Debtor Maintenance - Payment Type tab - Automatic Payments sub-tab

The debtor can choose to have payments automatically debited from a bank or credit card account. Use the Automatic Payments sub-tab to record the details of the direct debit payment. Select EFT payments to produce a standard file that can be imported into your bank's EFT processing program. Several formats are supported:

Select credit card payments to produce a file that is compatible with your selected bank or provider. The file can be imported into the banks' credit card processing programs.

To open the Automatic Payments sub-tab:

Select Module > Debtors > Debtor Maintenance from the main menu.
Tip: You can also access the debtor functions by clicking .
Search for the debtor. See Searching for debtors.
The Debtor tab of the Debtor Maintenance window is displayed.
Click the Payment Type tab.
The Manual Payments sub-tab of the Payment Type tab is displayed.
Click the Automatic Payments sub-tab.
The Automatic Payments sub-tab of the Payment Type tab is displayed.

Field	Description
Type	Payment type. Typical values include: EFT Cardbank. Note: After you select a payment type, the appropriate sub-sub-tab is displayed in the grid area. See Debtor Maintenance - Payment Type tab.
Auto Payments	Select to debit the amount automatically on the due date.
Split Percent	Percentage split, if the payment is split between different accounts. Note: The total split must add to 100%.
Split Amount	Dollar value split, if the payment is split between different accounts. Note: If using multiple accounts, you must define either the Split Amount or Split Percent, otherwise the whole amount is applied to the first account.
Drawer	Name of the bank account or credit card account.

Field

Description

Type

Payment type. Typical values include:

EFT
Cardbank.

Note: After you select a payment type, the appropriate sub-sub-tab is displayed in the grid area. See Debtor Maintenance - Payment Type tab.

Auto Payments

Select to debit the amount automatically on the due date.

Split Percent

Percentage split, if the payment is split between different accounts.

Note: The total split must add to 100%.

Split Amount

Dollar value split, if the payment is split between different accounts.

Note: If using multiple accounts, you must define either the Split Amount or Split Percent, otherwise the whole amount is applied to the first account.

Drawer

Name of the bank account or credit card account.

Button	Description
	Add a new automatic payment. If necessary, adjust the splits between each EFT and credit card entry.
	Delete the highlighted automatic payment. If necessary, adjust the splits between each EFT and credit card entry.

Button

Description

Add button

Add a new automatic payment.

If necessary, adjust the splits between each EFT and credit card entry.

Delete the highlighted automatic payment.

If necessary, adjust the splits between each EFT and credit card entry.

Select Credit Card in the Type field of the Automatic Payments grid area to display these fields.

Note: These fields are not editable when the selected automatic payment is linked to an online payment.

Field	Description
Card Type	Type of credit card.
Card Number	Credit card number. Note: Once credit card details have been confirmed this is an encrypted number, such as 41111...111.
Use Validation Mask	Displays the credit card number in its segmented format, such as 4111 1111 1111 1111. Note: This field is not editable once the credit card has been confirmed and encrypted.
Expiry Date	Expiry date of the credit card.

Field

Description

Card Type

Type of credit card.

Card Number

Credit card number.

Note: Once credit card details have been confirmed this is an encrypted number, such as 41111...111.

Use Validation Mask

Displays the credit card number in its segmented format,
such as 4111 1111 1111 1111.

Note: This field is not editable once the credit card has been confirmed and encrypted.

Expiry Date

Expiry date of the credit card.

Select EFT in the Type field of the Automatic Payments grid area to display these fields.

Note: These fields are not editable when the selected automatic payment is linked to an online payment.

Field	Description
BSB	BSB number.
Account Number	Account number.

Field

Description

BSB

BSB number.

Account Number

Account number.


Field	Description
Method	Amount to be paid. Select either:
Selection	Description
Fixed Amount	Deduct a fixed amount.
Current Balance	Deduct the debtor's current balance when Debtors Electronic Banking is run.
Notified Balance	Deduct the amount that has appeared on a statement and is still owing when Debtors Electronic Banking is run.
Amount	Dollar amount if the Method selected is Fixed Amount.
Hold Payments	Select if the debtor has asked your organisation to stop automatic payments temporarily. Tip: You may need to extend the Stop Date once payments resume.
Frequency	How often the automatic payments occur.
Next Date	Next scheduled date for the automatic payment. When Debtors Electronic Banking is run, the Next Date is recalculated based on the frequency.
Stop Date	Date when the automatic payment authorisation ends.

Field

Description

Method

Amount to be paid. Select either:

Selection

Description

Fixed Amount

Deduct a fixed amount.

Current Balance

Deduct the debtor's current balance when Debtors Electronic Banking is run.

Notified Balance

Deduct the amount that has appeared on a statement and is still owing when Debtors Electronic Banking is run.

Amount

Dollar amount if the Method selected is Fixed Amount.

Hold Payments

Select if the debtor has asked your organisation to stop automatic payments temporarily.

Tip: You may need to extend the Stop Date once payments resume.

Frequency

How often the automatic payments occur.

Next Date

Next scheduled date for the automatic payment.

When Debtors Electronic Banking is run, the Next Date is recalculated based on the frequency.

Stop Date

Date when the automatic payment authorisation ends.

Note: Voluntary contributions are processed when credit card and EFT payment are exported. See Electronic banking.

Field	Description
Fund	Fund linked to the voluntary contribution line option. For example, Building Fund. See luFund lookup table in the Finance manual.
Appeal	Appeal linked to the voluntary contribution line option. For example, Annual Appeal 2015. See luAppeal lookup table in the Finance manual.
Amount	Default amount to be debited for the voluntary contribution line option.
Tax Code	Tax code linked to the voluntary contribution line option. See luTax lookup table in the Finance manual.
Nett Payment off Debtor Account	Fixed payment amount minus voluntary contributions. Note: This field only applies to fixed payments. With Notified Balance or Current Balance payment methods the voluntary contributions are added as additional charges. Note: The following warning is displayed if the voluntary contribution amount exceeds the fixed payment amount:

Field

Description

Fund

Fund linked to the voluntary contribution line option. For example, Building Fund. See luFund lookup table in the Finance manual.

Appeal

Appeal linked to the voluntary contribution line option. For example, Annual Appeal 2015. See luAppeal lookup table in the Finance manual.

Amount

Default amount to be debited for the voluntary contribution line option.

Tax Code

Tax code linked to the voluntary contribution line option. See luTax lookup table in the Finance manual.

Nett Payment off Debtor Account

Fixed payment amount minus voluntary contributions.

Note: This field only applies to fixed payments. With Notified Balance or Current Balance payment methods the voluntary contributions are added as additional charges.

Note: The following warning is displayed if the voluntary contribution amount exceeds the fixed payment amount:

Button	Description
	Add a new voluntary contribution.
	Delete the highlighted voluntary contribution.

Button

Description

Add button

Add a new voluntary contribution.

Delete the highlighted voluntary contribution.