In the Accounting and finance>Payments subtab, you can set up:

  1. Accepted payment types

  2. Sales tax application

  3. Service fees and One-time fees

  4. Client balances


1. Payments

Apply a checkmark to the payment method(s) that clients can use in your SmartRec store. Keep in mind you must still configure which payment type is accepted for each individual activity, membership, class pack, merchandise item and fundraiser. If you do not configure a payment type for each kind of item, clients will be able to checkout without paying online.

💵 Online payments (merchant account required)

  • Credit Cards: By clicking this option your organization accepts payments with Discover, Visa and Mastercard. Prepaid credit cards are also accepted at checkout. 

  • eChecks: By clicking this option your organization accepts payments using a client's banking information (i.e. online checks).

👉 If you would like to accept Visa Debit payments, please contact us at support@amilia.com.

👉 Mastercard Debit is an accepted payment method by default when a credit card merchant account is opened in the USA. However, Mastercard Debit cards issued in Canada require an additional validation order. Contact us at support@amilia for more information.

👉 If you would like to accept Amex payments, please contact them to open a merchant account. Once this is done, please contact us at support@amilia.com.

💵 Offline payments (no merchant account required) 

  • Check, Cash, etc.: Offline payments allow your client to pass through checkout without paying online.  They will have to pay you on the premises. 


2. Sales Tax

Your sales taxes are applied to items in your store. If you modify these settings in the future, you must manually modify the tax settings of all existing items. Only items that are created moving forward will automatically assume the characteristics of your modified settings.

  • Click Modify to customize which item types will receive the sales tax. 

  • 'Applied after previous' is a tax setting available in Quebec.  If enabled, the QST tax is only calculated after the GST has been added to the price of an item (as opposed to the QST and GST being calculated separately on the price of an item).
    Ex: $10.00 x 0.05 = $0.50 (GST)
          $10.50 x 0.095 = $1.05 (QST)
          Total bill: $11.55

    However, this tax practice hasn't been in effect since 2013. Before enabling this setting, speak with your accountant to see what best suits your business.


3. Service Fees and One-Time Fees 

A service fee can be charged each time a client registers online or simply once (one-time fees are charged to existing clients on their next purchase). This fee appears as a separate item on the invoice. Regular service fees can be customized whereas one-time fees are limited to a lump sum.


4. Client Balances

By applying a check mark to this box, clients can pay their outstanding balance via their personal account. Otherwise, clients may only pay at checkout or by contacting your organization to pay over the phone or at the front desk.  

  • Choose whether clients must pay their full balance or if they may choose the payment amount. You can also define a minimum payment amount required.

  • If a client has a subscription and there is a credit available in their account, you can automatically use their credit when processing the monthly subscription payment.  

  • Select which methods of payment are accepted when clients pay their balance from their personal account. 

  • To make it easier to collect payments from your clients, we’ve included a ‘Make payment’ button that appears on the document when you email an invoice, and a clickable link in the .pdf attachment that’s sent when you email an account statement via the Operations menu. When a client opens the invoice email, they may click on the ‘Make payment’ button to make the payment. If they open the email with the account statement and then open the .pdf, they may click on the link to complete the payment.

👉 Please note the “Make Payment” button is only available for invoices and account statements generated on and after September 1, 2022.

*Last updated in November 2022

You might also be interested in:

How to Select Payment Methods for Items in your SmartRec Store?

How Clients can Pay their Balance via their Personal Account

How are Sales Taxes Calculated in SmartRec?

Saved Credit Card(s) and eCheck(s)

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