House accounts enable your members to utilize a credit system and settle an account at a later date or the end of the month in place of daily payments.
Enable house accounts
Enable house accounts
When someone closes a charge to their House Account, our system will generate an Invoice due for the member. If you have "monthly invoicing" enabled, we will automatically charge this and all open invoices to their card on file. If you don't, then it's important you setup a process to collect these funds.
To enable House Account for a specific person, start by going to their CRM profile and click on Edit.
Look for the option that says Allow person to check-out via your website to their House Account and turn it on.
When active, you 'll see a notification on their CRM profile.
Remember, only enable this if you have a payment method on file or a means to capture that payment. Once this is enabled and saved, the customer will be able to pay via their House Account.
Keep in mind if they are already logged in, they may need to sign out then back in to see the option.
Please also note, that your waitstaff can close out to the member's House Account via the POS directly. This ensures that unpaid transactions at the POS can be assigned to a customer/member in PeopleVine.
Auto-charge open invoices each month
Auto-charge open invoices each month
Enable the auto-sweep to automatically close out the open invoices on the 5th of each month. The sweep will collect invoices generated last month and the 12 months prior to that. E.g. your sweep on March 5th will process invoices generated between Feb last year and Feb this year.
It will accumulate all open invoices and charge it to the correct processor and payment method on file.
We will process all open invoices to the corresponding payment on file. You can enable email triggers to notify your customers of the charge.
Please note that the auto-sweep date cannot be changed to another day of the month.
Handling multiple processors
Handling multiple processors
Peoplevine allows you to use multiple payment processors by assigning a processor to a specific area of your business.
Default payment provider = all payments will be processed via this processor
Membership dues & house account = subscriptions/ renewals and any open checks closed from a 3rd pty platform as an invoice to a house account (charged either on the 5th of the follkowing month or when you choose to manually).
3rd Party = POS, PMS, Spa and other integrations that close checks to a customers CRM profile
Additional = allows you to capture additional payment methods and use as a back up in case the default fails.
Additional settings
When using the 'Force Payment' option, it will route all payments to that processor (therefore if it's on a Default it will force everything to that one processor). So ONLY check this box if you have multiple payment processors but want to redirect all payments to one. E.g. "I want all F&B to go to Stripe." or "I want all Dues to go to GoCardless", otherwise please keep the box unchecked.
To learn how to set up a new payment processor, click the button below.
Handling exceptions
Handling exceptions
When the monthly job runs, the payments will show up in the "View Transactions" section and flagged as status "payment". This will signify that a payment was made, however the original transactions (that were invoiced) will now reflect as processed and add to your overall totals. The payment is merely for reference and/or refunds.
If their end of month payment fails, you can view this by going to the CRM and viewing all notes. Then search by Note Type: Billing Related to get a list of people who failed.
If you would like to reprocess these charges, view their CRM profile, click on view their transactions and filter by Invoices only.
When doing this, you will now see a button to process all payments.
