My Subscriptions
In order to access and enter transactions in an organisation beyond the Free Trial period, you will need to enable billing for the organisation. This activity is carried out individually for each organisation. Once you have enabled billing and provided valid payment card details (only required for the first organisation enabled), your subscription for the organisation will be valid and a monthly charge applied to your card. This monthly charge will continue until such time as you disable the billing for that organisation.
To check which organisations you will be paying subscription fees for, navigate to the Settings tab and then click on the My Subscriptions tab
- Trading Name: The Trading Name as per the organisation's settings.
- Start Date: The start date of the subscription, and when the first payment will be (or has been) charged.
- Interval: The billing interval for charging the payment card entered.
- Next Billing: The next date the payment card will be charged for this organisation.
- Amount: The amount that will be charged to the card on the next billing date.
- Status: The current status of the subscription, either 'Active' or 'Disabled'.
In order to check or change the details of the card being charged, click on the Update Card Details link.
NOTE
The subscription schedule only applies to the logged on user . It is possible that someone else is responsible for the subscription of an organisation you have access to. This is evident by checking the billing contact in the Billing Details field of the Organisations tab. For more information see enable billing.
All subscription fees paid by a single user, regardless of the number of organisations included, will be charged to the same payment card.
The payment card will be charged separately for each organisation listed in the subscription schedule.
AccountsPortal will send out one invoice per organisation that has been enabled for billing.
Enable and Disable Billing
In order to ensure ongoing access to each of your organisations, its is necessary to enable the billing. After billing has been enabled for an organisation, that organisation will be added to the subscription schedule in My Subscriptions.
The first time you enable billing for an organisation, you will be asked to enter payment card details, and for each subsequent organisation you enable the same card details will be used. You can update your card details at any time.
To enable billing, navigate to Settings tab, and then click the Organisations tab. This will list all the organisations that you have access to (for more information on organisations, click here).
- Billing Details: This field contains the current billing status of the organisation.
- Billing Action: The only two options available are Enable Billing or Disable Billing.
ENABLE BILLING
Any user can enable billing for an organisation that they have access to. This will add the organisation to your subscription schedule in My Subscriptions.
Click on Enable billing in the Billing Action field.
The Billing Details are transferred from the organisation. They are for viewing only to ensure you selected the correct organisation.
If you are taking advantage of a promotion being run by AccountsPortal, enter the code in the space provided and click the Apply button. Otherwise, this field can be left blank.
Click on Step 2 to enter your payment card details. You will only be asked for these when you enable the billing for your first organisation. If you have previously entered card details, you will only need to agree to the T&C's to proceed.
Enter details for all the fields marked with * (if you select Maestro/Switch/Solo as Card Type, you may have to enter an Issue number if your card has one).
You will also need to agree to the AccountsPortal T&C's before saving the settings.
All card details are processed by Optimal Payments and AccountsPortal does not save these at any time.
Click Save to complete the billing activation for the organisation. If all your card details are correct, then you will receive confirmation that your records have been successfully updated.
The organisation will now be listed in the subscription schedule in My Subscriptions.
DISABLE BILLING
Disabling billing is restricted to the user that initially enabled the billing for an organisation. This action will set the organisation to disabled in your subscription schedule in My Subscriptions.
Click on Disable billing in the Billing Action field.
Read the warning carefully before clicking OK. Ensure that you have selected the correct organisation to disable billing. Once you have disabled the billing you will no longer be able to access the organisation's information.
NOTE
You will only be able to access organisations that have a green tick associated with their billing status.
Organisations that have been disabled for billing may be permanently removed from our database in line with our T&C's.
To re-enable billing for an organisation which has a status of 'Billing disabled by Joe Bloggs', you will need to raise a support ticket.
Update Card Details
You can update your card details at any time. You may want to do this, for example, if your card is nearing its expiry date.
Navigate to the Settings tab and then click on the My Subscriptions tab
Click on the Update Card Details link.
All card details are processed by Optimal Payments and AccountsPortal does not save these at any time.
For security reasons, if you are changing any details, you will need to re-enter the Card number and Expiry date (and Issue number if applicable).
Click Save to update the changes you have made.
Please read My Subscriptions and Enable and Disable Billing for more information.