To Begin you need to login into our Converge Account by accessing the website below.

Website login: https://www.convergepay.com/converge-webapp/#!/login

You will see the Login Prompt Below

Fill this information with credentials given to you.

Once you login, you will be brought to the main Payments Dashboard. On this screen, you can see a list of all transactions that are currently awaiting to be processed. This is called an Open Batch and it means that these transactions have not yet been processed. Therefore, any transactions in the open batch are available to make any changes needed prior to processing. For example, you can void or delete a transaction or re-enter an amount (if less than original amount indicated) that has been made in error. You can also verify your approval codes for recording in your client's files if needed. To enter into an existing payment you need to click onto the line of the desired transaction.

The left side bar contains a menu of other options, such as setting up recurring payments, or list of customers associated with your account. There is also an account button which allows you to change your password and security questions at any time. The program does prompt you to change your password every 45 days. Therefore it is advisable to select a password in which you can change 1 letter/number every 45 days and still remember you password.

Once you have clicked into an open batch transaction, it will show in a pop-up window on the right of the screen whereas the main dashboard will be grey in the background. On the pop-up window, you will see the buttons on the top that give you options to: call for a receipt, void a transaction, refund, or make a recurring payment. Generally, if we have made an error we will correct it on this screen by changing the amount. If the amount cannot be changed, then it is better to VOID the transaction and then re-processing the correct amount in a new transaction.

NEVER REFUND a transaction listed on the Open Batch Screen because these transactions have not actually been processed, therefore. no money has been received at this point.

We would ONLY REFUND if a transaction has already been processed. Processed transactions would not show on the main dashboard - they would be located in the Settled Batches screen. The Settled Batches button is located in the upper right corner beside the "New Payment" button. We can also process a refund from the drop down menu located on the New Payment button.

To process a new payment - click on the GREEN NEW PAYMENT button on the top right hand corner of the page. The left image is the first image that you would see when entering a new payment. If you click on the arrow to the right of the GREEN NEW PAYMENT button, there are additional transaction options. When you choose one of these options, follow the steps on the screen to complete the desired transaction.

The information that you will need to complete a new transaction:

1. Amount of the charge/refund

2. Credit Card #, Exp. Date, CVV code (at the back of the card)

3. Full Name on the Card

4. E-mail address to auto send the receipt

Settled Batches: Click on the "Settled Batches" button on the upper right hand corner to access this screen.

If you have access to the settled batches, you can process a return from the sales transactions that have already been processed on the customers credit card.

You will need to know the date you processed the credit card transaction you are attempting to locate to determine which batch your transaction most likely resides within. The company typically settles batches at mid-month and end- month. The actual settled date is listed on the far left column for you to estimate which batch will contain your transaction. Once you have located the likely batch number (below the batch is listed as "861"), you click on the line to enter into the screen that will list all of the processed transactions included in that batch. If you do not see your transaction, you will have to click into another batch to locate the one you are looking for specifically.

Once the batch opens, there will be a list of transactions similar to the open batch page. Once you have located the exact transaction you are looking to refund, you can click into the transaction and it will open the pop-up window on the right side for you to see in full. Once you have inspected the transaction, making sure it is the one you are wanting to refund to the client, then simply click the word "REFUND" at the top of the screen and follow the prompts.

Things to Know about Processing Transactions

At the time of session: When credit cards are processed at the time of a client's session, the transaction in fact is in a ‘pending’ status - which means it is waiting to be processed. The transaction remains in a pending status until it is submitted for processing.

Bi-monthly (mid-month, end of month) credit card transactions are reviewed and reconciled against actual sessions. Once everything is appropriately accounted for, the credit card transactions are then submitted for processing - which means they are changed from ‘pending’ status to ‘charged’ status on clients end and prepared for deposit into the company account by the credit card company on our end.

Sometimes clients see the date that their credit card was processed (mid-month or end-month date) and they question if they have been charged in error. There are even times that they will see more than one charge go through on their statement. Because charges are only submitted twice a month, the number of sessions that your clients may have had in between deposits will show on the same processing date. Rest assured that when credit cards are processed - they have been accounted for with actual sessions. Any errors in billing or double charges would be caught prior to submitting credit card transaction for processing. (Some of you have had the experience where I reach out to clarify billing items when it is not clear in our system).

You can also double check in your converge account to verify any client requests. However, any credit cards that are in the open Payments window (rather than settled batch) have not been processed - they are pending. While charges are pending you can void, or adjust, or re-charge if you have made an error.

I would ask that each of you double check all of your billing items in Aspire Practice before mid and end month dates - so that you can catch any errors prior to my accounting tasks commence. It does make the process more efficient when everyone double checks their work.

Converge: Credit Card Processing