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Using Dharma Tribe/ Students

Monthly Billing

To set your students up to have recurring invoices automatically generated each month and to have their credit card auto-debited, you must set up recurring billing both within Dharma Tribe and with your payment gateway.

Set Up in Dharma Tribe

1.    Click the Student icon

2.    Find the student record

3.    At the bottom of the screen, click the Monthly EFT tab

4.    Enter the Start and Expiration dates of the agreement. (If you are creating a 12-month contract, use, for example, a start date of 12/1 and an expiration of 11/1 to create 12 payments.)

5.    Enter the date of the month the student will be billed.

6.    From the series product pop-down list (see Adding New Products if the desired series is not on the pop-down list), select the product related to the invoice (i.e., "monthly recurring unlimited.")

7.    Enter Credit Card info for automatic processing.  This will be helpful for your records. 

Set Up With Payment Gateway

1.  At the bottom of the Student record in Dharma Tribe, under the Monthly EFT tab, click the "set up with gateway" button.  This will take you to your gateway's login window.

2.  Under the Recurring Billing tab, click the "add customer" button and fill in the customer's information.  This screen will look different depending upon which gateway you use.  If you use Global Transport, there is no longer a "recurring billing tab."  Instead, you will go under the Customer Database tab.  You will still click "add customer" and begin filling in information for the customer. 

3.  Follow the prompts.  Once you enter the customer's billing address, etc., you will reach a screen like this:

4.  Click on "Add Credit Card" and enter the customer's card information. 

5.  Click on "Add Contract" to create the customer's contract.  This will determine when the gateway charges your customer's card, the amount, and the term of the contract. 

6.  Once you have entered your monthly recurring customers into your gateway account, the monthly billing for each customer will occur automatically.  You can arrange it so you will receive e-mails notifying you of these transactions. 

Run Your Recurring Billing Within Dharma Tribe

1.  This step generates the invoices for your customers' monthly transactions.  This is essential for two reasons:  it will help you maintain the proper accounting records, and it will generate and issue class credits to your students.  This step does not charge the students again. 

2.  For each day that you have monthly recurring billing you must click on the "run monthly recurring billing" button. You can access this from your Home page, from the Monthly EFT tab at the bottom of any student record, or from the Daily Summary page.  A menu will pop-up, prompting you to enter the date.  The date is set to default for the current date.  When you click "OK," Dharma Tribe automatically generates the monthly recurring invoices for each monthly recurring customer for that day.

3.  Once the daily recurring invoice for a particular customer is open, you can fill in the amount and the card type on the Pay Detail tab to indicate that the invoice has been paid.  One thing you might wish to do:  copy and paste the "Auth Code" and "PN Ref" numbers from your confirmation e-mail (or from your gateway's transaction report) and drop them into the appropriate boxes within the invoice.  This will help you verify the payment and will make it easier if you need to issue a refund for any reason. 

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