> For the complete documentation index, see [llms.txt](https://docs.navigaglobal.com/naviga-subscribe/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.navigaglobal.com/naviga-subscribe/csr-user-guide/csr-introduction/ncs-only/update-billing-and-delivery-addresses.md). # Billing and payment management This guide explores the payment and billing management functionality of the SubCon Admin Portal. It describes and provides instructions for each feature of the **payment/billing** tab. You can: * view a subscription's billing status, saved payment methods, and transactions * make payments and update payment methods * opt subscriptions into automatic renewal (auto-renew) * switch auto-renew subscriptions back into invoices * opt subscriptions into/out of an electronic bill (eBill) **Tip**: To quickly show an accounts current balance, select the show balance button in the upper right corner. If the displayed number is negative, the account is past due. ## Navigation To view the **payment/billing** tab, perform a [subscription search](/naviga-subscribe/csr-user-guide/csr-introduction/subscription-search.md), and then select the **payment/billing** tab. ![](/files/-MOrUIt77zgCXepLU_E2) ## Grids ### Status Details The **status details** section of this tab displays information about a subscription's status. These values are processed in real-time. The source column indicates which database the values come from, either Subscribe or Circulation. | Term or phrase | Description | Source | | ---------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------- | | Auto-renew | Indicates whether the subscription is enrolled in automatic payment renewal. Values can be either `Yes` or `No`. | Subscribe | | Payment method type | The payment method used for the last transaction (e.g. `CreditCard` or `BankDraft`) **Note**: this field applies to subscriptions that are not currently enrolled in auto-renew. | Circulation | | Current payment method | The last four digits of the payment's account number. **Note**: will only display if subscription is enrolled in auto-renew. | Circulation | | Expiration date | The date at which the subscription expires (`MM-DD-YYYY`). **Note**: For NCS Circ clients, the expiry date and paid thru date are same. | Subscribe | | eBill | Indicates whether the subscription is enrolled in an electronic/paperless billing system. If so, the email address that is invoiced will display here. | Subscribe | ### Saved Payment Methods The **saved payment methods** grid displays a subscription's saved payment methods. The values come in real-time from the circulation system. | Term or phrase | Description | | ------------------- | ------------------------------------------------------------------------------- | | Payment method type | Indicates the type of saved payment method (e.g., `CreditCard` or `BankDraft`). | | Account number | Either the masked credit card or bank account number. | ### Subscription Financial Transactions The **subscription financial transactions** grid displays a subscription's transaction history. Use the drop-down menu to apply length filters. Select the icon in the details column to view detailed transaction information. The values come in real-time from the circulation system. ### **Transaction Terms** | Term or phrase | Description | | ---------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | Amount | The total amount of the transaction. | | Transaction type | Indicates whether the transaction is auto-renew (`AutoPay`), a one-time payment (`Payment`), or a declined payment (`PymtDecline`). | | Payment method | Indicates whether the payment method was `Bank Account`, `Credit Card`, `Check` or `Cash`. | | Status | Indicates whether the payment was completed (`Captured`) or declined (`Declined`). | | Add date | The date the transaction was made. | | Details | Select this icon to view detailed transaction information. | **Detailed Transaction Information** To view these details, select the icon in the details column. **Important**: The payment amount includes any adjustments, coupons or discounts. The values come in real-time from the circulation system. | Term | Description | | ----------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Transaction ID | Transaction's identification number | | Payment amount | Cost of the subscription before tax and tip. | | Tax amount | The tax of the subscription. | | Tip | Optional tip added on top of the subscription. | | Adjustment amount | A credit or debit made to the account’s balance but unrelated to the subscription cost (e.g. an activation fee). There can be multiple fees. Only the total displays. **Note**: This value will only be included in the total amount *if* cash flag = `Yes` in the circulation system. | | Coupon amount | A percent or flat amount reduction off the price of a subscription indicated by a detachable voucher. **Note**: This value is *not* included in the total amount. | | Discount | The difference in price from the immediately previous transaction. | | Bank name | The name of the subscriber's bank. Note: This field only appears if payment method is `Check` or `Bank`. | | Check number | The check number of the particular payment. Note: This field only appears if payment method is `Check`. | | Bank number | The bank number of the particular payment. Note: This field only appears if payment method is `Bank`. | ## Payments ### **Make a payment** You can make one-time payments only on subscriptions not currently enrolled in auto-renew. View this [workflow](/naviga-subscribe/additional-resources/workflows/make-a-payment-workflow.md) for a visual representation. For security reasons, a CSR Rep can only make one payment every 24 hours. To make a payment: 1. Select the **make a payment** button. 2. Choose a payment term and rate. 3. Confirm whether the subscriber wishes to add a tip. 4. Confirm whether the subscriber wishes to enroll in auto-renew. If so, check the **auto-renew** box. 5. Confirm the disclaimer text to the subscriber and select a payment method. 6. Enter the payment information details and select **Submit**. The request is processed in real-time with the payment provider and NCS Circulation system. \ **Note**: The activation fee is a flat fee applicable to subscriptions not currently enrolled in auto-renew. The fee amount is configurable in the Subscribe and Circulation databases. ## Auto-renew View this [workflow](/naviga-subscribe/additional-resources/workflows/auto-renew-workflows.md) for a visual representation. ### **Opt into auto-renew** For security reasons, a CSR Rep cannot opt a subscription into auto-renew if a payment has been made in the last 24 hours. To opt a subscription into auto-renew: 1. Select the **auto-renew sign up** button. The sign up form appears. 2. Confirm a payment term with subscriber. `Term` is the number of weeks per billing cycle. `Total payment` is the amount due today. 3. Confirm the disclaimer text to the subscriber and select **pay with credit card**. 4. Enter the credit card details and select **submit**. The request is processed in real-time with the circulation system. The new payment method will appear in the saved payment methods grid after selecting the refresh button. ### **Update a payment method** A CSR can update the payment method of the subscription that's on auto renew. This feature allows you to update a payment method (e.g. switching credit cards) or change a payment method (e.g. switch from a credit card to a bank account). To update or change a payment method: 1. Select the **update payment method** button. The feature appears. 2. Confirm the disclaimer text with the subscriber. 3. Determine if the subscriber will update or change their payment method. If only updating, select the **continue with…** button. If changing, select the **switch to…** button. 4. Fill in the new payment’s information. 5. Select either **submit** or **save**, depending on which option the subscriber chose. The updated payment information is processed in real-time with the circulation system. The new payment method will display in the payment method grid on the next published day. ### **Switch to invoice** To switch to invoices: 1. Select the **switch to invoice** button. 2. Confirm the disclaimer text with the subscriber. 3. Select **submit**. The updated information is processed in real-time with the circulation system. ## eBill View this [workflow](/naviga-subscribe/additional-resources/workflows/ncs-diagrams/ebill-workflows.md) for a visual representation. ### **Opt into an eBill** You can opt subscriptions into an eBill only if they are not enrolled in auto-renew. To opt a subscription into an eBill: 1. Select the **eBill sign up** button. The sign up form appears. 2. Verify the email address. If a subscription email is recorded, that will automatically populate here. 3. Confirm the disclaimer text to the subscriber and select **submit**. This request is processed in real-time with the circulation system. The new email address will populate in the eBill field under Status Details. ### **Update an eBill email address** Once a subscription has opted into an eBill, the corresponding email address can be updated in the **status details** section. Select the pencil icon the eBill row and enter a new email address. Any change will occur in the Circulation system in real-time. ### **Opt out of an eBill** To opt a subscription out of an eBill: 1. Select the **cancel eBill** button. 2. Confirm your decision and select **OK**. This request is processed in real-time with the circulation system. The email address will be removed from the eBill field under **Status Details**. {% hint style="info" %} The information displayed in this tab returns in real-time from our circulation databases. You must have NCS Circ `2018.5` or greater for current integration. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. 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