Click To Pay User Guide

Overview

Click To Pay is an online payment website designed to accept ACH, credit card or debit card payment transactions from customers in a secure environment. The foundation of the program uses DockMaster API URLs and payment links that are embedded into A/R statements and A/R invoices in the DockMaster database. When the customer clicks the URL on the PDF document, the customer is taken to a payment screen where he or she can select A/R invoices for payment which will then create the cash receipt entry automatically in the DockMaster software. The Click To Pay website also gives clients the capability to request specific deposit requests for payments that automatically create the cash receipt entry in the DockMaster software as well. Every payment transaction sends a payment notification to the Click To Pay client and a payment receipt to the customer of the Click To Pay client. Convenience fees (flat fee amounts) and surcharges (percentage amounts) can be enabled on ACH payment transactions, credit card transactions, or both. Debit card payment transactions can only be assessed a convenience fee (flat fee amount). Maximum credit card payment limitations can be set so that customers must pay via ACH or with a debit card when the credit card payment limit is reached. And surcharge maximum amounts can be set to not exceed a threshold amount. Click To Pay also sets color coded past due warnings on the customer payment screen along with the client company logo.

Initial Setup Requirements

• DockMaster clerk for user creation in Click to Pay
• DockMaster pay type code creation to categorize Click To Pay payment transactions in cash receipt entry.
• Click To Pay client contact information used to create the client ID. This information is requested via a questionnaire sent from DockMaster support.
• DockMaster Payments (Valpay) Merchant ID.
• Accepted forms of payment configured for the client ACH, Amex, Discover, Mastercard, or Visa. Any combination of accepted forms of payment can be enabled or disabled.
• The company logo is used on Click To Pay customer payment screen, customer receipts, and payment notifications to the client.
• Convenience fee and/or surcharge configuration

Terminal

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This tab on the Click To Pay website is pre-configured by DockMaster support to only allow the types of payments and deposit requests the Client of Click To Pay has requested. The Terminal is where requests for open balance, billed invoices or deposits requests are sent via payment links through email, text message, or to take a payment from customer directly on the Click To Pay website. All the options for invoice and/or deposit requests are listed below. Not all options are necessary and will be configured custom to the types of services the marina or boatyard offers. This Terminal section will also show how the payments made through Click To Pay transfer the payment data to automatically create the cash receipts entry.

CTP Pay Type Code Creation in DockMaster:

For payments to be categorized as Click To Pay online payments, a pay type code will need to be created in the DockMaster software. Go to File Maintenance>Pay Type Codes. Enter the Pay Type Code as CTP, the description CTP Online Payments, the abbreviation CTP, the Debit G/L account as the G/L account where the merchant funding will be deposited, the Payment Category as CTP, the Payment Type as Credit Card then switched to Other (if surcharge or convenience fee is enabled), and the Currency Type used. Also, if convenience fees and/or surcharges are assessed a G/L account needs to be set up in the Fee Distribution grid. Do not fill out Flat Fee, Fee Percent, or Maximum Fee and keep the Tax Schema at No Tax. These parameters are defined on the Click To Pay administrative website by internal support:

Terminal

To access the Terminal on the Click To Pay website, choose the tab labelled Terminal. Then, toggle the button specific to Customers or Prospects depending on the type of payment request to send or collect payment via the Click To Pay website. Prospects are specific to Sales Management functions in the DockMaster software. Use the Search field to search by customer/prospect name or customer/prospect ID.

Search by customer/prospect name in Terminal:

Search by customer/prospect ID in Terminal:

Terminal

When the selected customer or prospect is displaying, click the Action button ••• on the right-hand side of the screen to display the available options to send a payment link. Open Payment Link will instruct the Click To Pay website to go directly to the payment form to take a payment from a customer/prospect immediately. Send Email Payment Link will prompt a form to create and email a payment link directly from Click To Pay. And Send SMS Payment Link will send the payment link via text to the mobile number setup on the customer’s file in DockMaster.

Open Payment Link instructs Click To Pay to open the customer payment screen directly to take a payment online immediately:

Terminal

Send Email Payment Link will pull the customer’s email address on file and prompt the user (clerk) to enter an email subject. The prompt will also allow the user (clerk) to add multiple email addresses by clicking the Add + button:

After the emailed payment link is sent, the customer/prospect will receive a payment link to the email address on file to be able to click the Pay Now button that will direct him or her to the customer/prospect payment screen:

Terminal

Send SMS Payment Link will pull the customer’s mobile phone number on file and send the payment link automatically to his or her mobile phone number. After the payment link is sent via text message, the customer/prospect will receive a payment link to the mobile phone number to be able to click the payment link that will direct him or her to the customer/prospect payment screen and pay via his or her mobile device:

Terminal

Deposit Type Requests for Payments Made Through the Click To Pay Terminal.

To create a deposit request, go to the Terminal tab, search for the customer/prospect, then click on the customer/prospect line item to pull up the deposit request prompt form. The deposit request types will be available in the drop-down box labelled Invoice/Deposit Type:

Terminal

• Boat Sale Deposit Request will require validation of an existing contract ID from the DockMaster database. An amount for the deposit request is required and an existing contract ID must be selected from the customer contract drop-down menu. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Drystack Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Key Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Reservation Deposit Request will require validation of an existing reservation ID from the DockMaster database. An amount for the deposit request is required and an existing reservation ID must be typed in the Reservation # field for the record to be validated after clicking the CHECK button. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Security Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Slip Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Special Order Deposit Request will require validation of an existing special order ID from the DockMaster database. An amount for the deposit request is required and an existing special order ID must be selected from the customer special orders drop-down menu. Special order deposit requests only work when the module used is Point of Sale. If a special order is using the Work Order module a work order deposit request will need to be made, not a special order deposit request. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Summer Storage Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Trailer Storage Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Wait List Deposit Request will require validation of an existing wait listentry ID from the DockMaster database. An amount for the deposit request is required and an existing wait listentry ID must be selected from the wait list number drop-down menu. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Winter Storage Deposit Request will require validation of an existing boat ID from the DockMaster database. An amount for the deposit request is required and an existing boat ID must be selected from the customer boats drop-down menu. Year and agreement numbers are not required but can be utilized. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Work Order Deposit Request will require validation of an existing, open work order ID from the DockMaster database. An amount for the deposit request is required and an existing, open work order ID must be selected from the customer work orders drop-down menu. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Miscellaneous Deposit Request will require manual entry of the cash receipt in the DockMaster software. The payment will be collected from the customer, but the cash receipt entry will need to be made manually in Cash Receipts Entry. The Payment Processing tab will throw a red, Manual Processing Needed error. It is recommended to not enable this deposit type request if all payments are to be automatic from Click To Pay to the DockMaster software:

When the payment is made via payment link, the cash receipt will not transfer to the DockMaster database. The payment data in the Payment Processing tab will throw a red, Manual Processing Needed error message as shown below:

The manual cash receipt entry can be made in the DockMaster software under Accounts Receivable>Cash Receipts>Cash Receipts Entry. Important items to remember are to enter the date the transaction was processed in the deposit date and G/L effective date so that the A/R matches the general ledger and choose the CTP pay type. Enter the total amount paid and choose the correct action type in the grid for applying payments in cash receipts entry. On Account action type is most used for miscellaneous deposits, but the payment can be categorized however needed in the action type grid.

Terminal

• Quote Sale Deposit Request will require manual entry of the cash receipt in the DockMaster software. The payment will be collected from the customer, but the cash receipt entry will need to be made manually in Cash Receipts Entry. The Payment Processing tab will throw a red, Manual Processing Needed error. It is recommended to not enable this deposit type request if all payments are to be automatic from Click To Pay to the DockMaster software. When choosing quote sale deposit, an amount is required, and an existing customer quote must be selected from the customer quotes drop-down menu:

When the payment is made via payment link, the cash receipt will not transfer to the DockMaster database. The payment data in the Payment Processing tab will throw a red, Manual Processing Needed error message as shown below:

The manual cash receipt entry can be made in the DockMaster software under Accounts Receivable>Cash Receipts>Cash Receipts Entry. Important items to remember are to enter the date the transaction was processed in the deposit date and G/L effective date so that the A/R matches the general ledger and choose the CTP pay type. Enter the total amount paid and choose the correct action type in the grid for applying payments in cash receipts entry. Deposits cannot be attached to a quote, but a contract can be created from the quote and then a cash receipt entry can be applied to the action type Boat Sale deposit and applied to the contract ID.

Terminal

Invoice Type Requests for Payments Made Through the Click To Pay Terminal

To create an invoice payment request, go to the Terminal tab, search for the customer/prospect, then click on the customer/prospect line item to pull up the deposit request prompt form. The invoice request types will be available in the drop-down box labelled Invoice/Deposit Type:

Terminal

• Specific Invoice Payment Request will show a drop-down menu of all existing open balance, billed invoices for the customer. Even though a specific invoice can be chosen, the customer payment screen will display all open balance, billed invoices. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Terminal

• Work Order Invoice Payment Request will show a drop-down menu of all existing open balance, billed work order invoices for the customer. Even though a work order invoice can be chosen, the customer payment screen will display all open balance, billed invoices. Click the Create Payment Request Button and Click To Pay will direct the user (clerk) to Open the Payment Link directly to take the customer’s payment via the website, or choose the down arrow to email or text the payment request:

When the payment is made via payment link, the cash receipt will transfer to the DockMaster database automatically entered through cash receipts entry:

Payment Processing

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This tab on the Click To Pay website shows payment data for all Click To Pay payment transactions. This screen can be filtered and/or sorted by multiple options and payment processing data can be exported to a .csv document. Payment processing data can also be filtered by a date range as well. The Payment Processing tab is also where voids and/or refunds are processed. To process a void and/or refund, the user (clerk) must have the Void/Refund Allowed checkbox enabled on the user maintenance information.

There are (17) available columns of transaction data that can be used to filter and/or sort payment transactions. The reporting can also be used to reconcile all Click To Pay transactions from the website to DockMaster cash receipts. The list below shows all the types of information included in the payment transaction data.

1. ID is the unique identifier for an individual Click To Pay payment transaction.
2. Status can either display as Processed or Unprocessed. Processed status means that the cash receipt batch data was transferred to the DockMaster software correctly. Unprocessed status means that the cash receipt batch data was not sent to the DockMaster software. When an unprocessed status is displaying, the Batch ID column will display a red, Manual Processing Needed error message. An unprocessed payment transaction does not mean that the payment was not collected from the customer; it only means that the payment data did not complete its transfer to the DockMaster software and will need to be entered in cash receipts manually. These errors occur when a customer selects a credit with an invoice (cash receipt can’t be applied to a negative amount), a miscellaneous or quote sale deposit was paid by the customer (no document/record ID to associate the cash receipt), or the system lost connection during the data transfer to the DockMaster software.
3. Payment State can either be Paid, Voided, Refunded, Cancelled, Failure, or Pending. Paid means the customer’s payment was completed successfully. Voided means the payment was cancelled before it was settled by the merchant. Voids are completed by Click To Pay users (clerks). Refunded means the original payment was reimbursed back to the customer after a completed payment was already made. Refunds are completed by Click To Pay users (clerks). Cancelled means the customer withdrew the payment before it was processed by the merchant. Failure means the payment failed completely and the payment transaction was not complete. Pending means that the customer payment has not been processed yet and needs more time to complete.
4. Payment Date is the date the customer made the online payment on the Click To Pay website.
5. Customer ID is the DockMaster database customer ID number from the customer file.
6. First Name is the DockMaster database customer first name from the customer file.
7. Last Name is the DockMaster database customer last name from the customer file.
8. Transaction Type is the invoice type or deposit type paid by the customer on the Click To Pay website. There are (16) transaction types. These transaction types are described in detail in the Terminal section of the user guide.

• BD is security deposit.
• BS is boat sale deposit.
• DS is drystack deposit.
• KD is key deposit.
• MD is miscellaneous deposit.
• QU quote sale deposit.
• RD is reservation deposit.
• SI is specific invoice.
• SL is slip deposit.
• SO is special order deposit.
• SS is summer storage deposit.
• TR is trailer storage deposit.
• WD is wait list deposit.
• WI is work order invoice.
• WO is work order deposit.
• WS is winter storage deposit.

9. Payment Method will depend on the payment types your boatyard or marina accepts. The Click To Pay website can be configured to accept Visa, Mastercard, Discover or American Express credit card types. Click To Pay can also be configured to accept ACH payments and debit card payments. The payment method will display as ACH, amex, discover, mc or visa.
10. Last Four is the last four digits of the credit card number used by the customer or the last four digits of the ACH account number used by the customer.
11. Location is the DockMaster location of the invoice(s) paid by the customer.
12. Batch ID is the cash receipt batch ID in the DockMaster software where the customer payment data was transferred under Accounts Receivable>Cash Receipts>Cash Receipts Entry.
13. Reference Number is the reference number in the cash receipt batch payment.
14. Reference is the DockMaster invoice ID(s) paid with the Click To Pay payment transaction or the deposit type record id.
15. Amount is the amount of the payment transaction.
16. Total Amount is the total amount of the payment transaction with any convenience fees and or/surcharges assessed.
17. Primary Email is the contact email(s) used on the customer payment screen when the Click To Pay payment was made.

The Payment Processing tab in the Click To Pay website can be filtered by any column or sorted ascending or descending on any column. The arrow pointing up or down depicts the column sorted ascending or descending. There is also a date range filter and the option to export the data to a .csv document. When filtering data in the Payment Processing tab, type the information in the Search bar in the column heading and then select the Apply Filters button. When starting a new search (after a previous search has been performed) always click the Reset Filters button:

On the bottom on the Payment Processing tab, Rows per page can be adjusted to display more Click To Pay payment transaction data on the same screen page:

Payment Processing

Processing voids and/or refunds.

To process a void and/or refund on a Click To Pay payment transaction, select the arrow on the left-hand side of the screen. The Void/Refund Payment button will display. When processing a void and/or refund, the entire payment transaction will be voided and/or refunded, and the data will transfer to the DockMaster database as a cash receipt reversal:

When the button is clicked to void/refund the transaction a message will appear to notify the Click To Pay user (clerk) that the payment was reversed/refunded successfully:

Payment Processing

There is also a section in the detail of a Click To Pay payment transaction to make additional comments or notes about the payment. This data will not transfer to the DockMaster database. It is used for internal notes in the Click To Pay website. Just remember to hit the Save button after adding comments or notes:

Payment Request

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This tab on the Click To Pay website shows payment requests that have been previously sent to existing customers and/or prospects by any Click To Pay user (clerk) through the Terminal. These payment requests can be sent through the Terminal via email or text message. This screen can be filtered and/or sorted by multiple options.

There are (6) available search functions to filter by and (12) columns of transaction data that can be sort used to sort payment requests ascending or descending. This tab can also be used to resend a previously created payment request through the Terminal.

Filter Options:

1. First Name is the DockMaster database customer first name from the customer file.
2. Total Amount is the total amount of the payment request sent to the customer via email or text message. This amount includes any deposit request amount plus all open balance, billed invoices on the customer’s account.
3. Deposit Amount is the deposit request amount sent from the Terminal for the specific deposit request sent to the customer via email or text message.
4. Payment Status can be filtered by All, Paid, Unpaid, or Failed.
5. Date Created is the date the payment request was created through the Terminal.
6. Deposit Type can be filtered by All, Specific Invoice, Work Order Invoice, Boat Sale Deposit, Drystack Deposit, Key Deposit, Miscellaneous Deposit, Quote Sale Deposit, Reservation Deposit, Security Deposit, Slip Deposit, Special Order Deposit, Summer Storage Deposit, Trailer Storage Deposit, Wait List Deposit, Winter Storage Deposit, or Work Order Deposit. All these Deposit Types are described in detail in the Terminal section of the user guide.

The Payment Request tab in the Click To Pay website can be filtered by typing the information in the Search bar in the column heading and then selecting the Apply Filters button. When starting a new search (after a previous search has been performed) always click the Reset Filters button:

Payment Request

Sort Options:

1. ID is the unique identifier for an individual Click To Pay payment request.
2. Client ID is the ID assigned by DockMaster support when configuring the Click To Pay website for your specific marina/boatyard.
3. Location ID is the DockMaster location ID selected when creating the payment request from the Terminal.
4. Date is the date the payment request was created from the Terminal.
5. Payment Status will display the payment status of the payment link sent to the customer.
6. Customer ID is the DockMaster database customer ID from the customer file.
7. First Name is the DockMaster database customer first name from the customer file.
8. Last Name is the DockMaster database customer last name from the customer file.
9. Deposit Type is the invoice or deposit type sent in the Terminal in the payment request sent via email or text message. These are All, Specific Invoice (SI), Work Order Invoice (WI), Boat Sale Deposit (BS), Drystack Deposit (DD), Key Deposit (KD), Miscellaneous Deposit (MD), Quote Sale Deposit (QU), Reservation Deposit (RD), Security Deposit (BD), Slip Deposit (SL), Special Order Deposit (SO), Summer Storage Deposit (SS), Trailer Storage Deposit (TR), Wait List Deposit (WL), Winter Storage Deposit (WS), or Work Order Deposit (WO). All these Deposit Types are described in detail in the Terminal section of the user guide.
10. Total Amount is the total amount of the payment request sent to the customer via email or text message. This amount includes any deposit request amount plus all open balance, billed invoices on the customer’s account.
11. Deposit Amount is the deposit request amount sent from the Terminal for the specific deposit request sent to the customer via email or text message.

The Payment Request tab in the Click To Pay website can be sorted ascending or descending on any column. The arrow pointing up or down depicts the column sorted ascending or descending:

Payment Request

The individual line items for the payment requests also have an action column to be able to resend a previously created payment link request as well. When the action button ••• is clicked, the option to Open Payment Link, Send Email Payment Link, and Send SMS Payment Link appears. These options can be used again to resend the payment link: