SwimOffice Admin - Super User

You can access this report anytime.

  1. In the side menu click Billing Admin > Invoices & Payments.
  2. Click the Expiring Credit Cards button.

Overview tab - Expiring Credit Cards button

Every month on the 15th, the system scans all of your active accounts set up to pay via credit card and if the CC is going to expire by the 1st of the next month, a report will be delivered to the billing administrator (set up in Billing Admin > Billing Setup > Billing Admin E-Mail Address field) letting you know who needs to be contacted to go into their accounts and change their CC information or add a new credit card. The system also notifies the card holder via email that their card is about to expire.

If the card holder does not update their credit card info the card will decline and the team will be charged the $0.30 transaction fee. The auto generated report is to help you get this resolved prior to the 1st of the next month. You can also access this report any time by going to Billing Admin > Invoices & Payments and clicking the Expiring Credit Cards button.

When the first of the next month occurs, the system will automatically charge all credit cards and the monies will be automatically deposited to your bank by the 2nd or 3rd of the month. There is also a credit card transaction report that will appear automatically in your system for your review. This is found in Billing Admin > Reports on the right side--the "CreditCard_Processed_Summary" at the top.

See Also
Allow parents to make on demand credit card payments
View when an account added or updated their credit card/ACH