How to Process Online Payments

Processing Payments in Jonas Club Management

Clubs will have the ability to gather the payments collected within a report by way of the ETS portal which will provide them with a text file that can be uploaded to their back office system to update their accounting system of all payments and convenience fees received such that Payment Amounts are applied to the Members’ receivables and Convenience Fees are posted to a revenue G/L account.

Prior to completing this upload process, the club’s JCM version must be at least 2018. Please log in to the Jonas Support site here. If you require assistance please contact our Support team at:

Phone: 1 (800) 352-6647 opt. 1 & opt. 1
Email: support@jonasclub.com

Step 1: Obtain the Payment Processing File

In order to obtain the payment processing file (i.e. text file), it must be exported from the EFT website.

1. Upon logging in, a user will be prompted to enter their email address and password. Then click Login.

2. Upon clicking Login, the user will be prompted to enter a 6 digit code that will be sent to their email address. Then click Validate.

 

 
Validation code email example:
 
 

3. Navigate to Reports > Custom Payments Report and select a payment date window

The only field that can/needs to be adjusted is the payment date window by clicking on the drop down arrow and selecting a date for the payment occurred on or after DATE and on or before DATE. The club can set the dates to a range of dates, or both to the same day.

4. Click Export at the bottom of the screen to download a text file of the member payments and convenience fees.

It is recommended that you save the text file in a new folder labeled ETS on your network shared drive. Please ensure the ETS folder is not created within too many subfolders as it may exceed the folder path character limit when attempting to upload. Once the text file is saved in the ETS folder, you are ready to upload the information into the Jonas Club Management system.

Text file example:

Step 2: Upload the Batch

1. Login to Jonas Club Management
2. Navigate to Club Management > Processing > Cash Receipts > Upload Cash Receipts Files
3. Merge into Company: select the correct company from the drop down. If the correct company is already selected, press Enter on your keyboard to open the Cash Receipts Batch window
4. Within the Cash Receipts Batch window, double click ** Add another Batch **

5. Fill in the following fields:
   • Batch #: type in a batch number (for example, the date of the payments) and press Enter on your keyboard to move to the next field
   • Format: select Jonas Standard (TransVault Online Pmnt)
   • Select File: click the folder icon and select the payment processing text file
6. Business Area Parameters: if your club has business areas, fill in the following fields:
   • Member Balance As Of: click the calendar icon to select a date
   • Area to apply Over-Payments to: select an account to apply over-payments to

7. Source Journal: ensure this is selected on the correct journal

8. Debit: click G/L to the right of Debit
   • Company: select the company
   • G/L Account: select the G/L account that the convenience fees will be applied to
   • Department: select the applicable department
   • Sub-Account: select the sub-account, if applicable
   • Click OK to save
9. Credit: click G/L to the right of Credit
   • Company: select the company
   • G/L Account: select the G/L account that the convenience fees will be applied to
   • Department: select the applicable department
   • Sub-Account: select the sub-account, if applicable
   • Click OK to save

10. Click Preview at the bottom of the Upload Cash Receipts Files window to view a preview of the member payments and the convenience fee posting

11. Within the Where Would You Like It Printed? window, click View to open the preview

• The first set of pages with display the member payments

• The last page will display the convenience fee posting

12. Close out of the preview and within the prompt, click Update to apply the batch
    • If you do not receive a prompt, click Update at the bottom of the Upload Cash Receipts Files window

13. Within the Where Would You Like It Printed? window, click Print and the batch will be uploaded to JCM

Step 3: Apply the Batch

1. Navigate to Club Management > Processing > Cash Receipts > Update of Fast Entry Receipts
2. Club: select the correct company from the drop down. If the correct company is already selected, press Enter on your keyboard to open the Cash Receipts Batch window
3. Within the Cash Receipts Batch window, double click on the batch that was just uploaded

4. Fill in the following fields:
   • Preview Option: select Detail (this will allow you to see the member and G/L accounts that the batch will be applied to)
   • Date of Record: will populate with the current date, but this can be changed by clicking on the calendar icon
   • Statement Description: this message usually reads "Payment Received - Thank you" - it is optional to change this message to "Online Payment - Thank You" for example; note that there is a character limit
5. Click Preview at the bottom of the Update Fast Entry of Cash Receipts window to view a preview of the member payments

6. Within the Where Would You Like It Printed? window, click View to open the preview

• The preview will display the member payments across the G/L accounts
  • If any adjustments need to be made to the member payments, member numbers, etc., it is highly recommended to make these adjustments prior to posting the payments to member accounts

7. Close out of the preview and within the prompt, click Post to apply the batch
   • If you do not receive a prompt, click Post at the bottom of the Update Fast Entry of Cash Receipts window

8. Within the Where Would You Like It Printed? window, click Print and the batch will be uploaded to JCM

View a Member Payment (optional)

1. Navigate to Club Management > Member File > Setup / Edit Members
2. Select a member
3. Click Account Inquiry on the right hand navigation

Processing Payments in Encore

Clubs will have the ability to gather the payments collected within a report by way of the ETS portal which will provide them with a text file that can be uploaded to their back office system to update their accounting system of all payments and convenience fees received such that Payment Amounts are applied to the Members’ receivables and Convenience Fees are posted to a revenue G/L account.

Prior to completing this upload process, the club’s Encore version must be at least 18.1.12.0 or higher. Please log in to the Jonas Support site here. If you require assistance please contact our Support team at:

Phone: 1 (844) 298-4477 opt. 1
Email: support@jonasclub.com

Step 1: Obtain the Payment Processing File

In order to obtain the payment processing file (i.e. text file), it must be exported from the EFT website.

1. Upon logging in, a user will be prompted to enter their email address and password. Then click Login.

2. Upon clicking Login, the user will be prompted to enter a 6 digit code that will be sent to their email address. Then click Validate.

 

 
Validation code email example:
 
 

3. Navigate to Reports > Custom Payments Report and select a payment date window

The only field that can/needs to be adjusted is the payment date window by clicking on the drop down arrow and selecting a date for the payment occurred on or after DATE and on or before DATE. The club can set the dates to a range of dates, or both to the same day.

4. Click Export at the bottom of the screen to download a text file of the member payments and convenience fees.

It is recommended that you save the text file in a new folder labeled ETS on your network shared drive. Please ensure the ETS folder is not created within too many subfolders as it may exceed the folder path character limit when attempting to upload. Once the text file is saved in the ETS folder, you are ready to upload the information into the Jonas Encore system.

Text file example:

Step 2: Create a Payment Item (if required)

Each payment item is linked to a hard coded payment type and your choice of bank account. If you would like to create a payment item, please follow the steps below. This will only have to be created once, and can be used moving forward to process online payments.

1. Login Jonas Management Encore
2. Navigate to System Administration > System Setups > Payment Items
3. Click New
4. Within the General tab, fill in the following information:
   • Quick Access Code: enter a code
   • Description: enter a short description
   • Extended Description Explanation: enter a detailed description
   • Payment Item Category: specify the category to associate the payment item to
   • Payment Type: set to External Processor
   • Bank Account: set to General Operating or the applicable bank account
   • Card Processor: set to Don't Use Any Processor
   • Active: ensure this is checked
   • A/R Cash Receipts: ensure this is checked
5. Click Save

Step 3: Upload the Payment Processing File

1. Navigate to Accounts Receivable > Cash Receipts
2. Click New
3. Within the Cash Receipts window, fill in the following fields:
   • Date of Record: use the date the payments were made
   • Batch Reference: type in a batch reference (for example, the date of the payments)
   • Statement Description: it is recommended to put a message similar to "ETS Online Payment" (there is a 30 character limit)
   • Bank Account: should already be selected; if not, select the correct bank account
   • Sales Area: should already be selected, if not, select the correct sales area
4. Click Import

5. Within the Cash Receipt Import window, fill in the following fields:
   • Payment Item: select the applicable payment item
   • Receivable: select Accounts Receivable
   • Statement Description: select between 1 of 3 options
     • Statement Description Only: displays the statement description
     • Statement Description + File Payment Date: displays the statement description and the date the payment was made
     • File Payment Date + Statement Description: displays the date the payment was made and the statement description
   • File Type: set to TransVault Online Payment File Format
   • File: click the folder icon and select the txt file
   • Convenience Fee Posting Account: select the account to apply convenience fees to
6. Click Start Import

7. Adjust member payments, if required (see bullet points below). If no adjustments need to be made, click Next
   • Each member payment can be reviewed and you have the ability to disburse the payment across several charges by clicking on the payment to make adjustments as needed
     • The right pane under Payment Application will display the member payment
       • To adjust which items to apply the funds, adjust the amount in the Amount to Apply column
     • The right pane under Distribution to G/L will display the conveience fee

8. To view where the member payments and convenience fees will be posted, click the plus sign beside the member number (optional)
9. Click Post to post the payments

10. Once the member payments and convenience fees have been posted, a report will open - click Close once finished

View a Member Payment (optional)

1. Navigate to Accounts Receivable > Account Inquiry
2. Search for the member
3. Set the applicable From and To Dates

Processing Payments in ClubConnect A/R and G/L

Step 1: Obtain the Payment Processing File

In order to obtain the payment processing file (i.e. text file), it must be exported from the EFT website.

1. Upon logging in, a user will be prompted to enter their email address and password. Then click Login.

2. Upon clicking Login, the user will be prompted to enter a 6 digit code that will be sent to their email address. Then click Validate.

 

 
Validation code email example:
 
 

3. Navigate to Reports > Custom Payments Report and select a payment date window

The only field that can/needs to be adjusted is the payment date window by clicking on the drop down arrow and selecting a date for the payment occurred on or after DATE and on or before DATE. The club can set the dates to a range of dates, or both to the same day.

4. Click Export at the bottom of the screen to download a text file of the member payments and convenience fees.

It is recommended that you save the text file in a new folder labeled ETS on your network shared drive. Please ensure the ETS folder is not created within too many subfolders as it may exceed the folder path character limit when attempting to upload. Once the text file is saved in the ETS folder, you are ready to upload the information into the ClubConnect A/R and G/L system.

Text file example:

Step 2: Create a Revenue Code (if required)

This is a onetime set up. For clients with more than one receivable, edit the transactions after the import, changing the payment code to a different payment code which applies to the second, third or fourth receivable.

1. Log into ClubConnect
2. Within Accounts Receivable, navigate to Options > Revenues > Revenue Codes
3. Within the General Information tab, enter the following information:
   • Revenue Number: enter OLP
   • Name of Service: enter Online Payments
   • On Statement: enter Online Payment Received
   • Debit Account: enter the applicable debit account
   • Credit Account: enter the applicable credit account
   • Treat as Payment: ensure this is checked
   • Credit Revenue Code: ensure this is checked
4. Click Save/Add

Step 3: Convert the Payment Processing File

1. Open the ETS folder
2. Open the CHO e3 Payment File Exporter program
   • The CHO e3 Payment File Exporter program is used to convert the downloaded payment processing text file into two different files that the ClubConnect Accounting System can recognize
3. Click the 3 dots and select the text file
4. Revenue Code: type OLP (this is required to create the file for uploading the transactions into Accounts Receivable. The base amount of the payment is used to create the payment to be applied to the members account. If your club has a convenience fee, it will not be included in the payment amount applied to the member’s account)
5. Convenience Fee Entries: regardless if the club is charging convenience fees or not, the payment processing text file does include a convenience fee column, and therefore this information does have to be filled in. If the club is not charging convenience fees, the G/L file does not have to be uploaded into the General Ledger. The fields are used to create a file which can be imported into the General Ledger as a journal entry to account for the convenience fee (admin fee). The convenience fee is charged to the member’s credit card or bank account, as applicable. The convenience fee is not included in the payment applied to the members account.
   • Credit Account: enter the account(s) which will be credited with the total convenience fee
   • Debit Account: enter the account(s) which will be debited with the total convenience fee
     • The general account number can be made up of up to 4 segments. If your account numbers contain only two segments, you will make entries in the first two of the account number segments. If the account number you are utilizing do not contain an entry in one of the segments, enter spaces.
   • Year & period: enter the year (two digit) and period (i.e. month, two digit) for the journal entry to be created for the convenience fee
6. Create Import Files: once you have completed the form, click Create Import Files to create the files. When the export is successful, the Export Complete message is displayed - click OK 

7. Click Close in the file exporter
   • The new text file will automatically be saved within the ETS folder in a new subfolder labeled YYMMDD that the export was run. The folder will contain the file to be imported into Accounts Receivable, as well as the file to be imported into General Ledger. If the file contained an error it is noted in the ImportErrors.txt file 

Step 4: Upload the Payment File

1. Within Accounts Receivable, navigate to Options > Data Entry > Other Systems Interface
2. Within the Other Systems Interface window, fill in the following fields:
   • Transfer Type: set to ClubConnect Standard File
   • Path and filename: click the 3 dots and select the payment file
   • Default Member: type in or search for a member number - this is where the charges will post to if a member number in the payment file is invalid
3. Click Preview - this will display a preview of the member accounts - close the preview
4. Click Report + Import - this will open another document of the member accounts - click Close
5. Close out of the Other Systems Interface window 

Step 5: Edit, View & Post Transactions

1. Within Accounts Receivable, navigate to Options > Data Entry > Sales & Payment Entry/Edit
2. Select the Payments Entry Tab
3. Click Post Pmts 

4. Within the Post Payments window, click Report & Post
5. Choose Posting Report by Member Number - this will open a document of member payments - click Close
6. Close out of the Enter/Edit Transactions window 

Step 6: Process the Fees

1. Within the General Ledger, navigate to Options > Data Entry > Post Entries from Other Systems
2. Within the Post Entries from Other Systems window, fill in the following fields:
   • Transfer Type: set to ClubConnect Payroll Applications
   • Path and filename: click the 3 dots and select the G/L file
   • Batch Date & G/L Period: change the batch date and G/L period as necessary
3. Click OK
4. Click Preview - this will open a document with the convenience fee posting
5. Click Close, then click Ok in the update window - a window will appear saying processing complete 

Review Journal Entry (optional)

1. Within the General Ledger, navigate to Options > Data Entry > Journal Entries
2. G/L Period: select the G/L period - this will display the convenience fees that were just posted 

View Member Payments (optional)

1. Within Accounts Receivable, navigate to Options > Membership Inquiry
2. Enter a member number and click enter

Processing Payments in ClubSelect A/R and G/L

Step 1: Obtain the Payment Processing File

In order to obtain the payment processing file (i.e. text file), it must be exported from the EFT website.

1. Upon logging in, a user will be prompted to enter their email address and password. Then click Login.

2. Upon clicking Login, the user will be prompted to enter a 6 digit code that will be sent to their email address. Then click Validate.

 

 
Validation code email example:
 
 

3. Navigate to Reports > Custom Payments Report and select a payment date window

The only field that can/needs to be adjusted is the payment date window by clicking on the drop down arrow and selecting a date for the payment occurred on or after DATE and on or before DATE. The club can set the dates to a range of dates, or both to the same day.

4. Click Export at the bottom of the screen to download a text file of the member payments and convenience fees.

It is recommended that you save the text file in a new folder labeled ETS on your network shared drive. Please ensure the ETS folder is not created within too many subfolders as it may exceed the folder path character limit when attempting to upload. Once the text file is saved in the ETS folder, you are ready to upload the information into the ClubSelect A/R and G/L system.

Text file example:

Step 2: Create a Revenue Code (if required)

This is a one time setup. For clients using only one receivable, the OLP code within the import file will be used by default. It is not necessary to maintain code OLP as the Default Payment Code for a single receivable. This payment revenue code will be used when creating the import file. If you have multiple receivables, members payments will automatically be calculated and applied to the receivable according to the payment order and default payment code setup in Receivables. To utilize unique payment codes for the import of payments (multiple receivables), add a default payment code for each receivable used. Example: OLP Online Payment House Receivable 1 and OLPD Online Payment Dues Receivable 2.

1. Log into ClubSelect
2. Within Accounts Receivable, navigate to Setup > Revenue Codes
3. Within the General tab, enter the following information:
   • Code Name: enter OLP
   • Description: enter Online Payment
   • Receivable: set to 1
   • Statement Description: enter Online Payment Received
   • Revenue Categories: select Payments
   • GL Account: select the GF account number that payments will be posted to
4. Click Add

Step 3: Multiple Receivable Set Up (if required)

This is a one time setup. Clubs with more than one receivable can direct the imported payments to a specific payment revenue code by navigating to Setup > Receivables and confirming the order in which the payment should be applied. Members do not have to specify the amount to be paid towards each receivable. The import process will follow these payment rules when breaking down the payment amount towards each aged receivable balance. Example: Receivable 1 - Members: Default Payment Code = OLP – Online Payment House – payment order 1 and Receivable 2 - Dues & Fees: Default Payment Code = OLPD – Online Payment Dues – payment order 2.

Step 4: Convert the Payment Processing File

1. Open the ETS folder
2. Open the CHO e3 Payment File Exporter program
   • The CHO e3 Payment File Exporter program is used to convert the downloaded payment processing text file into two different files that the ClubConnect Accounting System can recognize
3. Click the 3 dots and select the text file
4. Revenue Code: type OLP (this is required to create the file for uploading the transactions into Accounts Receivable. The base amount of the payment is used to create the payment to be applied to the members account. If your club has a convenience fee, it will not be included in the payment amount applied to the member’s account)
5. Convenience Fee Entries: regardless if the club is charging convenience fees or not, the payment processing text file does include a convenience fee column, and therefore this information does have to be filled in. If the club is not charging convenience fees, the G/L file does not have to be uploaded into the General Ledger. The fields are used to create a file which can be imported into the General Ledger as a journal entry to account for the convenience fee (admin fee). The convenience fee is charged to the member’s credit card or bank account, as applicable. The convenience fee is not included in the payment applied to the members account.
   • Credit Account: enter the account(s) which will be credited with the total convenience fee
   • Debit Account: enter the account(s) which will be debited with the total convenience fee
     • The general account number can be made up of up to 4 segments. If your account numbers contain only two segments, you will make entries in the first two of the account number segments. If the account number you are utilizing do not contain an entry in one of the segments, enter spaces.
   • Year & period: enter the year (two digit) and period (i.e. month, two digit) for the journal entry to be created for the convenience fee
6. Create Import Files: once you have completed the form, click Create Import Files to create the files. When the export is successful, the Export Complete message is displayed - click OK 

7. Click Close in the file exporter
   • The new text file will automatically be saved within the ETS folder in a new subfolder labeled YYMMDD that the export was run. The folder will contain the file to be imported into Accounts Receivable, as well as the file to be imported into General Ledger. If the file contained an error it is noted in the ImportErrors.txt file 

Step 5: Add a POS Interface for ETS (if required)

This is a one time setup.

1. Within Accounts Receivable, navigate to POS Integration -> POS Application
2. Click Add
3. Within the POS Application window, fill in the following fields:
   • Location Name: enter ETS (or ETS MONEY)
   • Application: set to ARUPLOAD
   • Import Data Location: click the folder icon and select the ETS folder
   • Default Printer for Reports: select the default printer
4. Click Save

5. Click ETS (or ETS EMONEY) and click the Settings button
6. Fill in the following fields:
   • Default Revenue Code: leave this blank as the Default Revenue is not required. The import file is hard coded to post to Revenue Code OLP
   • Invalid Member Account: type in or search for a member number - this is where the charges will post to if a member number in the file is invalid
7. Click Save

Step 6: Upload the Payment File

1. Within the POS Integration -> POS Application, select ETS (or ETS EMONEY) and click the Settings button
2. Click Import Transactions
3. Within the Select a File window, complete the following:
   • Click Browse next to File Name and select the payment file (the File Path will be pre-populated with the ETS folder selected in the previous step)
   • Click Import & Run
     • Once the transactions are imported, a pop up will appear saying the transactions were successfully imported - click OK
     • Once you have reviewed the report, click Close
4. ​​​Close out of the window

Step 7: View & Post Transactions

1. Within Accounts Receivable, navigate to Data Entry > Transaction Input
2. Highlight the desired batch and select View

3. If you wish to edit the batch before posting, select Edit. If not, select Post to post the batch
4. Click Close

Step 8: Process the Convenience Fees

1. Within the General Ledger, navigate to Options > Data Entry > Post Entries from Other Systems
2. Within the Post Entries from Other Systems window, fill in the following fields:
   • Transfer Type: set to ClubConnect Payroll Applications
   • Path and filename: click the 3 dots and select the G/L file
   • Batch Date & G/L Period: change the batch date and G/L period as necessary
3. Click OK
4. Click Preview - this will open a document with the convenience fee posting
5. Click Close, then click Ok in the update window - a window will appear saying processing complete

Review Journal Entry (optional)

1. Within the General Ledger, navigate to Options > Data Entry > Journal Entries
2. G/L Period: select the G/L period - this will display the convenience fees that were just posted

View Member Payments (optional)

1. Within Accounts Receivable, navigate to Options > Membership Inquiry
2. Enter a member number and click enter