Once your Rentec Account is enabled with EasyPay Merchant ability, you will want to begin scheduling tenants for payments.
Note: a new process is now in place that allows tenants to enter their own bank account information into the system and schedule their own payments.
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If you have opted to have your tenants submit authorization via written document, then you have the ability to set which form your tenants can download directly from their tenant portal to provide authorization. To find this, go to Settings tab > Setup EasyPay.
We have provided you with two Tenant ACH Application examples of the authorization form. Feel free to download these examples and customize them for use:
Here is a link to a sample authorization form in the form of an Adobe PDF file:
Note: after uploading an authorization form, tenants will only be able to download the form if EasyPay is disabled on their account. Once you enable their account for EasyPay, the form is no longer able to be downloaded. If you want to download a sample welcome letter that explains the portal/payment processing, follow this link.
Next, head to the Tenant tab > right-click on the tenant's name > and select Online Payments or EasyPay/ACH from the menu. In the EasyPay screen, you will enter in the tenant's checking account routing and account numbers, check the box to enable EasyPay and set what you will charge the tenant for an ACH convenience fee.
If you will be scheduling your tenant's payment, you can do that from this screen. For Multipay, the frequency day is the day of the month/week this transaction is to happen on. With monthly transactions, the frequency day should be the actual day it is to pull. For weekly transactions, the frequency day corresponds to a day of the week: 1 = Sunday 2 = Monday, 3 = Tuesday, 4 = Wednesday, 5 = Thursday, 6 = Friday, 7 = Saturday.
Both MultiPay and SinglePay payments can be scheduled on the day the pull is to happen, however we recommend they be scheduled for the following day or later. If you schedule for the same day, keep in mind payment must be scheduled before the last processing time for that day, or they will pull the next business day.
Payments scheduled in Rentec's system are submitted for processing three (3) times each day - 3:00am, 4:03pm, and 11:30pm, Pacific. Payments batch from Forte's system one (1) time each day at 4:30pm, PST.
To set-up tenants, be sure to first have a phone number listed in the tenant file and a property address listed in the property details as transactions will not process without either of those details.
Tenants will not be able to submit their rent payments after 11:00pm, PST. If they do, their payment will not run until the following day at 6:00am.
Once you have enabled a tenant's EasyPay, they will be able to edit their payments from their portal. Follow this link to learn more about the Tenant Portal.
To track your EasyPay scheduled payments, you can pull the Financial Reports "Completed EasyPay" and "Upcoming EasyPay". Note that any failed EasyPay payments from tenants will be emailed to you directly from your merchant account provider. Once a transaction has failed, there will not be any subsequent attempts. You will need to post this failed transaction within the program in the tenant's ledger. (Follow this link for instructions on how to post an NSF Transaction.)
****NOTE: The interface is set to handle ACH transactions from checking accounts, however most banks will accept an ACH draft request from a Savings account. The routing number for ACH transactions with a savings account should be verified with the tenant's bank as this is not always the same number that is listed on their deposit slip. If the transaction fails, a possibility could be that your tenant's bank will not accept the standard ACH draft and in that instance, another arrangement should be made with your tenant.