A feature has been added to BBS Accounting to facilitate the automatic payment of debtors via an integrated payment provider such as Eway (refer to Eway Integrated Payments for more information) by way of an Integrated Payment Token. Please refer to the Integrated Payment Tokens release note for more information.

 

Once the customer has provided one or more credit/debit card details for automatic payment and integrated payment tokens have been created, the automatic payment options for a customer can be selected in Customer Masterfile Maintenance – Automatic Payments & Tokens Tab.

 

For the Customer Account, the options include:

•No Automatic Payments (default) - Automatic payments are disabled for the customer account.

•Individual Invoice Payments – Will process individual payments for each invoice as they fall due.

•Consolidated Account Payments – Will process a single consolidated account payment for invoices as they fall due.

•Consolidated Payments by Del Code - Will process a single consolidated account payment for each delivery code for invoices as they fall due.

 

Individual delivery addresses can be set to a different automatic payment method, or to a debit from a different payment token than the customer account. For delivery codes, the options include:

•Same as Main Account (default) – will use the automatic payment method and token that is set on the customer’s account

•Individual Invoice Payments – Will process individual payments for each invoice as they fall due.

•Consolidated Payments for Del Code - Will process a single consolidated account payment for this delivery code for invoices as they fall due.

 

Once an automatic payment type is selected, an auto payment type and integrated payment token is selected for the payments to be debited from.

 

Please note there is no need to set an individual delivery address to Consolidated Payment for Del Code if the main account is set to Consolidated Payments by Del Code, unless a different payment token is to be used for a specific delivery code.

 

WARNING – if you select to use the Individual Invoice Payments option, there are a couple of things you need to be aware of:

1.Integrated payment providers do not allow for refunds to be processed via integration easily. This will mean that any credits raised cannot be refunded to the customer automatically.

2.Most payment providers charge a fee per transaction as well as a percentage fee. This can greatly increase your merchant costs where customers have a large number of invoices each month.

 

Invoices will become payable via Automatic Debtor Payments based on their calculated due date. Invoice due dates are calculated based on the terms code on each invoice. Please refer to Debtors Terms Code Maintenance for more information.

 

Where a customer or a customer delivery code has been set to automatic payments, a message similar to the below will appear automatically on customer invoices.

 

If the customers credit/debit card is due to expire prior to the date the payment is expected to be taken, a message similar to the below will appear on their invoices.

 

Where a customer is set to automatic payments, and there are no individual delivery code overrides, a message similar to the following will appear on their statement.

 

 

If the customers credit/debit card is due to expire on or before the date of the statement, a message similar to the below will appear on their statement.

 

Where a customer has different automatic payment settings for individual delivery codes, notations will appear underneath each transaction on the customer statement that is covered by an automatic payment method.

 

Once customers have been set to process automatic payments, there are two ways to be notified that payments are due for processing.

1.A user notification has been added for users with access advising if there are automatic debtor payments due for processing.

 

2.By running, or by scheduling to have run automatically, the Automatic Debtor Payments Report. Please refer to Automatic Debtor Payments Report for more information.

 

When automatic debtors payments are due for processing, users can process these via Main Menu > Debtors > Integrated Payments > Process Automatic Debtor Payments. For more information, please refer to Process Automatic Debtor Payments.