IN BRIEF
Processing eCheck payments in iClassPro allows you to securely accept electronic bank transfers as an alternative to credit/debit card payments. You can save eCheck information to a family’s account, view eCheck transactions through the iClassPro Merchant Portal, and manage returned or declined payments efficiently.
Overview
eCheck (electronic check) payments function similarly to paper checks, allowing families to make payments directly from their bank accounts. If enabled in your iClassPro Merchant Services setup, you can store bank information for families, process payments individually or in bulk, and automatically handle returned transactions.
Accessing the Feature
- Go to the Families page.
- Locate and select the family whose eCheck information you want to save or update.
- Select the Billing tab to manage stored payment details.
Step-by-Step Instructions
Saving eCheck Information
- Navigate to the Families page and locate the desired family.
- Select the pencil/edit icon to open the family’s details page.
- Select the Billing tab.
- If a payment method is already saved, select Delete Payment Information to clear it before entering new details.
- Once the form is blank, choose Echeck as the Payment Method.
- Select Load from Primary Guardian to automatically copy the guardian’s name and address.
- Enter:
- Bank Name
- Account Type
- Routing Number
-
Account Number
(Double-check that numbers are entered correctly and in the proper fields.)
- Select Submit Autopay Information to save the payment method.
If successful, the “Billing” tab will display current eCheck details:
The option “This Payment Method Is Authorized for Recurring Billing” is checked by default. This means the saved payment method will automatically be used for recurring payments (Payment Type 1 or “Charge From Merchant Account”).
If the eCheck should only be used for one-time payments at the family ledger, deselect this option.
- For related information, see How Do I Process Payments from Stored Payment Information?
Handling Returned or Declined eCheck Payments
eCheck transactions can be returned for reasons such as “Account Closed” or “Insufficient Funds.”
- When first created, eCheck payments are marked Pending.
- Settlement typically takes three to five days.
- Once processed, the payment will either settle successfully or be rejected.
Important: It may take one to three days after notification for the returned payment status to appear in both the gateway and the family ledger.
Each day (no later than 6:30 AM Central Time), the System automatically checks for returned eCheck payments. If any are found:
- The payment is voided and marked Returned on the family ledger. Associated charges are unapplied and show as due again.
- A Returned Payment email is automatically sent to the family.
- You can edit this message under Settings > Setup > General Settings > Email Template > iClassPro > Payment Returned.
- If Charge Returned Check Fee is enabled under Settings > Transactions > Configure Payment Options, the System will automatically create a Returned Check Fee on the family ledger.
To identify returned payments, run the Returned Payments Report (FIN-23).
Enabling/Configuring the Returned Check Fee
- Navigate to Settings > Transactions.
- Select Configure Payment Options.
- Enable Charge Returned Check Fee and configure the following:
- Amount to Charge – whole dollar amount (not a percentage).
- Program – assigns a financial Program to the charge.
- Charge Category – assigns a financial Charge Category to the charge.
- Select Save or Save & Close to apply settings.
Troubleshooting & FAQs
-
Why is my eCheck payment still showing as “Pending?"
- eCheck transactions can take three to five days to settle. Status updates depend on the account holder’s bank response time.
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Can I store both a card and an eCheck for the same family?
- Yes. You can store up to two payment methods per guardian on a family. However, only one of them can be marked as the default, and only the Primary Guardian’s default payment method will be used for recurring billing.
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What happens if an eCheck is returned but the family was charged a fee in error?
- You can delete or adjust the “Returned Check Fee” charge directly from the family ledger.