Check Amounts Report

Introduction

CCBill calculates merchant and affiliate earnings every week and schedules payouts based on account settings. By accessing the Check Amounts report, merchants can find out how much they have earned and when their payout is scheduled.

The Check Amounts report provides detailed information about:

Find out how to use the Check Amounts report and why it is an indispensable tool for managing your cash flow.

Check Amounts Report - Merchants

To display the Check Amounts report:

1. Access the Admin Portal.

2. Select subaccount 0000 from the dropdown menu. By default, payouts are sent using payment information for subaccount 0000.

Select subaccount 0000 in CCBill Admin.

Merchants with additional payees and split payouts can use the dropdown field to select and review the Check Amounts report for a specific subaccount. This is explained in more detail in the Account Splits section.

3. Expand the Reports menu.

4. Select Check Amounts.

5. Click Open Report.

Open Check Amounts report.

6. Use the From week starting on and To week starting on fields to select the payout period data range. The dates do not represent payout dates but the billing period during which the funds were generated.

Select date range for Check Amounts report.

Merchants can select one or multiple pay periods that go back indefinitely to get an overview and analyze trends.

7. Apply Changes after setting the date range. The Total amount, Processing fees, Affiliate processing, Reconcile, and Check Amount columns show the total amounts for the selected billing period range.

8. Click Billing Period in the Breakdown by column to view payouts per pay period.

Break down Check Amounts report by billing date.

The Billing Period breakdown consists of nine columns.

Billing date breakdown for Check Amounts report.

Billing Period Start/End

The billing week during which the funds were generated. A billing period starts on Sunday and ends on Saturday (Mountain Standard Time).

Check Date

The Check Date represents the date when CCBill sent an international transfer, ACH payment, or check. Payouts occur 9 days after the billing period ends. In the event of a U.S. bank holiday, funds are sent the next business day. However, the report will still reflect Monday’s date.

CCBill allows merchants to define longer payout periods. For example, merchants can ask to be paid out every 2 or 4 weeks or only when the account accumulates a certain total amount (Break Amount). The Check Amounts report displays every billing week regardless of the payout setting.

Total Amount

The Total Amount is the gross amount before Processing fees and Affiliate payouts are deducted. Clicking an amount within the column displays the income breakdown for the selected billing period.

The total amount breakdown in Check Amounts report.

This option enables merchants to receive an overview of split payments, total refunds, and chargebacks.

Processing Fee

The Processing fee column shows the total of CCBill processing fees for each billing period.

Processing fee breakdown in Check Amounts report.

Clicking a specific amount in the Processing fee column provides a breakdown of CCBill fees, Holdbacks taken, the cost of sending a payment (if a payment is sent), and Holdback returns.

A list of fees, splits, and holdbacks from the Check Amounts report.

Affiliate Processing

The Partner processing breakdown shows the total amount paid to affiliates and partners as well as income from partners.

Amount paid out to partners for the billing period.

Reconcile

The reconcile amount is not a part of the funds generated during a billing period. A positive or negative reconcile is an accounting process that adds or subtracts funds from your account.

For example, a positive reconcile occurs when a payout is returned due to incorrect payment information. The funds are reconciled (rolled over) by adding the exact amount as a positive amount to next week’s Check amount.

An example of a negative reconcile is the deduction of Visa and Mastercard processing fees.

Clicking the amount in the Reconcile column gives merchants more details about the reconcile and displays the Reconcile Reason.

Example of VISA registration fee reconcile.

Reconciles are common when a break amount was not reached or if the account is on hold. The funds are rolled over each week until enough has been accumulated to initiate a payout.

Check Amount

The Check amount column shows the exact amount of the sent check or wire transfer. The amounts are always in US dollars and do not reflect or take into account conversion to other currencies.

Download Email The Download column contains links titled email. The link allows merchants to download or view in a browser the complete breakdown of funds generated and the origin of those funds in a browser. This report is ideal for record-keeping if you need a comprehensive record for a specific billing period.

Download CCBill Check Amounts report.

Retrieving individual reports for each billing period is inefficient. Merchants can download reports that span multiple billing periods using the following steps:

1. Expand the Report menu.

2. Select Account Overview.

3. Click Open Report.

Account overview report in the CCBill Admin.

4. Select Email Download from the dropdown menu.

Email download the Check Amounts report.

5. Set a date range and click Apply Changes.

6. The system prompts you to download the report or open the consolidated HTML document in a browser.

Download Check Amounts report in the CCBill Admin.

If you have any issues or concerns with the report, please contact CCBill Merchant Support for assistance with payout information.

Account Splits

Merchants can split part of their earnings from one or more subaccounts and instruct CCBill to transfer these funds to a third-party entity, for example, a business partner.

Account splits are introduced on the subaccount level. Merchants can access the Check Amounts report for a specific subaccount and find out how much they earned and how much is paid out to their partners.

To set up an account split, the merchant needs to send an Account Split Request that specifies the subaccount number, the percentage of the subaccount’s earnings they want to split, and the recipient’s payout information.

To access the Check Amounts report for a specific subaccount:

1. Access the Admin Portal.

2. Select the subaccount from the dropdown menu. In this example, the subaccount number is 0001.

Check Amounts report for split payments.

3. Open the Reports menu.

4. Select Check Amounts.

5. Click Open Report

Open Check Amounts report for specific subaccount.

6. Select the payout period data range. Remember that these are not payout dates but the billing period during which the funds were generated.

7. Click Apply Changes.

Select date range for Check Amounts report for specific subaccount.

8. Select the Billing Period option in the Breakdown by column.

Breakdown Check Amounts report based on the billing period for specific subaccount.

The report displays payouts per pay period. The columns, data layout, and functionalities of the report are the same as for the main 0000 subaccount.

Check Amounts report in the CCBill Admin for specific subaccount.

The data in the Total Amount and Download columns is especially useful for merchants with account splits.

The Total Amount column displays the gross amount before Processing fees and Affiliate payouts are deducted.

Breakdown of active splits on specific subaccount.

Click on the total amount in the Total Amount column to see a breakdown of active splits for a billing period.

Splits listed in the Total amount breakdown in the Check Amounts report.

The Download column contains an email link for each billing period. Opening the link provides a detailed report of generated funds and the origin of those funds for the selected subaccount.

Useing the email link to review splits in the Check Amounts report.

The report gives a detailed breakdown of profits, processing fees, and split payments for the selected subaccount.

Splits in the Email Download report.

Merchants can use the email link to get a detailed overview of split payments, gross and net processing fees, net profits, and holdback returns in a single report.

Check Amounts Report - Affiliates

Affiliates can use the Check Amounts report to determine the payout amount and date for a given billing period. To access the Check Amounts report for your Affiliate account:

1. Log in to the Admin Portal.

2. Open the Reports menu.

3. Select Check Amounts.

4. Click Open Report.

Open the Check Amounts report for affiliates.

5. Use the dropdown fields to select a billing period date range. The dates represent the billing period during which the funds were generated and not the date when the payout was sent.

6. Click Lookup.

Select Check Amounts report date range for affiliates.

The Check Amounts report for affiliates has five columns: Breakdown by, Subnet Amount, Reconcile Total/Reconcile Reason, Net Rollover, Net Payout/Transfer Cost/Payout Amount.

7. Click Date in the Breakdown by column to view payouts sorted by date.

Break down affiliate Check Amounts report by date.

When sorted by date, the Check Amounts report provides the following information for each billing period:

The Check Amounts report for affiliates.

When a payment is not scheduled on a specific week, the amount is reconciled (rolled over) into the following week’s payout.

Conclusion

You now know how to access, break down, and analyze the Check Amounts report.

The CCBill Admin portal has a comprehensive reporting system that contains all the necessary information a merchant or affiliate needs to run their business efficiently.

Admin Portal General Help

The CCBill Admin Portal contains all of the administrative tools for both Merchants and Affiliates. This section of the wiki discusses accessing and navigating the main features of the Admin Portal.

Log In to the Admin Portal

To log in to the Admin Portal:

  1. Browse to https://admin.ccbill.com/loginMM.cgi
  2. Choose Merchant or Affiliate from the drop-down menu.
  3. Enter your Merchant Account Number (or your Affiliate ID) in the Account field.
  4. Enter your Username.
  5. Enter your Password.
  6. Click Login.

Retrieving a Lost Username

To retrieve a lost username or password:

  1. Browse to https://admin.ccbill.com/loginMM.cgi
  2. Click the Forget your username/password?link above the Login button.
    Click to enlarge
  3. Select your user type in the I am a CCBill drop-down menu.
  4. Enter the requested information for either Option 1 or Option 2 (both fields).

    Click to enlarge
  5. Click OK.

Requested information will be emailed to the email address associated with your account.

Resetting Your Password

To reset your Admin Portal password:

  1. Browse to https://admin.ccbill.com/loginMM.cgi
  2. Click the Forget your username/password?link above the Login button.

    pw.jpg
  3. Select your user type in the I am a CCBill drop-down menu.
  4. Enter the requested information for either Option 1 or Option 2 (both fields).

    pw2.jpg
  5. Click OK.
  6. Access your email account and locate the email address sent by CCBill Merchant Support (this is typically sent immediately at step 5 above, but may take a few moments to reach you).
  7. Click the Click here to update your password link in the email.
  8. Enter a new password in the New Password and Re-Enter New Password fields.
  9. Click OK.

Merchant Dashboard Navigation

When you have successfully logged in to the Admin Portal, you'll see this screen:

This screen is known as the Merchant Dashboard. Each area numbered in the image above has a different purpose:

  1. This area displays the User Name that you are logged in under, as well as the date and time of your last successful log in.
  2. The Search area allows you to navigate between multiple account numbers and/or subaccount numbers. Numbers that you are authorized to use should be listed in the drop-down menu, choose the one that you need to access from the menu.
  3. This area displays the different avenues used to contact CCBill, whether it be to submit a bug or to start a live chat with Merchant Support.
  4. The Quicklinks section can get you to your frequently used areas without having to browse the menus.
  5. The News area of the Merchant Dashboard displays any current news from CCBill. You can view older news items by clicking the News Archive link.
  6. You can use the User Information dashboard to change your password or to access Account Change Forms.
  7. The Quick Stats report gives you a quick snapshot of how your account is doing financially.

All of these items are discussed in depth in the following sections:

Contact Menu

The Contact Menu is located at the top-right of any Admin Portal screen, including the login screen.

The following is a description of all Contact Menu functions:

  1. Live Chat. This link opens a secure connection in a new window that allows you to speak with a member of our Merchant Support team. You will be asked to enter your Name and Account Number in the pop-up window to initiate the chat.
  2. Contact CCBill. This opens a tool-tip with the email address and phone number for Merchant Support if you wish to contact them via one of those methods. Click the X to close the tool-tip.
  3. Report a Bug. If you have run into a problem in the Admin Portal or with any CCBill service or function or you have a feature you would like to request, or you can use this link to submit that information to us so that our developers can work on it for you.
  4. Log Out. Clicking the Log Out link will end your session and log you out of the Admin Portal. You will be returned to the Log In screen.
  5. Help. Clicking the Help link will take you to the Help Files for the Admin Portal. This opens in a separate window.
    Note: You may be asked if you want to view only the data sent via a secure connection. This message occurs because while our Admin Portal is on a secured server (https://), our help is not (http://). Please say "No" to this message to be able to view the help content.
  6. Bug Fixes. The Bug Fixes link allows you to view a list of bugs that you have submitted and see any notes from CCBill that may exist and/or the resolution for your reported bug. View the Bug Fixes topic for more information on this report.

Report a Bug

If you wish to report a bug or submit a feature request to the CCBill developers, follow these steps:

  1. From the Contact Menu, click Report a Bug.
  2. Choose the appropriate bug type from the Category drop-down menu.
  3. If the bug is an emergency, click the box next to Urgent.
  4. In the Notes field enter as much information about the bug/feature request as you can.
    For example: If submitting a bug be sure to detail which screen you were on, what you clicked on just before the error occurred, what account number/subaccount number you were using, the exact text of the error message (if possible), what Internet Browser and version you were using, what operating system you use, and any other pertinent details. The more information you provide the easier it will be for our developers to reproduce the issue.
  5. Click Submit Bug to send the bug to our development queue.

Bug Fixes

The Bug Fixes report allows you to view a list of bugs, reported by you, and view their status.

From the Contact Menu, click Bug Fixes. The report is run automatically; no date ranges or other criteria need to be entered.

The report looks like this:

  1. Use the arrow buttons to move backwards and forwards through the pages in the report. The report defaults to 25 items per page, though you can change that setting by choosing a different number in the Items Per Page drop-down menu at the lower-right side of your screen.
  2. The Date column shows the date and time that you submitted the bug.
  3. Note. This is the text that you entered in the bug when you submitted it.
  4. The Status column tells you if the bug has been reviewed, approved, rejected, completed, etc.
  5. The Response Date column tells you the date and time the bug was closed or completed.

Live Chat

To speak with a Merchant Support representative via instant messaging at any time, click the Merchant Chat link at the top of each page in the admin and a representative will be with you shortly.

Search Menu

The Account Menu is used to choose between your account/subaccount numbers when in the Admin Portal. To change accounts, use the drop-down menus to first choose the account number (left) and the subaccount number (right). The screen will automatically refresh with the newly selected information.

Install Tools

Test Install is used to test the installation that was performed with the files downloaded from the Build Install area. The test runs some checks and determines a success or error response.

The results of the Manual Add test, showing Successful, Failed, and Codes are displayed on the right of the page.

Refer to the following for a list of the codes and their meanings:

CodeMeaning
000Generic failure accessing password media
001Returned on add
010Returned on remove or update
011Unable to open, create, write directory
100Private key incorrect
101Catch-all error code for an abnormal problem
110Post made from IP out of range
111Success

After the test is complete, you should always remove the user that was added by the test. Click the Remove Username button to manually remove the user.

The Quicklinks function has been updated to make it easier to use in the Admin Portal. Additionally, there is no longer a limit on how many items you can store in your Quicklinks. The Quicklinks menu is used to add or remove pages to/from the Quicklinks menu and navigate to a page in the Admin Portal that was previously added to Quicklinks.

To add a new page to the Quicklinks menu:

  1. Navigate to a page in the Admin Portal that you want to add to Quicklinks.
  2. Click the Quicklinks button (labeled 1 above).
  3. Click Add page to Quicklinks.

To remove a link from the Quicklinks menu:

1. Navigate to a page in the Admin Portal that you want to add to Quicklinks.

2. Click the Quicklinks button (labeled 1 above).

3. Click View/Manage Quicklinks.

image114.gif

4. Click to select the link you want to remove from the Quicklinks menu.

5. Click Remove.

To navigate to a link in your Quicklinks menu:

  1. In the Quicklinks area, click the drop-down menu that says Quicklinks...
  2. Click to select the Admin Portal area you want to jump to.

News Archives

From the News area, click the News Archives link to view past news posts.

To List News:

  1. Select a date range using the Date Lookup pane.
  2. Select one or more Areas (such as All, Home, Reports, Tools, or Affiliates)
  3. Select one or more Types:
    • All. Review all system news.
    • Alert. Review news items that are advisory in nature.
    • System. Review news items pertaining to the Admin System.
    • Webmaster. Review news items written for merchants.
  4. Click List News to display the News report and review the selected news information.

User Information

The User Information area allows you to change your password or jump to the Account Change Forms site.

To change your password:

  1. Under User Information on the right side of the screen, click Change Password.
  2. Enter your Current Password in the first field.
  3. Enter the new password you wish to use in both the New Password and Re-Enter New Password fields.
  4. Click OK.

The Account Change Form link will take you to the Account Change Forms section of the Merchant Support site. A list of all available Account Change Forms is available on this site. If a form is listed on the site but the link does not work you will need to contact merchant support to obtain a copy of that form.

Mega Menus

A Mega Menu is a large and fully detailed menu that displays all associated sub-links without having to cascade down through categories. The menu stays active until you close it or toggle to a different menu. The switch to Mega Menus should help facilitate navigation and decrease frustration with the old-style menus.

Let's go over the components of the Mega Menu and identify the important features.

  1. This is an Active Tab. You'll notice that the menu title is surrounded by a lighter-blue tab similar to the tabs you see in filing cabinets. This shading helps you to identify the tab you are currently browsing. To open another tab you may either close the tab (number 5) or simply click a different Menu Title.
  2. This is a menu title in an inactive state, or an Inactive Tab. The shading is a darker blue color and there is no border between the inactive menu titles. All menu titles should be in this state if they are not in use. To open an Inactive Tab simply click any Menu Title.
  3. The Dashboard button can be pressed from ANY Active Tab. This button will take you back to the Dashboard in its neutral state with no menus active and the Quick Stats report displayed.
  4. The Reports drop-down is only available from some Mega Menus. The state in the image above means that there are no reports available on this tab. If reports are available, the word Reports will be black instead of blue.
  5. The red box with the white x in the middle is the close button. Clicking this button enables you to close the menu.
  6. The text indicated at number 6 is bold text with blue highlighting behind it. This indicates a Main Menu Heading. This is essentially a category within the Menu Title that helps to contain links to similar tasks, thus making them easier to locate. These are typically not links, but merely a container for similar links.
  7. The blue links are links to tasks contained in the Main Menu Headings. These are ultimately where you are trying to go in the Admin Portal.

Almost all of the Mega Menus are similar to what is described above, the exception being the Reports tab. Reports navigation has been enhanced in other ways and is further described in the Report Navigation topic.

Menu Behavior

Icon Map

This is a list of some of the many icons you will see in the Admin Portal and what they indicate.

IconIdentification
megamenu_icon_updated.jpgIdentifies a link that has updated or new tasks included
megamenu_icon_new.jpgIdentifies a link that is new to that Mega Menu
image51.gifNews, Merchant News, Affiliate News
image53.gifBrands and Services
image54.gifData Link
image56.gifSupport, Help
image57.gifMain Account, Subaccount
image60.gifPermissions
image66.gifEmail
image67.gifA Queue or List
image72.gifSearch, Look Up, Find
image76.gifTools
image77.gifDashboard
image85.gifAdmin
image86.gifAdmin Utilities
image89.gifCreate a New Subaccount
image90.gifForm Admin
image91.gifView Affiliate Details
image92.gifAffiliate Account Profile
image93.gifTraffic Director
image94.gifPrograms
image95.gifInvitation Queue
image96.gifMarketing Materials
image100.gifCreate a Test Sign Up
image101.gifActivity
image88.gifRelated Reports
image84.gifManage SAKS
image83.gifLink Merchant and Affiliate IDs
image65.gifRegional Pricing
image62.gifEvent Notification System
image63.gifVirtual Terminal, Discounts
image73.gifLink Code Wizard
image81.gifUp Sales
image82.gifCross Sales

Report Navigation

For your convenience, Mega Menus moves ALL reports onto one tab. Report links exist as well under other Mega Menus, but those are there for convenience. The Reports Mega Menu gives you access to every available report based on your permissions.

Access to every available report is based on your permissions. Reports are now navigable by TopicAlphabetically, and as Favorites.

Clicking on the Reports menu title will give you a Mega Menu that looks similar to this:

  1. The Reports Menu Title.
  2. The By Topic tab displays the Topic Grouping (4), allowing you to choose a topic and view all available reports in that group.
  3. The Alphabetical List tab displays a mock-keyboard (7, below) that allows you to select a letter and view all reports with a name that begins with that letter.
  4. The Topic Group contains topic buttons. Selecting one of these buttons will display all associated and available reports for that topic group.
  5. The Results Pane displays the results of your applied alphabetical or topic filters.
  6. The Open Report button opens the report selected in the Results Pane.
  7. The Keyboard displays when the Alphabetical List (3) is active. Selecting a letter on the keyboard will display all reports with a name that begins with that letter.

Browse Reports by Topic

To locate a report by topic:

  1. Click to select the Reports Menu Title.
  2. On the Mega Menu click to select the By Topic tab.
  3. Click the Topic Name that you wish to filter by in the Topic Group list.
  4. Click to select the report you want to view from the Results Pane.
  5. Click Open Report.

Browse Reports Alphabetically

To locate a report alphabetically:

  1. Click to select the Reports Menu Title.
  2. On the Mega Menu click to select the Alphabetical List tab.
  3. Click the letter that you wish to filter by in the keyboard list.
  4. Click to select the report you want to view from the Results Pane.
  5. Click Open Report.

Reporting System

The CCBill Admin Portal provides a robust reporting system. For ease of use, reports are listed alphabetically.

Account Overview

The Account Overview report permits account status to be quickly evaluated. In the initial report, all subaccounts are listed right below the account information.

To use the account overview report:

  1. Select all subaccounts, an individual subaccount or dates from the Selection Pane.
    Note: If an option under the Info Type is not chosen, then the default Visa Status report will be displayed.
  2. Use the Info Type drop down menu to select one of the following options:
    • Referred. Displays the credited business accounts sent to CCBill.*
    • Visa Status. Displays the standing of the Visa registration for high risk processing.*
    • Holdbacks. Displays the amount of processing fees held back for subaccounts.**
    • Email Download. Displays a report of the previously emailed check amounts. The report does not send you an email or actually download a Check file, but permits the check amount breakdown for a week to be viewed. See also QuickBooks Download below.**
    • QuickBooks Download. Download a report of the emailed CCBill check amounts in QuickBooks Format.**

*If Visa Status or Referred is selected under the Info Type heading, then a subaccount is required to be selected for the report.

**If Holdbacks, Email Download, or QuickBooks Download under the Info Type heading is selected, then a subaccount and billing date is required to be selected for the report.

Active Members

This report displays a list of active members according to the criteria specified. Using the fields provided, make the following selections:

When you have made your selections, click the Lookup button. Clicking the Reset button will reset all of the above fields to their default values.

User Management

The Active Members report allows User Management functions to be performed. In the User Management section of the page, perform one of the following actions:

Affiliate Action Log (Reports for Affiliates)

The Affiliate Action Log provides information on the total number of transactions coming from all Affiliate sales.
To Set Up the Affiliates Overall Report:

  1. Select date ranges using the Date Lookup pane.
  2. Type a Merchant Account number.
  3. Click Lookup and the Affiliate Action Log report opens in the Display area.

Affiliate Action Log Report List

Breakdown by

The Breakdown by column, on the left side of the report, determines how report will be ordered.

The Banner Statistics report displays the total clicks for each of the banners the system tracks. This permits viewing of overall clicks for ten maximum banners the Affiliate Program tracks. If the system is not utilized, no information is displayed.

To view banner statistics:

  1. Select the subaccount or all subaccounts from the Selection Pane.
  2. Click View. The Banner Statistics report opens in the Display area.

Banner Statistics List

Cancel Discounts

You can view the number of times your Cancel Discounts were offered to subscribers and whether or not they accepted or rejected the discounts.

Select all subaccounts or an individual subaccount and date range from the Selection Pane.

Click Apply Changes to display the Cancel Discounts report.

The left area of the Cancel Discounts report displays the Breakdown by column.
The blue-linked items in the Breakdown by column allow you to sort the data in several ways.

When a breakdown link is clicked, the Cancel Discounts report displays the selected breakdown data in additional columns.

Field List (Cancel Discounts Report)

Cancel Reasons

The Cancel Reasons report allows you to view data about subscription cancellations such as source, reason, region, and subscription data.

  1. Select all subaccounts or an individual subaccount and cancel date ranges from the Selection Pane. If All is chosen in the Subaccount drop-down menu, all subaccounts will be displayed.
  2. Click Apply Changes to display the Cancel Reasons report. The left area of the Cancel Reasons report displays the Breakdown by column.
  3. Click the links under the Breakdown by column to sort the data by any of the following:
    • Subaccount. The merchant subaccount number .
    • Cancel date. The subscription cancel date.
    • Reason. The reason for the subscription cancellation.
    • Source. The source of the cancel discount; for example, consumer support or online cancellation.
    • Country. The consumer's country.

When a breakdown link is clicked, the Cancel report will display the subaccount number or cancel date in an additional column. The data will be sorted accordingly. The report will display the common columns for each item like in the example below.

The report displays a list of the cancel reasons for new and rebilling transactions. The example shows only a partial listing of the cancel reasons.

The Failed Rebill and Other Cancel Reasons are excluded from the total cancellations count in the Cancel Reasons report. Refer to topic Appendix 1: Reasons for a complete list of cancel reasons and their descriptions.

Field List (Cancel Reasons Report)

The end of the report provides a sum for each column of the total counts and percentages.

Click the linked count number in the All, Domestic, or Foreign columns to open a Details report.

The Details report allows you to view the subscription cancellations for the criteria you selected in the report.

Field List (Cancel Reasons Details Report)

Cancellations

The Cancellations report shows the total number of discontinued subscriptions for a specified time period, grouped by subaccount. In this report, cancellations are returned separated by subaccount.

  1. Select all subaccounts or an individual subaccount and cancel date ranges from the Selection Pane.
  2. Click Apply Changes to display the Cancellations report.
  3. The left area of the Cancellations report displays the Breakdown by column. Click the links under the Breakdown by column to order the data by the following items:
    • Subaccount. Sort the data by the merchant subaccount number .
    • Cancel Date. Sort the data by cancel date.
      When a breakdown link is clicked, the Cancellations report shows an additional subaccount number or cancel date in the report. The data may be sorted by each breakdown item.
      The linked number under the Subscriptions column is the total count of all the cancelled subscriptions including Failed Rebill and Other.
  4. Click the linked item number under the Subscription column to open a report that lists cancelled subscribers.

The Cancellations report allows you to review specific subscription data.

Conversions

The Conversions report details the total number of sign-ups for a specified time period and the overall number of conversions that occurred for these signups.

Conversions occur when a consumer's account changes its billing status from initial to recurring, trial to rebill, rebill to second rebill, etc.

  1. Select all subaccounts or an individual subaccount and the billing dates from the Selection Pane.
  2. Under the Options heading, click the Trials only check box to review the subscription trials in the report.
  3. Click Apply Changes to display the Conversions report.

Available Columns

If Merchant Support has requested a report from the Datalink system for you, you may retrieve the report when it is ready by following these steps:

  1. From Analysis, click the Datalink Report link.
  2. Select the subaccountStart Date, and End Date (or pre-programmed date range) for your search.
  3. Choose the report Status to search for, or All to view reports in any status.
  4. Click Show Report.
  5. Select the report that you wish to download by clicking the report number in the ID column.
  6. Click the Available link (the link only appears if the report is ready for download). Your browser will prompt you to save the file.
  7. Click the appropriate option to Save the file.
  8. Browse to the directory where you want to save the file and click Save.

The file is saved to your computer in .csv format (Comma Separated Value). Once the file has been saved, you may open it in Excel, WordPad, NotePad, or import it into other programs with the appropriate mappings.

Expirations

The Expirations report lists all expired subscriptions for a specified time period. Expired subscriptions are grouped by subaccount.

  1. Select all subaccounts or an individual subaccount and an expiration date range from the Selection Pane. Enter dates beyond the current date to view future expirations.
  2. Click Apply Changes to display the Expirations report. The left area of the Expirations report displays the Breakdown by column.
  3. Click the links under the Breakdown by column to sort the data by any of the following items:
    • Subaccount. Order the data by the merchant subaccount number .
    • Expiration Date. Order the data by the subscription expiration date.
  4. When a breakdown link is clicked, the Expirations report will show the subaccount number or expiration date in the report.
    Click the linked item number under the Subaccounts column to open a Details report displaying the selected subscribers.

Use the Expirations report to review specific data about the subscriptions that have ended.

Field List (Expirations Report)

Decline Lookup

This report displays declined sign-up attempts over a specified time frame for the account.

To run the report, use any of the following fields to define search criteria:

When finished, click the Lookup button to run the report. Results will display in the report window.

You may also click the Clear button to reset all search fields.

Overriding Web Validation Declines

If you use the Web Validation Rules feature, this report will allow you to override a decline given to consumers because of your active Web Validation rules.

  1. Enter information in the search fields to help you locate the transaction and click Search.
  2. Locate the declined transaction in the search results and click the Decline ID.
  3. Click the Override the Decline button.
  4. Enter any additional notes you'd like to add to the transaction in the provided text field.
  5. Click Submit Override.

You will receive a message notifying you of the success/failure of the override process.

Declines must be overridden within 72 hours of the original transaction.

Decline Reasons

The Declines Reasons report provides the reason for the declines for a selected date range and subaccount.

  1. Select all subaccounts or an individual subaccount and decline date ranges from the Selection Pane. If All is chosen in the Subaccount drop-down menu, all subaccounts will be displayed.
  2. Click Apply Changes to display the Decline Reasons report.

The Declines Reasons report display lists the decline reasons for new and rebilling transactions. The below example displays only a partial listing of the decline reasons.

Field List (Decline Reasons Report)

The green area in the bottom part of the report provides a sum of the total counts and percentages for each column's data.

Click the linked count number under the Count heading to generate the Details report.

The Details report allows you to view the subscription declines for the criteria you selected in the report.

Field List (Decline Reasons Details Report)

Growth Rate

The Growth Rate report provides data that measures and evaluates the expansion or upsurge of the account.

Use the Selection Pane to choose the subaccount, end date, and report options.

Under the Compare heading, choose report format.

Available Options:

Choose one of the following report formats:

Click Apply Changes to display the Growth Rate report.

Field List (Growth Rate Report)

The end of the report provides a sum of the total counts and percents for each column's data.

Form Hits

The Form Hits report provides information about the number of Consumer Sign Up Form views, submits, and approvals for subaccount websites.

  1. Select all subaccounts or an individual subaccount and form hits date ranges from the Selection Pane.
  2. In the Breakdown Options heading, select additional options to be displayed in the report's Breakdown By column.
  3. Click the By Referring URL check box to display the Referring URL in the report's Breakdown By column.
  4. Click the By Affiliate check box to display the Affiliate in the report's Breakdown By column.
  5. If you have many Affiliates and/or Referring URLs, uncheck the options to speed up the report generation.
  6. Click Apply Changes to display the Form Hits report.

The Breakdown by column is located on the left area of the Form Hits report. You can choose how to itemize the report format, which determines how the report will be ordered. This allows you to drill down to the hour.

The example shows the Breakdown By column without the Referring URL and Affiliate displayed.

Note: The Referring URL and Affiliate checkboxes under the Breakdown Options heading allow to display additional categories in the Breakdown By column.

Click the links under the Breakdown by column to order the data by any of the following items:

When a breakdown link is clicked, the Form Hits report displays additional columns containing the date, subaccount number, form name, referring URL, or affiliate ID. The data may be sorted by each item. The column list is as follows:

Field List (Form Hits Report)

The end of the report provides a sum of the total counts and percents for each column's data.

Incoming Transactions

The Incoming Transaction report breaks down the incoming transactions (trials, single billings, recurring billings, rebills, and chargebacks) for the selected subaccount. Incoming transactions are generated from promotional sales that are set up by other webmasters where consumers are referred to your site.

Use the Incoming Transactions Selection Pane to select a subaccount or all subaccounts, and transaction date.

Different Payment Methods can be selected as Options before generating the report, i.e. checks, credit cards, or all.

The following Transaction Types are available, select the information to be included in the report.

Click the View Report button to display the Incoming Transactions report.

Outgoing Transactions

The Outgoing Transaction report breaks down the outgoing transactions (trials, single billings, recurring billings, rebills, and chargebacks) for selected subaccounts. Outgoing transactions are generated from promotional sales that you created; consumers are referred from your site to other webmaster's sites.

Use the Outgoing Transactions Selection Pane to choose a subaccount or all subaccounts and transaction date.

Choose the options for the Outgoing Transactions report as follows:

Click the View Report button to display the Outgoing Transactions report.

Page Views (Client Affiliate Reports)

Page Views allows you to view reports surrounding Raw Clicks and Unique Clicks in the Affiliate system.

Choose the search criteria that you wish to view and click Apply Changes.

The report generated shows the total amount of Raw Clicks and Unique Clicks.

To view the number of clicks for multiple pages for referrals, choose the Date link in the Breakdown By column. The data will be shown by how many referred consumers clicked on each of your active Page View Links.

Promo Hits

The Promo Hits report provides information for the subaccount regarding the number of times your promotional sales have been viewed or accepted by consumers and the number of approved sales that resulted from promotions.

The left area of the Promo Hits report displays the Breakdown by column.

The blue links located in the Breakdown by column allow you to sort the reported data in several ways:

When a breakdown link is clicked, the Promo Hits report displays the breakdown data in an additional column.

When you select Promotion under the Breakdown By column, the Promotion CCBill merchant main account/subaccount and the Promotion Subscription columns will be listed in the report.

Field List (Promo Hits Report)

The end of the report provides a sum of the total counts and percents for each column's data.

Referred Affiliates

The Referred Affiliates report allows you to pull up information about the Referring Affiliates, for the last seven days. The report will allow you to look at all the Affiliates for the subaccount's Affiliate Program. You can analyze how they are being paid out and determine which ones may receive percentages based on the subaccount site's referred business.

The Referred Affiliates represent those who have signed up to the subaccount's Affiliate Program directly on the subaccount's Web site. The Referring Affiliates represent those who have signed up to the subaccount's Affiliate Program when directed from an Affiliate's Web site.

1. Select all subaccounts or an individual subaccount from the Selection Pane.

2. Click the View button to display the Referred Affiliates report.

3. The left area of the Referred Affiliates report displays the Breakdown by column.

4. Click the Referring Affiliate link under the Breakdown by column to order the data by the Affiliate ID. This allows you to break down the data.

Field List (Referred Affiliates Report)

The end of the report provides a sum of the total amounts and counts for each column's data.

Referring URL

The Referring URL report displays the web locations where referrals originated and a count of transactions from the URL. This report also displays the Affiliate who received credit for the referral. The Referring URL is the location that sent the hit to the page.

To run the report:

  1. Choose the Date Range for the report:
    • The first radio button allows you to use a calendar to manually select the dates for your search.
    • The second radio button allows you to choose a pre-created date range from the drop-down menu.
  2. Select the checkboxes next to the columns you wish to have displayed from Show/Hide Columns.
  3. Click Search.

Available Columns:

The end of the report provides a sum of the total sign-ups for the Count column.

Returns

This report lists returned transactions. In the left pane, use the following selection criteria:

Click the Submit button to run the report. Results will display in the report window.

Sales Per Click - Legacy (Reports For Affiliates)

The Sales Per Click report allows you to take a look at data pertaining to all the Affiliate's total sales and clicks. This report breaks down the transactions for the Account.

The report will display the common columns shown in the example below:

The green area in the bottom part of the Sales Per Click report provides a sum of the total counts for each column's data.

Note that if you make an affiliate link code that includes one subaccount’s number, but a sale is made on another subaccount, the clicks and the sale will appear under different subaccounts in this report.

For example, if you make a link like this: http://refer.ccbill.com/cgi-bin/clicks.cgi?CA=900100-0001&PA=999999999&HTML=http://www.sample.abc, the clicks will be tracked for subaccount 0000, but if sample.abc is the website for subaccount 0001, the sale will be reported under 0001 and not 0000.

Telephone Billing Transactions

CCBill no longer offers Telephone Billing. If you had Telephone Billing transactions before the option was retired you may have archived information in your reports, which is why the report remains as an option.

The Telephone Billing Transactions Report permits the viewing of transaction information by subaccount number, date range, and Transaction Type.
To Produce Telephone Billing Transactions Report

This report permits the viewing of transaction information by subaccount number, date range, and Transaction Type. Use the areas in the Selection Pane to specify the search criteria for the report.

  1. The main Account number is displayed under Merchant Information.
  2. Select an individual Subaccount or All (for all subaccounts) from the drop down menu.
  3. Select date range using the Date Lookup pane.
  4. Select a Date Range to Apply from the drop down menu:
    • Transaction Date
    • Reconcile Date

  5. Select a Transaction Type from the drop down menu:
    • All – All transactions.
    • Reconciled – All reconciled transactions.
    • Not Reconciled – All not reconciled transactions.

  6. Click View Report to display the Telephone Billing Transaction Summary report.
  7. The report may now be organized by Subaccount, Date, Subscription Type , and Referrer using the Breakdown by links displayed below.

Transaction Summary Report List

Unfortunately, CCBill is provided extremely limited details from the service provider and the phone carriers as to the reasons for "Uncollectible Sales” payouts for single telephone billing transactions. However, some possibilities may include: Carrier or LEC Blacklist, Non-Participating LEC, LEC Not Paid, or Consumer Chargeback.

Test Transaction

Test transactions will appear in this report just like regular transactions do. To determine if a transaction is a test transaction or not, click the Date link in the Breakdown by column. Test transactions will have a Y in the Test column.

Transactions (Client Affiliate Reports)

The Transactions report itemizes the Affiliate transactions and breaks down the transactions for subaccounts. The Affiliate transactions are items such as trials, single billings, recurring billings, rebills, and chargebacks. This report provides information about the referred Affiliate accounts.

Use the Selection Pane to choose the options for the Transactions report.

Select all subaccounts or an individual subaccount and date range from the Selection Pane.

Click the Use Affiliate ID Check Box to display the Affiliate ID Text Box. The Affiliate ID Text Box allows you to locate an individual Affiliate. If you want to lookup an Affiliate, type in an Affiliate number in the Text Box. If you do not know the Affiliate's ID, you may leave the Text Box blank to look up all the Affiliates.

Usage Report

This report displays document usage. To run the report, complete the following:

  1. To filter by date range, select the Use Date Range option. Define a Start date and End date by clicking the calendar icon next to each field and selecting a date for the field.
  2. Alternately, you may filter by selecting a Category and document Identifier.
  3. Select which users to include in the report by selecting users from the list. Select multiple users by holding down the Ctrl key while clicking individual users.
  4. When finished, click the Lookup button to run the report.

1099-K Transactions

The 1099-K Transactions report is used to help reconcile your annual 1099-K form. The form details how the gross transactions are calculated and give an insight into deductions to help you with your yearly tax returns.

This report is run at the main account level only.

To Use the 1099K Transactions Report:

  1. Select the Date Range or Year for the report run.
  2. The Accrual Basis check box is pre-checked; if you use cash method accounting click to de-select the box (for more information about these accounting methods, click here).
    Note: When selected, transactions are pulled by transaction (auth) date. Deselecting this box will cause the report to run by check date.
  3. Click Search.

The report returns data in the following columns:

The report can be further broken down by:

Other Detail views within the report may contain any/all of the following columns:

Queue - CBMS

The Transaction Search tab allows users to conduct a search of ALL CHARGEBACK ITEMS based upon specific information already available.

To search for a transaction:

  1. Set the Account Number in the Search widget.
  2. Load the CBMS tab from the Chargebacks Mega Menu.
  3. Load the Queues > Transaction Search tab.
  4. From the drop-down menu, choose the Search By criteria you wish to search by. Each selection will cause a properly formatted input field to appear.
  5. Enter the appropriate requested information in the input field. For example; if you choose ARN, enter the ARN in the field or the credit card number if you choose CC#.
  6. Choose the appropriate Merchant ID selection:
    1. Assigned MIDs. Will search across all MIDs assigned to your account number.
    2. Specify MID. Allows you to enter the MID you wish to search through.
  7. Choose the appropriate Use Date Range information for your filter (or deselect Use Date Range to search without a date range).
    • Type. Select a Date Range Type to limit your results from the following:
      • All. Includes all date range types referred to herein.
      • Transaction Date. Limits the results to searching for chargebacks where the original transaction date falls within the date range specified in the From field.
      • Chargeback Date. Limits the results to chargebacks whose chargeback date falls within the date range specified in the From field.
      • Settlement Date. Limits the results to chargebacks whose settlement date falls within the date range specified in the From field.
    • From. Use the calendar tool to choose a date range to limit your search results with, or type in the date in YYYY/MM/DD format. You are limited to a maximum of 180 calendar days.

  8. Click Search.

Columns

The columns returned in your search results are as follows:

★Not included in the default view, but available by filtering, as described in the View Additional Columns topic.

View Details

The View Details button is used to load the record to the Details tab for further processing or review.

  1. Click to select the record you wish to work.
  2. Click View Details, or double-click the record.

Refresh Queue

Click the Refresh Queue button to reload the queue.

Export Results

You may, at any time, choose to export the results of the search to an excel spreadsheet and/or a CSV file. To do so, follow the instructions outlined in the Export Results topic.

Pagination

The filtered queue only displays up to 25 records at a time. The pagination controls at the bottom of the results can help you navigate to other records that are available.

The |< and >| buttons will take you to the first or last page, but the < and > buttons will take you back or forward one page. You may also select a page number from the drop-down menu to jump straight to a particular page.

The text on the right indicates the record numbers currently displayed and the total number of records resulting from your search.

Details

The Details tab loads when you have selected an item from the My CB Queues page or the Transaction Search page. You may navigate between any of the sub-tabs at any time

Sub-tabs exist that allow you to perform specific functions or view specific data about the selected item. Sub-tabs include:

Form Hits - FlexStats

The new Form Hits Report can be found in the same place as our original reports:

  1. Sign in to the Admin Portal: https://admin.ccbill.com/loginMM.cgi.
  2. Select the Reports Mega Menu.
  3. Click to select the Alphabetical List tab.
  4. Click the F button on the left.
  5. Click Form Hits - FlexStats.
  6. Click Open Report.

The report will load with Quick Stats at the top and Today data already graphed and charted for you.

Quick Stats

The top of the report is dedicated to Quick Stats.

Form Hits Flexstats Quick Report.

The stats are displayed for Last Available Hour, Today, Yesterday, Week-to-Date (WTD), Month-to-Date (MTD), Last Pay Period, and Year-to-Date (YTD), with Year-to-Date being the default for the graph below.

Each individual break down displays the following:

The Graph It button below each time period allows you to quickly load a graph-based upon that particular time period.

Using Graphs

The graphing tools are located immediately below the Quick Stats section of the report.

Graphing options in the Affiliate FlexStats report.

The following sections explain the various options available to you when selecting graphing options. Once you’ve selected all of your desired options select the Go! button to load the customized graph.

Main Filters

The graph displayed is fully filterable, allowing you to design a graph with only the data you care about displayed. By default, ALL options are pre-selected for you. You may change the data you wish to have displayed in the graph by clicking the All On button.

Clicking the button loads the filter settings for the graph. You may select a Day of the Week, a country, and a Form Name to filter the report by.

The filter setting in the Form Hits report.

Once you have selected all of the options desired, click one of the action buttons at the bottom:

Date Range

The Date Range menu allows you to select specific dates for inclusion in your graph or to create a custom date range. To activate this filter menu click the button beneath Date Range in the Graphing Options (the button label changes based upon your selections).

Select a data range for the affiliate transactions in CCBill Reports.

After selecting or entering your date range information click one of the following buttons:

You can easily change the date range without using this drop-down by entering your own custom date range in the two fields next to the drop-down in the Graphing Options menu.

Graphing options for CCBill's Affiliate Transactions report.

Values

The drop-down menu beneath Show these values on graph allows you to decide which values you want to view. Select from the following:

Time Unit

The report can display data in the following time units:

Chart Tweaking, Use, and Legend

Once you’ve loaded a customized graph you can use the options on the left of the graph to further refine your view.

The Scale section allows you to toggle the graph between Count and Amount, basically how many and how much: how many transactions of the selected type and how much is the total of the transactions of the selected type. Selected scale information is represented as the X-axis of the resulting chart.

The Time Unit section allows you to quickly break the graph down into other time units. Be aware that time units can make the graphs difficult to read when you select a broad time range in the Graphing Options and then select a detailed time unit from this menu. Viewing hourly data is best done with a daily graph as opposed to a WTD, MTD, or YTD report. The time unit is represented as the Y-Axis of the resulting chart.

Chart showing Form Hits in CCBill's Admin.

These charts are very interactive. If you hover over any point on the chart it will provide you with pop-up details about that plotted point.

The bottom of the chart provides you with a legend for the plotted data to help you better understand your chart.

On the legend below, the greyed-out icons indicate items not included in the chart.

Working with Graphs

For each action done in the graphing options above the system loads not only the chart that you see immediately, but if you scroll down below that you’ll see that it also loads a Snapshot Graph based on your options and a Legend/List that provides more details.

The graphs are very attractive and display income and deductions color-coded to include rebills, recurring, single, trial, chargeback, refund, void, and return transaction types. The pie chart default can be changed to a bar chart by selecting the other icon in the bottom left of the screen.

A graph showing Form Hits in CCBill's reporting system.

As with the charts above, hovering over an item in either report will provide you with further details about the graph area.

Breakdown By

If you have experience with CCBill’s reporting system, you know that there’s always a way to further break down reports. With these new reports the Breakdown By happens in the pie or bar charts.

After loading the report, scroll to the bottom and locate the item on the graph that you wish to view breakdown details about, then click that item. A small breakdown by menu pops up.

Once you select an item from the breakdown by menu another graph will load at the bottom of the page. In this example, we’ve broken down hits by Region.

Form Hits report broken down by region.

You’ll notice that again, you have the option at the bottom left of the graph to toggle between pie and bar graphs, and the items in the graph are fully color-coded and defined in the list below the chart.

The Breakdown By drop-down menu can be changed to one of the other available breakdown by options to immediately refresh the graph with the new breakdown data.

Click the X to close any of the breakdown graphs. Additionally, running a new breakdown by from the first listed graph will clear the previous breakdown by options from the screen.

Saving Graphs

All of the graphs that you create using the methods above can be downloaded for later use. Click on the icon next to the graph, then select the format you wish to save the graph as from the drop-down menu.

Exporting graphs from the CCBill Admin.

Follow the on-screen prompts to save the file to your computer.

Form Admin (Subaccount)

This section of the help file describes actions relating to signup forms:

Global Forms

Global Forms provide translated subscription and cancellation forms that enable you to feature English, French, German, Spanish, Italian, Korean or Japanese versions on your Web site. Global forms can be set to a default language other than English.

To create Global Forms, follow these steps from the Global Forms screen:

  1. In the Subaccount list, choose a subaccount from where you wish to select a form.
  2. In the Form Name list, choose a form name. You can view the layout of each form by clicking the View Samples link to open the form in a new window.
  3. If you want to browse the form library for the subaccount, click the Prev and Next links to view all the successive forms available. When you have finished viewing the forms, click the Select link. The form window will automatically close.
  4. Click Go. This opens the Generate HTML area in the Form Admin. The Generate HTML area allows you to choose and order the subscription types to use for your Signup Form and it provides the HTML code to load your Signup Form. The Generate HTML area uses a wizard that automates the subscription set up. Refer to steps 2 through 4 for more information.
  5. Initially, the wizard will allow you to choose and order the Subscription Types which will be available on your form.
  6. Optionally, the wizard will ask you to choose a Default Subscription Type for your form. This subscription option is automatically highlighted for consumers on your form. If you have chosen only one subscription type above, the wizard will skip this step.
  7. Next, choose a preferred language for your form. After you have set up the subscription options for your form, the system will ask you to choose a Default Language to display when your form loads.
  8. When the above steps are complete, you must generate HTML Code to load the subaccount's signup form. This code is generated for you automatically and displayed on the last page of the Generate HTML area. If you want a Submit button, copy the HTML code under the Button heading. If you want a link, copy the HTML code under the Link heading.
  9. Add the HTML code you copied from the Generate HTML area to the Web site page where you want your signup form to load.
  10. You may choose more than one language for your signup form. To do this, visit the Add Language area in the Form Admin area. This allows you to add language flags or a language select box, which will translate your form into different languages.

Form Popups

Form Popups are displayed to users upon exiting a form, or at a timed interval. To create Form Popups, follow these steps from the Form Popups screen:

  1. In the Subaccount list, choose an account to modify the Form popup information.
  2. In the Form Name drop-down menu, choose a Signup Form to use for the popup. Choose from the current library of Signup Forms. You can look at the layout of the form to determine which form you are going to edit. To do this, click the selection of a banner or link advertisement by a consumer. The impact of Web advertisements are evaluated by how often consumers who see the ad click on it. the view samples link to open the form in a new window.
  3. If you want to browse the form library for the subaccount, click the Prev and Next links to view all the successive forms available. When you have finished viewing the forms, click the Select link. The form window will automatically close.
  4. Click Go. This opens the Traffic page in the Form Admin area of the Tools section.
  5. On the Traffic page, enter the Exit Popup URL and size of the pop-up window. When customers leave the Signup Form, this re-directs them to a new pop-up window to generate interest in another Web site or offer immediately.
  6. In the Exit Popup URL text box, enter a Web location to send the customer immediately after leaving the form.
  7. In the Exit Popup Attributes text box, type the height and width of the exit pop-up window in pixels. For example, on a standard monitor, a window with a height equal to 3 inches and width equal to 5 inches would require the exit popup attributes height to be 216 pixels and width to be 360 pixels.
  8. On the Traffic page, enter the Timed Popup URL. When the customer leaves the Signup Form, the Timed Popup URL re-directs them to a new popup window to get them interested in another website or offer after a specific amount of time. This is an optional feature.
  9. In the Timed Popup URL text box enter a Web location to send the customer after they view the form within the duration set by the Timed Popup Timeframe.
  10. In the Timed Popup Attributes text boxes type the height and width of the timed popup window in pixels.
  11. In the Timed Popup Timeframe text box, type the duration in seconds to wait before sending the customer to the Timed Popup URL.
  12. Click Update on the bottom of the Traffic page to save the popup information.

Web Invoicing

The Create Invoice and Link tab is used to enter the details of the invoice you wish to create and generate the link code to send to your consumer.

Before creating an invoice you should make sure you have either (or both) Credit Card and Check forms set up, as they will be needed for this process. To create an invoice and generate link code:

  1. Choose and enter the Order ID (this is for your information and record keeping and can be alpha-numeric; this will be displayed on the order form and is stored with the transaction).
  2. Enter the Product/Service description (this will be stored with the transaction and will appear on the payment form; the value is optional and should make sense to both you and your consumers).
  3. Choose the billing Invoice Type from the drop-down menu:
    • Single. Bills one time only for the purchase.
    • Recurring. Bills repetitively in a set timeframe such as every 30 days. Also can include short trial periods for the first billing.
  4. In the Bill in This Currency drop-down menu select the currency to display for the purchase from the available options.
  5. Enter the amount to charge in the Invoice Amount field.
    • If you choose Single for the frequency option, select the Use Timeframe checkbox and enter the amount of days the subscription should last for in the Days field, if applicable.
    • If you choose Recurring for the frequency option, follow these instructions after entering the Invoice Amount:
      • Enter a number in the Bill Every field to indicate how often the system should charge the Invoice Amount.
      • In the For This Many Recurrences field, enter a number from 1-99, or check the Indefinite box to leave the ending date open.
      • Click to select the Make 1st payment different than recurring amount box if you wish to charge an introductory rate or create a trial rate and time. Enter an amount in the Amount field to indicate how much to charge for the first invoice.
      • If you wish the first timeframe to be shorter or longer than the rebill timeframe, click to select the Use Timeframe box and enter a number in the Days field. If left blank, the initial timeframe will be the same as that in the Bill Every field.
  6. In the Payment Forms section, click to select Credit Card or Check (or both); these are the payment methods you wish to accept for this invoice.
    • After you select the form type/payment methods, the widget will become "active", giving you the following options:
      • Change. Click this to choose the form you wish to use with the invoice. A list of your currently active forms (credit in the credit field, check in the check field) will be displayed, click to select the form you wish to use, then click OK.
      • Make Default. Clicking this will allow you to make the currently loaded form the default for this payment type. Click OK to confirm your selection. After selecting a default, that form will automatically be chosen for that payment type any time you create an invoice. You can, however, still change the form by clicking Change.
      • Preview. Displays a pop-up window with a preview of the currently selected form. Click OK to close.
  7. Click Generate Link in the Payment Links section to create the link code for the invoice. Copy the code and place it in the email you are sending to your consumer. Note: Each time you click Generate Link a unique URL is created, enabling you to make multiple identical invoices.
  8. Click Done to discard the page after you have copied your link.

Main Account Admin

The Main Account Admin link simply jumps you back to the Main Account Information page without having to browse back through the menus.

View Subaccount Info

This View Subaccount Info link jumps you back to the main subaccount information page without having to browse back through the menus.

Web Validation Rules

The web validation system is a tool designed to help merchants follow local laws regarding Age Verification within their respective regions. The Web Verification allows merchants to soft decline a transaction based on card types, card association (brand), and country.

The system will then inform the consumer they must contact the merchant directly to get the transaction approved. Merchants may use the tool in any way they choose, as it can be applied for many different reasons.

A 'Rule' is defined as one set of Card Type, Card Association, and Country. Only one Card Type and one Card Association may be selected at a time; however, it is possible to choose multiple countries per Card Type/Card Association relationship.

Available Card Types

Card Associations Reflect the Associations Enabled for the Account

Countries

ALL available processing countries are listed, like the United States; this was a UK mandate, however programming expanded the list to cover any potential future changes to laws in other countries that may need a similar setup.

Display Message

Once the Card Type, Card Association, and Country(ies), are selected contact Admin Support to enable the rule.

Anytime a consumer sets off the triggers for the Card Type/Card Association/Country settings, the Instructions to the consumer will be presented to the consumer on the sign-up page or decline page, depending on the settings for that specific web validation rule. In addition, an email is issued to the consumer, and a Post is issued to the decline post URL.

The consumer should follow the instructions provided, which should contain the merchant's contact information, so merchants can review and manually approve the transaction or allow the decline to stand.

Custom Emails

Custom Emails permit customers to be sent an automatic personalized email with a custom message and take advantage of additional sales opportunities through membership sign up and cancellation activity. The personalization options provide customization features that include customer name, address, username /password, account number, Subscription ID's, company and product information, pricing, decline reasons, and much more.

Custom Emails permit the creation of Approval, Denial, Cancel, Failed, Expire Single, and Expire Recurring emails using customizable templates provided by CCBill.

All merchant email for the subaccount will be sent to this address. Merchant email can be sent to more than one location by separating email addresses with commas (e.g., youremail1@website.com, youremail2@website.com, etc.).

Email Types

Custom/Default

Click Default or Custom to view the modification history of that email type. Click Close to return.

Suspending Emails

Merchant emails are sent to you (the merchant), whereas Consumer emails are sent to your customers. When you suspend Custom Approval, Denial, Failed, Expire Single, or Expire Recurring emails, they are stopped. When you suspend a Custom Cancellation Email, CCBill will automatically send out a default email. Cancellation emails cannot be stopped.
To suspend Merchant or Customer Emails, click the envelope icon, it will display a circled-out envelope indicating that emails have been suspended. Keep in mind that you may have data in any or all of the Custom Customer emails. If you want to suspend the email, be sure to delete all data in each type of Email format, for instance: text and HTML.
To enable Merchant or Customer Emails to click the circled-out envelope icon, it will display the envelope icon indicating that emails have been enabled.
NOTE: If emails have not been suspended, this is the default state of the system. Both you and your customer will receive Approval, Denial, Failed, Canceled, Expired Single, and Expired Recurring emails.

Preview

Click Preview to view the email base that will be sent.

Customize Emails

Although the CCBill default email template will be functional for most users, it may be modified by clicking Customize which will open a new editing window. Once the customize option has been selected the menu selection will change to Edit/Default. At any time in the future, click Edit to make changes to your template, or Default to return to the CCBill template.

Use the following step-by-step guide to set up a custom email:

  1. This step applies to Text emails ONLY. Skip this step if you selected an HTML email. Use the From Text Box to type in the senders email address. Use the Subject Text Box to type a title or topic for the email.
    • From – The email address of the sender.
    • Subject – The subject or topic of the message.

Merchants with appropriate permission can edit the From and Subject fields when creating customer text emails; HTML emails are locked and the data in the fields cannot be modified. If you require the ability to modify the From and Subject text for Customer emails, please contact Merchant Support at merchantsupport@ccbill.com.

  1. Use the pull-down menu to select Format:
    • TEXT & HTML – A text and HTML based format of the email. Go to Step 3.
    • TEXT Only – A text based format of the email. Go to Step 4.
  2. If using the HTML editor, after modifications are complete, click the blue arrow button to automatically convert the HTML to text.
  3. The converted text may be viewed in the Text section where additional edits may be made. Continue with Step 5.
  4. Edit text directly in this section and continue with Step 5.
  5. Use the BCC (Blind Carbon Copy) field to type in email addresses that will not be visible to others receiving a copy of the email.
    • To add an email address, type it into the first box and click Add Email, the address will be added to the list.
    • To remove an address, select it and click Remove Email.
  6. On completion, click Save to keep the email message for use again, or Cancel to return to Custom Emails.

Pricing Admin

Add Single Billing Type

Single billing types will bill only once.

How to Add a Single Billing Type

1. Open the Pricing Admin.
2. Choose Add Single Billing Type from the drop-down menu.
3. Choose EUR (MUST have EU Debit enabled), USD, or other appropriate currency in the Please Choose A Currency drop-down menu.
4. Click Create.
5. Click to select the box next to Make this a Lifetime Subscription if desired (This option is not available to all users; if you're interested in activating this feature contact Merchant Support for eligibility assessment).
6. Enter a Price. Enter the amount to charge the consumer.
7. Enter a Period. The duration or length of the subscription in days. Enter the amount of time to allow access to the content.
8. In the Subscription Service Type drop-down menu, select the type of
9. Click Insert to create the billing item.

Single Billing with Lifetime Subscription Options

Lifetime Subscriptions give consumers access to your site indefinitely and can be billed in one lump sum using the single billing type.

Follow the instructions above through Step 5, then continue here:

6. In the Total Lifetime Price field enter the dollar amount of the lifetime subscription.
7. The Period prefills as Lifetime.
8. The Description displays the description of the billing type.
9. In the Subscription Service Type drop-down menu, select the applicable service type, if available (this could be Merchant Driven Settlement, Standard Billing, or other types depending upon your account settings).
10. Click Insert to create the billing item.

Add Recurring Billing Type

After selecting the Recurring Billing Type link from the Pricing Admin, the New Recurring Billing Option screen is displayed. Recurrent billing options are established on this page.

In Recurring Billing, consumers are rebilled until their subscription ends. CCBill charges consumers an initial amount during the first sign up; after the initial signup, they are rebilled for the recurring price and continue to be rebilled every recurring period until they cancel.

CCBill automatically removes the consumer information after the final billing period ends.

How To Add Recurring Billing Type

1. Open the Pricing Admin.
2. Choose Add Recurring Billing Type from the Please Choose A Billing Type drop-down menu.
3. In the Please Choose A Currency drop-down menu, choose USD or EUR (MUST have EU-Debit enabled for the account).
4. Click Create.
5. Click to select the box next to Make this a Lifetime Subscription if desired (This option is not available to all users; if you're interested in activating this feature contact Merchant Support for eligibility assessment).
6. Type the Initial Price. The initial price of the subscription in U.S. dollars or Euros. Enter the amount to charge consumers during the first sign up. Tip: To setup a trial subscription, ensure that the initial price is higher or lower than the recurring price.
7. Type the Initial Period. The initial period or length of the subscription in days. This is commonly called the trial period. Enter the number of days consumers will have access to the site before they are rebilled for the first time.
8. Type the Recurring Price. The cost of the subscription is in U.S. dollars or Euros. Enter the amount to bill consumers after the first sign up or trial period.
9. Type the Recurring Period. The duration or length of the subscription in days. Enter the amount of time to allow access to the site after the first sign up or trial period.
10. For Rebills, enter the number of times for the subscription recurrence. (e.g., To rebill consumers every month for a year, set the recurring period to 30 days and number of rebills to 12.) Click the Indefinitely radio button to rebill for an unlimited number; click the radio button next to the text field to activate it and enter a rebill number, where 99 counts for an unlimited number of rebills.
11. Click Insert to create the billing item.

To Add Recurring Billing with Lifetime Subscription

Lifetime Subscriptions give consumers access to your site indefinitely and can be billed as a payment model using the recurring billing type.

Follow the instructions above through Step 5, then continue here. Click to select the box next to Make this a Lifetime Subscription if desired.

6. In the Initial Payment Will Be field, enter the price you wish to use for the first payment.
7. In the For the Initial Period of field, enter the number of days to wait before charging for the second payment.
8. In the Followed by this many equal payments field, enter the number of payments to keep charging the consumer.
9. In the Every field, enter the number of days to wait between charges.
10. In the Of this amount field, enter the price to charge for every equal payment.
11. The Total Lifetime Price field displays the total of the initial payment and all equal payments as the total cost of the lifetime subscription.
12. In the Subscription Service Type drop-down menu, select the applicable service type, if available (this could be Merchant Driven Settlement, Standard Billing, or other types depending upon your account settings).
13. Click Insert to create the billing item.

Recurring Billing Options

Loyalty Discount

The Loyalty Discount is offered to your new customers on either the Sign Up Form or the Approval page. The discount options determine the amount of the discount, when to begin the discount, how many rebills you would like to offer the discount, and whether or not you would like to offer additional reductions or discounts after the initial discount period.

Enter the required information for the loyalty discount values as follows:

Click Update to save the Loyalty Discount information to CCBill's system. Click Delete to remove the Loyalty Discount.

Review the Loyalty Discount information using the helpful Amortization Table. Click the Show Amortization Table button to display a projection of the loyalty reductions over time.

Amortization Table

This Amortization Table illustrates how the Loyalty Discount that was just created will be presented to customers, including amounts and number of discounts.

Please note that loyalty discounts are amortized, or taken accumulatively over the course of the discount period, so be aware of how much and for how long you would like to offer this discount to members.

Example:

Loyal customers will pay for this subscription in the following manner:

BILLING PERIODSAMOUNTSDISCOUNT NUMBER
1 - 6$29.95 at the end of each 30 days
7 - 12$27.95 at the end of each 30 days1
13 - 18$25.95 at the end of each 30 days2
19 - End of Subscription
$23.95 at the end of each 30 days
3 and last offered

Cancel Discount

The Cancel Discount is offered to customers on the CCBill Cancellation page.

Canceling members will receive this page when they:

  1. Go to the CCBill Cancellation page that is available on https://support.ccbill.com .
  2. Enter their email address and their Subscription ID or Credit Card number.
  3. Click to cancel their subscription from the Subscription Matrix.

Enter the required information for the cancel discount amount. This is the amount in U.S. dollars of the reduction. If the dollar amount is $0.00, then no markdown is given. For example, if you enter a $5.00 discount amount for a subscription price of $19.99, the canceling members will be offered the option to continue their subscriptions for only $14.99 a month for the remaining life of their membership.

Click Submit to save the Cancel Discount information to CCBill's system.

Click Delete to remove the Discount.

Custom Price Description

The Custom Price Description area allows you to enter your own custom label to explain the pricing options to customers. The custom text is displayed on the Sign Up Form. Typically, CCBill uses a default description for the form's pricing. You can define something to uniquely characterize the form. The custom text is optional.

Please note that the Custom Price Description area is disabled by default. Contact Merchant Support for assistance with setting up this feature.

The Description text is used to display custom information about how the pricing options are set. For example, $0.00 for 5 days (trial) then $30.00 recurring every 30 days. Enter a pricing message to display for recurring billing types in the Description text box. In recurring billing you can also have a footnote to display more information about the pricing options. The footnote is displayed towards the bottom of the Sign Up Form. The Description text box may not be displayed if it has not been set up for the subaccount.

The Recurring Description text is used to add a footnote to the form informing customers about the length of the subscription, how the pricing options are set up, or any other pertinent information about the sign up.

Required Parameters

Custom Price Descriptions allow the use of variables to represent different pre-determined values. Variables are notated using "%%" notation.

The %%initialPrice%% variable is required for the Description field and the %%recurringPrice%% variable is required in the Recurring Description field. The variables can be used at any place in either field as long as both are present in their respective fields. The %%recurringPrice%% variable can also be used in the Description field; in which case, it is not required for the Recurring Description field.

Telephone Billing Type

CCBill no longer offers Telephone Billing. The information below is intended for merchants who have had Telephone Billing before the option was retired.

CCBill offers merchants Telephone Billing Type as an expanded billing option, using third-party vendors.

Alternative billing methods are by nature, riskier and less reliable than credit card transactions in terms of the payout of sales to the merchant because the responsibility for the collection of these sales lies completely in the hands of the telephone carrier.

On average, about 20+% of the sales for these billing methods are considered to be ”uncollectible sales” for payout. Thus, there are no guarantees that CCBill will receive funds from these service providers for telephone billing sales.

Per our telephone billing service agreement, CCBill makes full disclosure of the specific terms and payment schedule for Single Telephone Billing transactions, and cannot and does not guarantee consistent sales payouts for these types of transactions to those merchants.

How To Add Telephone Billing Type

  1. Select the Add Telephone Billing Type link from the Pricing Admin to open the New Telephone Billing Pricing Option screen.
  2. Enter the Price. The cost of the subscription in U.S. dollars. Select a predefined amount to charge the consumer for the phone call.
  3. Enter the Period. The duration or length of the subscription in days. Enter the amount of time to allow access to the content.
  4. Click Store to save the new Telephone Billing Option to CCBill 's system. CCBill assigns a different phone number to each Telephone Billing Type you create.

Telephone Billing Options - Single

Telephone Billing Options displays the options and descriptions for a subscription type. The top of the page displays the Billing Type and the Billing Option number; for example, #1278.

The subscription Price and Period are displayed in this area.

The Billing Options area for single telephone billing has similar fields to those outlined in the topic Add Telephone Billing Type.

The Custom Price Description area allows you to enter your own custom label to explain the pricing options to consumers. The custom text is displayed on the Sign Up Form. Typically, CCBill uses a default description for the form's pricing. Enter a description to uniquely characterize the pricing option. This field is optional.

Please note that the Custom Price Description area is disabled by default. Contact Merchant Support for assistance with the setup.

The Description field allows you to enter a pricing message to display for telephone billing options. The Description text is used to display custom information about how the pricing options are set, e.g. $12.95 for 3 days of GOLD Membership.

View Pricing List

The View Pricing report allows you to look at a summary of the pricing options available for the subaccount. It is possible to edit the pricing options for any ID shown in the report. Later on, you may choose the subscription types to add to the Signup Form.

The fields are listed as follows:

★These discounts are used ONLY in Recurring Billing, not Single Billing.

Add Form Upgrade

Form Upgrades can be added to the merchant account. They permit merchants to upgrade a consumer subscription from one subaccount to a new subscription in a different subaccount. The merchant must provide the required information to CCBill. Select the following options from the drop-down menus:

  1. Upgrade To. The subaccount number to which the consumer will be upgraded.
  2. Pricing. The pricing for the upgraded subscription.
  3. Form Name. The form name used for the upgrade form.
  4. Prorate. Selecting Time will pro-rate the subscription by adding any remaining time from previous subscription to the new subscription. Selecting Amount will mark down the initial price of the new subscription based on the amount of time left on the previous subscription. Both options will bill the consumer immediately.

Add Cancel Upgrade

You may offer upgrades to consumers who are attempting to cancel their subscriptions by using the Add Cancel Upgrade option. The cancel upgrade will be available to consumers during the cancellation process but will disappear after the cancellation is complete.

  1. In the Pricing Admin click Catch All Cancel Upgrade.
  2. Choose the subaccount to offer an upgrade to from the Upgrade To drop-down menu.
  3. Select the Pricing to offer for the upgraded subscription.
  4. Choose a Form from the drop-down menu.
  5. In the Special Offer menu, choose Yes to allow an upgrade without cancelling the current subscription, No to cancel the previous subscription (selecting Yes removes the Prorate option mentioned in the next step).
  6. To Prorate, select Time or Amount from the drop-down menu. Time will add any remaining time for the existing subscription to the new subscription, Amount will credit any remaining funds from the original subscription to the new subscription (both will bill the consumer immediately).
  7. Choosing Yes for Shared Authentication will allow the originating and destination account to use the same password file/database. With this option we will not try to add to the destination account or remove from the originating account during the upgrade.
  8. Click Add Upgrade to apply the changes.