- How does the Online Registration Process work for people paying by Credit Card?
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The online registration process starts by collecting information about the child. Once this information is collected the parent has to agree to the code of conduct. Once this step is completed then they are given a choice of how they would like to pay.
When the user selects Credit Card payment option several things happen:
- They are sent an e-mail saying that their information has been received but that the registration is not complete until the payment is processed. This e-mail contains the collected information and the transaction number.
- The "Transaction Record" associated with this registration is marked with a status of "In process".
- The user is sent to the gateway provider's secure web site to perform the actual credit card transaction.
Assume that the credit card transaction is successful. In this case the gateway site sends a message back to the EVAA web site saying the transaction is complete. The EVAA web site then marks the Transaction Record with a status of "Completed". The gateway web site sends the user an e-mail conformation of payment. In addition, within 24 hours the EVAA web site also sends a confirmation e-mail.
What happens if the user does not complete the credit card transaction? In that case the Transaction Record retains the "In process" status. Within 14 days, the web site will send the user an e-mail saying that payment is due and how to pay it. These messages will continue every 14 days.
When the credit card processors deposit the funds into the EVAA accounts, the treasurer is able to run a report that breaks the deposit down by program. He can then credit each program for their share of the deposit, minus the gateway processing fees.
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- How does the Online Registration Process work for people paying by check?
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The online registration process starts by collecting information about the child. Once this information is collected the parent has to agree to the code of conduct. Once this step is completed then they are given a choice of how they would like to pay.
When the user selects check payment option several things happen:
- They are sent an e-mail saying that their information has been received but that the registration is not complete until the payment is processed. This e-mail contains the collected information and the transaction number. It also contains instructions about how to make the check payment.
- The "Transaction Record" associated with this registration is marked with a status of "In process".
The instructions direct the user to send their checks to the P.O. Box. Rae Lynn collects the checks. Using a web utility she is able to update the Transaction Records with a "Completed" status plus save the check number and date received. She also prepares the deposit slip, completes an online deposit request for the Treasurer and deposits the checks.
When the treasurer receives the deposit requests he is able to credit the program.
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- How does the program get their money?
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All the money is routed through the Treasurer. He will credit the individual programs as money is deposited into the EVAA accounts. Programs will receive statements at the monthly meetings.
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- How does a program see who has paid and who hasn't?
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A program always has read access to the RegistrationData.txt file and the Transactions.txt file.
The Transactions.txt file contains a Transaction Record for each registraion. The record contains:
- Transaction Number - This number matches the record in the RegistrationData.txt file and is used throughout the process to identify specific registrations.
- Date and Time - This is the date and time when the Transaction Record was last updated.
- Amount - Amount due/paid.
- Participant Name - Name of child.
- Description - Usually the name and how they will pay.
- Payment Method - Check or CreditCard
- Status - The transaction status.
To view this file go to your program (Baseball -> Inhouse), then click
Utilities -> File Utilities -> Download Utility
On this page locate the "Registration" directory and in the list you should see a link for a file called "Transactions.txt". Note that programs that have multiple registration options will have files with different names, usually preceded by characters that distingish the files. To view the file on a web page just click the link. A better way to view the file is to right click the link and then Save the file to your PC. That file may then loaded into a program like Excel or Access. (It is a tab-delimited file for those that care.)
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- How does a program download the registration information?
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To view this file go to your program (Baseball -> Inhouse), then click
Utilities -> File Utilities -> Download Utility
On this page locate the "Registration" directory and in the list you should see a link for a file called "RegistrationData.txt". Note that programs that have multiple registration options will have files with different names, usually preceded by characters that distingish the files. To view the file on a web page just click the link. A better way to view the file is to right click the link and then Save the file to your PC. That file may then loaded into a program like Excel or Access. (It is a tab-delimited file for those that care.)
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