Automatic Recurring Billing (ARB)

Question

How can I set up automatic billing to bill my members' credit card or ACH payment each month?

Resolution

Automatic Recurring Billing (ARB) is available. This feature allows you to set up billing items that will automatically charge your member's credit card or debit their checking account at specified intervals.

Before you can use this feature, you must first have an Authorize.net, CardPointe or Beanstream gateway (ARB will not work with PayPal). To use Auto Recurring Billings for credit cards in Authorize.net, you must add the ARB option to your Authorize.net account. Log in to your Authorize.Net account to set up the ARB option.

To use ACH features to automatically debit your members' checking accounts, you must add the eChecks feature to your Authorize.net gateway account. Log in to your Authorize.Net account to set up the eChecks option. Note: The eChecks application is lengthy and may take a week or more for Authorize.net to approve once submitted. You must check the 'PPD' and 'CCD' options when completing Section 2 of Authorize.Net's eChecks application for the WebLink Connect ARB feature to work properly. (See sample below.) These options will allow you to accept personal checking and savings accounts from your members, plus corporate checking accounts.

Once you have your ARB and/or eChecks features added to your Authorize.net account (or use Beanstream or CardPointe), complete the following steps to set up ARB in WebLink:

  1. Go to Admin > Set Preferences > Application Settings > Credit Card Processing. Check the ARB Enable (BETA) Box.
  2. Once you have checked the ARB Enabled (BETA) box, click on the Edit/View Credit Card Gateways link.
  3. Check the box for ARB 
  4. Check the box for AuthNet_eCheck if you have a eCheck account set up with Authorize.net

    Note: If you check either of these boxes and you do not have an ARB and/or eCheck account created with Authorize.net, you will experience error messages when trying to create Automatic Recurring Billing items in WebLink Connect.

  5. Once you check the ARB checkbox, this will enable the Automatic Recurring Billing flag on your New Billing screen. Set up a new or flag an Payment Type to be used as ACH (Admin > Manage Codes > Revenue Codes > Payment Types). Be sure to set the ACH Type Flag and set the gateway to process through your new eCheck gateway.

  6. Beanstream (Bambora) Customers:
    Make sure values in WebLink Credit Card Gateways are filled in for:
    - Beanstream Username
    - Beanstream Password
    - Beanstream CA Merchant ID
    - Beanstream US Merchant ID
    - Beanstream ARB Passcode
    - Copy the Silent Post URL from WebLink
    (Admin -> Set Preferences -> Application Settings -> Credit Card Processing)
    to Beanstream
    (Admin -> Account Settings -> Order Settings -> Response Notification -> Recurring Billing)

  7. Authorize.NET Customers:  
    Make sure values in WebLink Credit Card Gateways are filled in for:
    - AuthNet API Login 
    - AuthNet API TransKey
    - Copy the Silent Post URL from WebLink
    (Admin -> Set Preferences -> Application Settings -> Credit Card Processing)
    to Authorize.NET
    (Account -> Transaction Format Settings -> Silent Post URL)

  8. Card Connect Customers
    - No further action is required

You can now create an ARB Record for each member:

  1. Open the desired member's profile and click on the Billing Tab. Right click in the data grid and choose 'New Billing' from the menu.
  2. Create the billing item as you do normally, with two changes:
  3. Check the "Automatic Recurring Billing (ARB)" checkbox near the bottom of the screen.
    When setting up Automatic Recurring Billings, the Anchor Day must be at least one day in the future. You cannot set the Anchor Day to be 'today's' date. The Anchor Month, Anchor Day and Starting Year will be the first day that the card/account is charged via your gateway's ARB service. From that day forward, the charge will automatically recur at the frequency in the Billing Cycle dropdown. NOTE: CardPointe supports only Monthly or Every 12 Months cycle, you cannot choose Every 3 Months or Every 6 Months if you are going to set up an ARB with a CardPointe gateway.
  4. Click on the ARB Tab to enter the details for the Auto Recurring Billing.
  5. Enter the name, address and phone number for the person/company who will receive the Automatic Recurring Billing. Note: The address must match the billing address on file with their credit card company or bank.
  6. Select a Payment Type for this record. The options that appear in this drop down are:
  7. After you select a Payment Type, the Credit Card/ACH Tab will activate on the right side of the screen so you can enter data there.
  8. If you selected a Payment Type of Credit Card, enter the credit card information on the Credit Card Tab.
    • a. Type of Card (Visa, MasterCard, American Express / AMEX, Discover)
    • b. Credit Card Number
    • c. CVV2
    • d. Expiration Month
    • e. Expiration Year
  9. If you selected a Payment Type of ACH, enter the account information on the ACH Tab.
    • a. Name on Bank Account
    • b. Bank Name
    • c. Bank Routing Number
    • d. Bank Account Number
    • e. Bank Account Type
  10. Click Save to save the ARB account info and send the information to your gateway. The gateway will create an ARB subscription in your account using the information provided from WebLink Connect.

 

What happens next?

  1. On the specified date of each cycle (usually monthly), your gateway will charge the card or debit the account automatically.
  2. For Authorize.net users, the gateway will notify WebLink Connect that a transaction has been completed using the Silent Post URL. WebLink Connect will match that transaction record to the ARB record in your database, create the invoice and payment record.
  3. For CardPointe users, a sync will run each night to create the corresponding invoices/payments in WebLink.

 

NOTE: If you are experiencing issues with transactions going through in Authorize.net but not being recorded in WebLink, please click here to ensure that your API Key is up to date and compatible with the ARB integration.

Frequently Asked Questions:

Q. What do I need to use Auto Recurring Billing in WebLink?

A. First, you need an Authorize.Net or Beanstream account. Auto Recurring Billing will only work with Authorize.net. For assistance in creating an account, please contact WebLink Support. To use Auto Recurring Billings for credit cards, you must add the ARB option to your Authorize.net account. Log in to your Authorize.Net account to set up the ARB option.

To use ACH features to automatically debit your member's checking accounts, you must add the eChecks feature to your Authorize.net account. Log in to your Authorize.Net account to set up the eChecks option. Note: The eChecks application is lengthy and may take a week or more for Authorize.net to approve once submitted.

In addition, you'll need to enter one piece of information from WebLink Connect into your Authorize.net account. While on the Credit Card Processing Tab, copy your Authorize.Net Silent Post URL and paste it into the 'Silent Post URL' field of Authorize.Net. You will find this in Authorize.net after you login select the 'Account' top menu option and then select the 'Silent Post URL' link under the 'Transaction Format Settings' section.

Q. Can I edit an ARB Billing Record after I've created it?

A. No. After WebLink Connect passes the ARB account information to Authorize.Net, Authorize.Net does not allow the information to be changed. If you need to edit the account information, you should first inactivate the existing ARB billing record and create a new one using the updated information.

Q. When I Auto-Generate Invoices, will WebLink Connect try to create invoices for my ARB accounts?

A. No. All ARB accounts are excluded from the Auto Generate Invoice process. This prevents the creation of duplicate invoices for the same item and/or period.

Q. How will I know what my projected billings are for a given month?

A. The Projected Billings report will still show all billing items that are expected to be billed in future months.

Q. How can I find the members that have ARB records set up?

A. On the Billing Info Tab of the Profile Selector, there is a new check box for 'ARB Billings Only.' This will allow to search for all profiles with ARB Billings or filter them using additional functions in the Profile Selector.

Q. How will I know when a member's credit card is about to expire?

A. When you log in to your Authorize.Net account and view your ARB subscriptions, you can view a list of any Expiring Credit Cards. Under 'Configure ARB Email Notifications' you can choose to receive email notifications of upcoming credit card expirations as well.

Q. What happens if a member's card is declined?

A. You will receive an email from Authorize.Net that a transaction has been declined. An invoice will not be created for this transaction. You can either manually create the invoice to apply payment that you receive from the client, or you can set up a new ARB billing with updated card information to re-start their billing.

Q. If I delete or inactivate an ARB billing will WebLink Connect automatically inactivate the ARB subscription in Authorize.Net?

A. Yes, when you inactivate a billing item or if you right-click and delete it on the Billing Tab, WebLink Connect will pass that information through to Authorize.Net.

Q. Can ARB records be flagged as Taxable, Invoice Separately or Bill Manually like other recurring billings?

A. No. Automatic Recurring Billing records cannot be flagged as Taxable, Invoice Seperately or Bill Manually. If any of those three check boxes are checked when you click 'Automatic Recurring Billing (ARB)', they will be unchecked and greyed out (disabled) by WebLink Connect.

Q. How can I tell which members have had ARB subscriptions created in Authorize.Net?

A. Log in to your Authorize.Net account and click on Automated Recurring Billing (ARB) under Products & Services. You'll be able to view the Active, Expiring and Inactive ARB Subscriptions in addition to any credit card that are expiring soon.

Note: You must set up the ARB subscription through WebLink Connect as an ARB Billing Record for the invoice to be created in WebLink Connect. If you set up an ARB Subscription directly in your Authorize.Net account, WebLink Connect will not create invoices for those billings.

Q.: What is the ‘Recover ARB’ option in the WebLink Credit Card Processing Tab?  Should we ever have to do that?
 
The standard way that a charge in Authorize.net gets turned into an invoice/payment in WebLink is through the "Silent Post" - Authorize.net proactively sends a post to WebLink telling WebLink that a card was charged, so create an invoice/payment. If that silent post fails for any reason, no invoice/payment is created in WebLink even if an ARB charge went through. Recover ARB pro-actively goes out at looks for any successful charges that the silent post missed. It only needs to be used if the user notices something missing. 
 
Are receipts with invoice information (whether ACH or Credit Card ARB) automatically sent via email like with online credit card payments? 
 
Not out of WebLink, no. The ARB record in Authorize.net should have whatever email was entered in the CC information screen along with the card number, etc.
 
Does WebLink auto retry failed ARB payments or should we enable that in authorize.net?
 
 WebLink does not "try" charges at all - it only sets up the ARB in Authorize.net. After that, the recurring charge is 100% in Authorize.net's court. So, any "retry" options need to be done in Authorize.net.
 
Can ARB payments/dues be auto increased/decreased like non ARB dues or do they need to be expired/recreated annually?
 
They need to be recreated annually. For WL to create/update an ARB record, the WL user must have the card info "in hand" as a form of consent to set up the recurring billing. Because we are not the processor, we can't update the amount without basically re-getting consent.
 
If a member has a few months remaining of an annual membership but express interest in moving to a month to month can an ARB be set up for month to month, and will it hold off on starting the charge process until it reaches the upcoming anchor month/specified start year?
 
That's correct, it will use a start date of the anchor month/day/starting year on the billing record.
 
How are refunds handled?
 
Once a payment has been created for the corresponding charge in Authorize.net, you can refund just like any other transaction.
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