Processing Payments

ShulNET's payment system handles all financial transactions, from membership dues to event tickets. It supports multiple payment methods and integrates with popular payment processors.

Payment Methods

Supported Payment Types

Payment Processors

Integrated Gateways

ShulNET integrates with major payment processors:

Online Payments (Members)

How Members Pay Online

1. View Invoice

   Member logs in and navigates to "My Invoices".

2. Click "Pay Now"

   Opens secure payment form.

3. Select Payment Method

   Choose credit card, bank account, or PayPal.

4. Enter Payment Details

   Securely enter payment information (encrypted and PCI compliant).

5. Review and Submit

   Confirm amount and click "Pay".

6. Receive Confirmation

   Payment processes immediately, email receipt sent.

Payment Security

• SSL Encryption: All payment data transmitted over HTTPS
• PCI Compliance: Payment processors handle sensitive card data
• No Card Storage: ShulNET never stores full card numbers
• Tokenization: Card details tokenized for future use
• 3D Secure: Additional verification for high-value transactions

Recording Manual Payments

Recording Check Payments

1. Open Invoice

   Navigate to the member's invoice.

2. Click "Record Payment"

   Opens payment entry form.

3. Enter Payment Details

   • Payment method: Check
   • Check number
   • Amount received
   • Date received

4. Add Notes (Optional)

   Include any special instructions or details.

5. Save Payment

   Invoice balance updates immediately.

6. Send Receipt

   Email payment receipt to member.

Recording Cash Payments

Same process as checks, but select "Cash" as payment method. No check number required.

Recording Wire Transfers

1. Record payment as "Bank Transfer"
2. Include transfer confirmation number in notes
3. Match against bank statement
4. Mark as reconciled

Partial Payments

Accepting Partial Payments

Members can pay less than the full invoice amount:

1. Member selects "Pay Custom Amount"
2. Enters amount they can pay now
3. Completes payment
4. Invoice shows remaining balance
5. Member can make additional payments later

Payment Plans

Set up installment payment schedules:

Overpayments

If member pays more than invoice amount:

• Invoice marked as paid in full
• Excess applied as account credit
• Credit automatically applied to next invoice
• Or refund excess upon request

Payment Tracking

Viewing Payment History

For any invoice, view complete payment history:

• Date and time of each payment
• Payment method used
• Amount paid
• Transaction ID
• Who recorded payment (if manual)
• Receipt number

Payment Status

Refunds

Processing Refunds

1. Open Payment Record

   Navigate to invoice and find payment to refund.

2. Click "Refund"

   Opens refund form.

3. Enter Refund Amount

   Full or partial refund amount.

4. Select Refund Method

   • Original payment method (automatic for online payments)
   • Check
   • Account credit

5. Add Reason

   Document why refund is being issued.

6. Process Refund

   For online payments, refund processes through payment gateway.

7. Confirmation

   Member receives refund notification email.

Refund Timeline

• Credit Cards: 5-10 business days
• ACH/Bank Transfer: 3-5 business days
• PayPal: Immediate to account
• Check: When issued and cashed

Failed Payments

Handling Declined Cards

When online payment fails:

1. Member sees error message with reason
2. Admin receives notification of failed payment
3. Invoice remains unpaid
4. Member can retry with different card or method

Bounced Checks

1. Record original check payment
2. When check bounces, click "Mark as Failed"
3. Invoice balance reverts to unpaid
4. Add NSF fee to invoice (if applicable)
5. Contact member for replacement payment

Failed ACH Transfers

If ACH payment is rejected:

• Payment status changes to "Failed"
• Member notified via email
• Invoice marked unpaid
• Member must update bank info or use different method

Recurring Payments

Setting Up Auto-Pay

Members can authorize automatic payments:

1. Member Opts In

   From member portal, click "Set Up Auto-Pay".

2. Select Payment Method

   Save credit card or bank account details securely.

3. Choose Schedule

   • Pay all invoices automatically
   • Only specific invoice types (e.g., dues)
   • Custom schedule (monthly on 1st, etc.)

4. Set Limits (Optional)

   Max amount per charge, notification thresholds.

5. Confirm Authorization

   Member agrees to automatic billing terms.

Auto-Pay Benefits

• Members never miss payments
• Improved cash flow for synagogue
• Reduced administrative work
• Lower transaction costs (vs. manual processing)
• Member convenience

Payment Receipts

Automatic Receipts

After each payment, system automatically:

• Generates PDF receipt
• Emails to member
• Includes payment details and invoice info
• Stores in member's account history

Receipt Information

Receipts include:

• Receipt number (unique)
• Date and time
• Payer name and address
• Amount paid
• Payment method (last 4 digits if card)
• Invoice number(s) paid
• Tax-deductible information (if applicable)
• Synagogue tax ID (EIN)

Year-End Tax Statements

Generate annual giving statements:

1. Navigate to Reports → Tax Statements
2. Select year (e.g., 2025)
3. Generate for all members or specific ones
4. Review for accuracy
5. Email or print and mail to members

Payment Reports

Daily Payment Summary

View today's payment activity:

• Total payments received
• Breakdown by payment method
• Outstanding/pending payments
• Failed payment attempts

Monthly Revenue Report

Comprehensive monthly financial overview:

• Total revenue by category (dues, tuition, events, donations)
• Payment method breakdown
• Comparison to prior month/year
• Outstanding balances
• Refunds issued

Member Payment History

Individual member payment records:

• All payments made over time
• Average payment amount
• Payment frequency
• Preferred payment method
• Late payment history

Best Practices

Common Questions

What payment methods should we accept?

At minimum, credit cards and checks. Adding ACH/bank transfers reduces fees. PayPal is convenient for those who use it regularly.

How do we handle members who can't pay in full?

Work with them on payment plans. Split large invoices into smaller monthly payments. Consider scholarship assistance for those in true financial need.

Are online payments secure?

Yes. Payment data is encrypted and processed through PCI-compliant gateways. ShulNET never stores full credit card numbers.

What if a member disputes a charge?

Payment processor handles disputes (chargebacks). You'll be notified and can provide documentation. If member wins dispute, payment is reversed.

Can we accept donations through the payment system?

Yes! Create donation invoices or set up a dedicated donation form. Donations generate tax receipts automatically.

How do we track which checks have been deposited?

When recording check payment, mark it as "Deposited" after bank deposit. Match against bank statement during reconciliation.

What are the fees for different payment methods?

Credit cards: ~3%. ACH: $0.25-$1.00 flat. Checks/cash: no processing fees but require manual handling. Consider passing fees to payers for online payments.

Can members save payment methods for future use?

Yes, with their permission. Payment details are tokenized and stored securely with the payment processor, not in ShulNET.

Related Documentation

• Managing Invoices - Creating and managing invoices
• Financial Reports - Revenue and payment analytics
• Member Onboarding - Initial payment setup