Configuring Stripe Payments in Elite ACH (US ONLY)

The article shows how to add Stripe as the ACH processor in Elite using Admin Configuration → Global Setup and the Payment Processor Wizard for every store. It walks through finishing Stripe account registration and confirming each store lists Stripe as its ACH merchant. It explains the Consumer Portal and GADMIN settings that determine which customers can pay by ACH. Finally, it notes that ACH refunds are done in Stripe and must be recorded in Elite with a disbursement to keep accounts balanced.

Topics included in this article

• Launch Admin Configuration from Elite

• Payment Processor Wizard

• Store Configurations

• Allow unverified Bank Transactions using Routing and Account Numbers

• Consumer Portal Customer ACH Configurations

• Handling ACH Refunds with Stripe

Launch Admin Configuration from Elite

1. Chose the Gear Icon.
   
   
   
2. Select App Configurations.
   
3.  Select System Configurations. 
   
   
   
4. Select Parameters.
   
   
   
5. Choose the Drawer tab and then select Global Setup.
   

Payment Processors Wizard

The steps below will show you how to configure and add a Merchant (Processor Account). The steps below start after you have opened the Global Setup menu (shown in the steps above).

ℹ️IMPORTANT: If a Cayan Payment Processor is configured → then add a new Payment Processor.  

1. After selecting Global Setup, this window will appear. Begin by selecting the Store Configuration tab.
   
   

   
   
2. Select Add Merchant to add a Payment Processor option. Please note that Merchant is another word for the Processor Account in this context.  
   
   
   
3. Select the store or location where you want to add the Stripe account from the dropdown menu. Click Next.
    ℹ️IMPORTANT: EACH LOCATION WILL NEED ITS OWN ACH CONFIGURATION AND SETUP. 
   
   
   
4. Select Stripe from the dropdown menu as the merchant you would like to add. Click Next.
   
   
   

5. Once you select Stripe, you must configure the following Merchant settings. After you configure the following settings, click Next.
   

   • Change the Name to something identifiable (e.g., “Stripe - Dallas Location”). Remember that each location will need its own ACH configuration and setup.

   • Set the Currency.

   • Select which “Use case” this merchant will be used for. You can select either ONE of the following or ALL of the options below. 

     • If the merchant will be used by the RMS in store and/or by a physical terminal. Check “In store Credit Card Merchant.”

     • If the merchant will be used by Store front, EPay, Consumer Portal, or Quicklink for credit card payments. Check “Online Credit Card Merchant”.

     • If the merchant will be used by Store front, EPay, Consumer Portal, or Quicklink for ACH payments. Check  “Online ACH Merchant”.
       
       

   • ℹ️IMPORTANT: If a merchant was already assigned as an Online ACH Merchant, you will see the pop-up below. Click Yes. If you do not see this option, proceed to the following step.
     
     
     
6. Now you will see a summary page with the changes about to made. Review to make sure everything looks correct, then click Save.
   
   
   

ℹ️IMPORTANT: The Point of Rental user must complete the following steps (7-9).

7. Register to the Stripe account by clicking Finish Stripe Registration.
   
   
   
8.  Follow the instructions in the Stripe portal. You will need to enter their associated email address and log in with their password.  
   
   
   
9. If you have an existing Stripe account, select the saved credentials here. If not, you will need to create a new one. 
   
   
   

Store Configurations

The process shown here is to confirm that the merchant (processor) was properly added to the desired store.

1.  In the main Global Setup screen under the Store Configuration tab, click the Gear icon next to the store where you just set up the payment processor (as shown below).
   
   
   
2. Confirm that the merchant you just added is selected as the store’s ACH merchant. (It should be there since it was selected as the “Use case” in Step 5 of the Payment Processors wizard.) 
   Please note that since ACH payment can only be made through Stripe, you will always see it in the same location. Credit Card payments can be made through Cayan or Stripe. 
   
   
   

Allow Unverified Bank Transactions Using Routing and Account Numbers

Please check this box if you want your customer to simply process transactions using their routing and account numbers. This is just like taking a paper check, the account and funds are NOT verified at the time of the transaction so a ACH while approved can still bounce just like a check.

3. Done for this store! 😀 Remember to complete the Payment Processor Wizard and Store Configuration process for each location!

Consumer Portal Customer ACH Configuration

The information below shows specific Consumer Portal customer ACH configuration options.

ACH Setting for ECommerce

These settings control the customers who can access ACH as an option when making a payment through the consumer portal. This is set on a company basis. Users can restrict/allow based on Account versus Non-Account status; in Elite, Non-Account status includes Cash, Cash Only, Lead, and Prospect customers. The default is to have both options turned off/unchecked, as shown below.

• The setting shown below is found by selecting the Gear Icon in the top right of Elite and search “ach” in the search bar. This setting will pop up as shown below.
  
  
  

Account vs Non-Account Setting in the Customer Record

The screenshot below shows the status field on the customer record. As mentioned above, this can be used to restrict or allow customers to access ACH payments. You can access/modify this field by going to File Maintenance → Customer File. 

GADMIN

Payments in the Consumer Portal and Quicklink are only exposed if GPI Acquiring CC Processing is Checked. Most customers will have all Acquiring boxes checked if they are listed as acquiring in the Salesforce record on the header : 

Handling ACH Refunds with Stripe

ACH transactions processed through Stripe on the Consumer Portal in Point of Rental (POR) Elite cannot be directly refunded within POR. Refunds for ACH payments must be processed through the Stripe dashboard. This requires a specific workflow to ensure accurate record-keeping in both Stripe and POR, as well as proper integration with accounting systems like QuickBooks.

Procedure

1. Refund via Stripe: Initiate the ACH refund directly within the Stripe dashboard. Refer to the Stripe documentation for instructions on processing ACH refunds: https://support.stripe.com/questions/refunds-for-ach-direct-debit-payments
2. Record Disbursement in POR Elite: Since the transaction is refunded outside of POR Elite, you will need to record this as a disbursement.
3. Create Disbursement Item: Create a new disbursement item in POR Elite. You can find instructions on creating a disbursement item here: https://por.my.site.com/uLearn/s/article/Creating-a-New-Disbursement-Item-1522747197?language=en_US
4. Accounting Considerations:
   • Use the disbursement item to record the refund in POR Elite.
   • For consistency, assign the same GL account to the disbursement item as the credit card GL account.
   • The transaction in POR Elite will be handled similarly to a bad check. You will use the disbursement to both pay and refund the transaction.
   • In Elite, the transaction will be "unpaid," and a journal entry will be made to the bank to reverse the previously recorded deposit.
5. Integration with QuickBooks: Ensure your accounting team is aware of this process to reconcile transactions between Stripe, POR Elite, and QuickBooks properly. They will need to track the external Stripe refund and the corresponding disbursement in POR Elite.