Payment Processing Setup Part 2
Once you have been approved for a merchant account, it is important to configure the default settings to your specific business needs.
Tip: The electronic ACH & CC payments training video portion that follow along with the below instructions begins at the 3:38 minute mark and can be found here: Your Merchant Account | Getting Started
Payment Processing Settings
In your Rentec Direct account:
- Click Settings.
- Click on the Online Payments option.
You will be presented with the screen below. Please verify that these settings are configured to your satisfaction. The information below this graphic will help guide you through each setting to understand why these configurations are important to consider.
Processing Settings Explained
Email Notification Address
Enter the email address where you would like us to send the payment notifications.
Important Note: If this is left blank or switched to 'no', you will not receive any notifications such as payment failure notices.
Tenant Fee Income Category
The system default for tenant income is 4000 Rental Income. If you prefer a different income category, you will need to create one in the system.
Information for creating new categories can be found here: Setting Up Categories (Chart of Accounts)
Default Income and Default Outgoing Account
It is important to match the checking account you provided on your Forte merchant application so Rentec Direct software can automatically apply payments to the correct account.
Credit Card Settings
Enable Credit Card Payments
If you applied for credit card processing, selecting the Enable Credit Card Payments in Tenant Portal option to Yes, will allow your tenants to start using a credit card to pay rent.
Accept Card Payments
Check the box next to each card type of credit card that you would like to accept.
Credit Card Convenience Fee
Enter the convenience fee percentage you wish to charge your tenants at the time they make their payment.
Note: You will be charged 2.95% (higher for Amex) but are able to pass along a convenience fee percentage to your tenants to recover your costs.
Information regarding credit card processing transaction fees can be found here: Credit/Debit Card Transactions Fees (Convenience Fees)
Enable ACH Processing
Enable ACH processing by selecting Yes on the Enable ACH Payments in Tenant Portals option if you are ready for tenants to be able to pay by ACH.
System Advice: Tenants will not be able to pay online if this setting is set to No.
ACH Transaction Fee
Although you are not charged for any ACH transactions, you do have the ability here to charge your tenants an ACH transaction fee if you wish.
Tenant ACH Authorization
You have one of two options for tenant authorization and payment setup.
- Setting 'Tenant Provides ACH Authorization by' to Tenant Portal will allow your tenants to enter their bank information themselves and schedule their own online payments through their online portal.
Information on setting up a tenant portal can be found here: Tenant Portals
- If you prefer to enter your tenant's bank information yourself, select Written Document instead. You will want to create your own Tenant Authorization Form and you are also welcome to download our application examples as a template (top right) in order to create your own form.
In compliance with ACH processing regulations, the software is designed to interface with Forte Verify to validate ACH payment information when entered in the system. More information on this process can be found here: Verify ACH Account Information
Testing a New Merchant Account
To test your new merchant account follow these instructions here: Test Your Merchant Account
Rentec Direct provides reporting of all the transactions; however, Forte also provides you with a Virtual Terminal reporting system called DEX that can be used for additional reconciliation or for double-checking any transaction's processing status. To learn how to use Forte's virtual terminal, join their weekly training webinars here: Dex Training
Schedule a Tenant Payment
If enabled, a tenant can authorize and schedule payments within their tenant portal. If you are scheduling a payment for a tenant that would be done from the Tenants tab.
The Tenant Online Payments screen appears as below where you can enter the routing #, account #, and ACH fee (if any) you wish to charge them as well as set up one time or recurring transaction.
System Advice: Be careful while making changes, as the system is live, any charges entered into the system will process from this point forward.
Full instructions for scheduling online payments for your tenants can be found here: Scheduling Online Payment Transactions for Tenants
Resources have been compiled to help you communicate with your tenants about using their portal, welcoming them to the system, and video training on how to make a rent payment. You can find and customize those resources for your business needs by going here: Tenant Resources for Rentec Direct Clients
You can also pay your owners with ACH using the Pay Owner Disbursement Wizard. Full instructions can be found here: Pay Owner Disbursements (owner distributions)