Customer Database

Set up and monitor recurring billing for multiple customers in the Customer Database. Recurring billing customers (active and inactive) and all customers imported to database (from ‘New Order’ tab and from Transaction Detail pages) are stored in the Customer Database. Recurring billing is the ability to bill a customer in specified intervals, including daily, weekly, monthly, or annually.

Please Note: Recurring billing can be processed through credit cards, ACH, and gift cards. To have recurring billing enabled, please contact your reseller.

To access the Customer Database, click on ‘Customers’ on the side menu bar.

Customers

Customize View

By default, the ‘Customer Database’ table arranges customers from newest (most recent customer on record) to oldest (first customer on record).

Rearrange Table

The table can also be rearranged based on the Customer ID, Company name, or Last Name. For example, to rearrange the table by the Customer ID click on ‘Customer ID’ on the top bar of the table.

Customers

As shown in the image above, the table is now arranged in descending order. Click on ‘Customer ID’ in the top bar again to arrange customers in ascending order.

Customize Table

By default, the table displays the Customer ID, Company, Last Name, and Billing Schedule fields. To add or remove customer fields from the table, click 'Options' located at the top right hand side of the page, then click ‘Customize Table’ on the drop down menu.

Customers

The ‘Table Options’ pop up window will appear showing current and available fields. ‘Current Fields’ are the fields currently showing in the table. ‘Available Fields’ are the fields available to add to the table. To add more columns into the Customer Database table, drag and drop a field button into the ‘Current Field’s’ section. To remove a specific field, click the unwanted field button and drag it to the ‘Available Fields’ section.

Customers

Once you have finished adding or deleting specific fields, click 'OK'. If you want to reset your Customer Database table to default, click 'Reset Default'.

Filter By Status

The console allows you to filter your database by recurring billing status. To sort by status, click on 'Status' at the top of the page. Then select one of the following statuses:

Customers

  • Enabled- Customer is enabled for recurring billing and their credit card or checking account is in good standing.
  • Declined/Retrying- Customer's charge did not go through, or encountered an error, the system will retry for up to three days from the initial transaction allowing enough time to edit and update the customer's payment information.
  • Failed- Customer has been disabled after all re-run attempts declined.
  • Billing Disabled- Customer's recurring billing is disabled when it is NOT due to error, decline, or completing the cycle.
  • Completed- Customer has completed their recurring billing cycle (and either reached the set end date, or total number of transactions to run).

The image below shows an example of a customer database that has been filtered by 'Completed' customers.

Customers

Add Customer

To add a new customer, click '+Add Customer' located at the top right hand side of the Customer Database page.

Customers

General Information

After clicking, +Add Customer', a pop up window will appear.

Customers

Enter the customer’s general information on the blank fields. The Customer ID and the customer’s First Name and Last Name are the required fields. All the other fields are optional.

Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page.

Payment Methods

To add a payment method, click the ‘Payment Methods’ tab, then click '+Add New'.

Customers

Select the payment method to set up for recurring billing. The ‘Payment Method’ pop up window will display three options depending on what you are set up to accept: Credit, Check, or Giftcard. Please Note: The credit payment method option is available for all merchants. To accept checks and gift cards for recurring billing, please call your merchant service provider.

Customers

To select a payment method, click the payment’s method corresponding tab icon:
  • Credit: Click the credit tab to set up a customer’s credit card as a payment method. Enter the customer’s card number and the credit card’s expiration date. All the other fields are optional.

Please Note: Check the ‘Default’ box, to save the customer’s credit card information as their default recurring billing payment method.

Customers

  • Check: Click the check tab to set to set up a customer’s checking account as a payment method. Enter the customer’s Routing number and Account number. All the other fields are optional.

Please Note: Check the ‘Default’ box, to save the customer’s account information as their default recurring billing payment method.

Customers

  • Giftcard: Click the giftcard tab to set up a customer’s gift card as a payment method. Enter the customer’s gift card number. The ‘Payment Name’ field is optional.

Please Note: Check the ‘Default’ box, to save the customer’s gift card number as their default recurring billing payment method.

Customers

Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page. Click '+Add New' to add another payment method to this customers profile.

Customers

Please Note: The ‘Customer Database’ can store more than one payment method for each customer, but only one can be classified as the ‘Default Payment’.

Billing Schedule

To add a billing schedule, click on the ‘Billing Schedules’ tab then click '+Add New'.

Customers

  • General The Billing Schedule pop up window will appear. Enter the payment amount on the ‘Each Pmt Amt” field on the ‘General’ tab. The order ID and Tax are optional fields.

Customers

  • Schedule After entering the payment amount, click on the ‘Schedule’ tab.

Customers

Enter the following information to set the billing schedule (refer to the image shown above):

  • Starting Date: Click the calendar icon, and choose the starting date for the recurring payments. Please Note: This is not necessarily the first date the customer will be billed. The first day of billing is the first date that obeys the billing schedule ‘Rules’ on or after the ‘Starting Date’.
  • Frequency: The merchant console gives you 3 frequency options for recurring billing payments: Weekly, Monthly and Yearly. Click the drop down arrows to select the recurring billing frequency.
  • Number of Payments: Enter the total number of payments the customer should be charged. Please Note: The number entered corresponds with the selected ‘Frequency’. For example, to bill a customer once a month for one year, select ‘Monthly’ in the ‘Frequency’ field and enter ’12' into the ‘Number of Payments’ field.
  • Every: Based on the previous example, enter the number of times you are billing your customer per month. If you want to charge the customer once per month enter “1” or twice per month, enter “2”, and so on.
  • Rules: Refer to the image shown below. Once you have entered the Frequency, Number of Payments, and Every for the billing schedule, you will be given the option to enter the rules. Based on the example, the merchant selected ‘Second’ and ‘Monday’ or the customer’s recurring billing schedule. This means that the customer will be charged every second Monday of the month. Click 'Add Rule' to apply the recurring billing schedule.

Please Note: The table, on the right hand side of the Billing Schedule pop up window, shows your future recurring billing charges. This table will automatically update when you click 'Add Rule'.

Customers

Click 'Add' once you have set the customer’s recurring billing payments. You will be taken back to the ‘Billing Schedules’ tab.

Customers

Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page. Click '+Add New' to add billing schedule to this customers profile.

Custom Fields

These fields can be customized to include additional information you would like to have in the customer’s profile. As shown in the image below, the merchant can add the customer’s birthdate, anniversary, age, maiden name, or other information in their billing profile. In order to add custom fields in a customer’s billing profile, it must enabled in your Settings.

Customers

Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page.

Notes

Click on the ‘Notes’ tab and enter any information you would like to take note of. Customers will not see this information.

Customers

Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page.

Search

By Name

You can search for a customer by name by first clicking the search icon.

Customers

The search field will then appear. Enter the customer’s name, last name or company name and results matching the criteria will populate.

Customers

By Billing Schedule

To search a customer by the date of their billing schedule, click 'Select Date'.

Customers

Select the date of the billing schedule you wish to view. The table will automatically show every customer with the selected recurring billing date.

View/Edit Existing Customer Profile

From Customer Database page, click on the customer’s name to view their recurring billing profile.

Customers

The customer’s profile pop up window will appear, where you can view or edit their General information, Payment Methods, Billing Schedules, Custom Fields, and Notes. See image below.

Customers

Toggle between tabs and edit any necessary information. Click 'Apply' to save changes and stay on customer profile. Click 'Save' to save changes and return to the customer database home page. Click 'Cancel' to discard changes and return to the customer database home page.

Grid Edit

Grid Edit allows the merchant to edit all customers at once. Please Note: You can only edit the fields currently displayed in the table. To add or remove columns to the table, see the Customize Table section of this page.

To edit multiple customers’ information at once, click 'Grid Edit'.

Customers

All information can now be edited. As shown in the image below, the merchant is able to edit the Customer ID, Company name, and Last name for each customer. Please Note: Billing Schedules cannot be edited using Grid Edit. To edit Billing Schedules, see the View Customer Profile section of this page.

Once you are done editing all the information, click 'Save' . You will be taken back to your Customer Database homepage.

Customers

Import customers

The console allows you to add or update customer information from a .csv file instead of adding customers one by one.

Customers

For step-by-step instructions on uploading to the customer database and templates for upload files, click here.

Export Database

To export your customer data, click 'Options' on the top right side of your page then select ‘Export’ from the drop down menu.

Customers

The Customer Database lets you export your data into CSV, TSV and JSON files. Select the file format you want to export on the pop up window.

Customers

Under ‘Select Files’, check the box for the information you wish to include in the exported document: Customers, Payment Methods, or Billing Schedules. Check the Combined box to include all information. Click 'Export' and the file will automatically download on your web browser.

Print Database

To print your Customer Database data, click 'Options' then select ‘Print’ from the drop down menu.

Customers

A PDF print window will pop up on your web browser. Click 'Print' to print your PDF copy.

Customers

Please Note: The exported, printed, and emailed files will only contain information displayed on the Customer Database page. To add more fields into your files, see the Customize View section of this page.

 

For inquiries contact us at (720) 277-0648