying" it. Swiped cards must be authorized at that moment and do not need this window for processing. However, keyed transactions (transactions where you type in the account info), as well as automatic billing transactions generated from previously stored card information, require a secondary step to get the payment authorized and have the funds transferred to your bank account. This secondary authorization step is handled by this tool
The Electronic Banking Manager provides two views of your electronic data that can be accessed from the two tabs along the bottom of the window. The first tab provides a list of all payments that have been posted but not yet authorized. This can occur because they have never been submitted for authorization OR they were submitted but denied. If the payment was previously submitted and denied, an error code will display in the far right column of the grid. This error code indicates the reason for the denial. Below is an example of the first tab with one pending transactions. and one denied transaction.
This selection box allows you to filter out the transactions by status. Make your choice and press the FETCH button. You can view PENDING transactions, DENIED transactions, or ALL transactions. Typically you will want to view and submit all transactions.
You can reorder the records displayed in the grid by choosing one of the SORT BY options.
When you have finished marking the entries for submittal, press this button to initiate the processing of those transactions. Each entry is processed individually and a progress box will give you feedback as the entries are authorized.
Print a report outlining the details of the pending Electronic banking transactions.
The first grid column on the left allows you to assign an action for each transaction. Your choices are SUBMIT or DEFER. If you want to take a shortcut, you can press the SELECT ALL or CLEAR ALL buttons to mark all for submittal or deferral.
This second tab shows you all transactions that have already been processed successfully for a given date range. This can be useful if you are researching a past transaction or want to get a booking total for a date range.
Your SchoolLeader database keeps a record of all the transactions you have processed for todays Chase / Paymentech "Electronic" batch. This is different from the SchoolLeader deposit batch because this only includes electronic transactions submitted to Chase for authorization and payment. If you had any problems during submittal that leaves you concerned that not all transactions where processed, you can press this button to verify that Chase agrees with the number of transactions processed and the amount. If the amounts do not match, contact SchoolLeader Support for further assistance before calling Chase.
Your electronic batches are automatically set to close and release for payment every morning at 5am. Once you submit your transaction and receive an authorization number, there is nothing more you need to do. However, if for some reason, you wish to force the electronic batch to close sooner, you can press this button. Closing the electronic batch ahead of schedule MAY result in payments deposited in your account sooner, however, there is no guarantee of that. On the downside, once you close the batch, any transactions associated with it can no longer be voided. At that point, if you find you've made a mistake, your only option is to credit their account.
The difference between crediting and voiding is this; Voiding makes the transaction appear as if it never happened. The customer would not see any reference to it on their statement. Crediting will show a "credit" entry on their bill along with the original charge.
You can print a detailed report of all authorized transactions by pressing this button. You are given the option of setting the date range for the report.
It is important to understand that no funds are transferred to your bank account until a payment is authorized and an Authorization code is displayed on this page. In fact, SchoolLeader does not even recognize the payment in the subledger until it is authorized. For this reason, you cannot close a deposit batch OR close the accounting period with any outstanding unauthorized payments. If a payment cannot be authorized then it must be deleted or voided from the system before bookclose.