PayBiz Direct Debits

Transcription

1 PayBiz Direct Debits 3/08/2017 Contents Direct Debits... 2 Debtor Setup... 2 Company Setup... 3 Batch Direct Debits... 4 Create the Direct Debit Export File... 5

2 Direct Debits Debtors (customers) can be set up to be charged via direct debit or credit card. The company can then be set up to batch the direct debits into a single bank transaction. Debtor Setup PayBiz main menu > Debtors > Debtors Open or add a new Debtor. In the Pay By drop down box select either Credit Card or Direct Debit: Figure 1: Debtor screen Next, enter the relevant details in the Direct Debit Details section. Select the desired option, Don t, Monthly, Weekly or Fortnightly Direct Debit from the drop down list. Weekly and Fortnightly options will only be available if Has Weekly Debtors is ticked in Company Details > Constants tab. Enter the bank account number, code, reference and Particulars. For credit card payments, put the credit card number in Bank A/c No and Expiry Date in the Code field in the form mm/yy: Figure 2: Credit Card Direct Debit settings Invoices for Debtors set up to use Direct Debit, will have the following text printed at the bottom of their invoices: Unless advice to the contrary is received by the 2 days before the due date the amount of $amount due will be directly debited from your bank account bank account no on the due date. Page 2 of 5

3 Company Setup PayBiz main menu > File > Company Details > Other tab Figure 3: Direct Debit Parameters Direct Debit Parameters Direct Debit Authority No Merchant No Credit Card Fmt Debit n Days after Dispute up to n Days Up to 15 alphanumeric characters. Enter the Authority Number (given to you by the bank). Up to 15 alphanumeric characters. Enter the Electronic Merchant Number if doing credit card transactions. Select the appropriate format for exporting the credit card transactions. Numeric value. No of days after month/week end to deduct previous months outstanding from client. Used to calculate the Due Date. Numeric value. No of days after month/week end to allow before client can dispute an invoice. The Dispute days needs to be less than the Debit days. Page 3 of 5

4 Batch Direct Debits PayBiz main menu > Debtors > Batch Direct Debits Figure 4: Batch Direct Debit Monthly Accounts Credit Card Transactions Due Date Reference Bank Account Receipt button Select from Monthly, Weekly or Fortnightly Accounts. Weekly and Fortnightly Accounts will only be available if Has Weekly Debtors is ticked in Company Details > Constants tab. If ticked will do all those who use their credit card to auto pay. If not ticked, will do all those whose bank account is direct debited. Enter the due date. Double click or F8 for a calendar to pick from. Defaults to the last date for the period selected (monthly, weekly or fortnightly) plus the value entered for Debit n Days after in Company Details > Other tab > Direct Debit Parameters. Up to 12 alphanumeric characters. Defaults to the reference used in the last Batch Direct Debit, but can be overwritten. Enter the bank account for the payment to be receipted into. Double click or F8 for a lookup to pick from. Defaults to the bank account used in the last Batch Direct Debit. Bank account name will display automatically. Click to process the receipts and generate the Debtor Bank Transaction. Page 4 of 5

5 Create the Direct Debit Export File PayBiz main menu > Banking > Bank Transactions Open the bank transaction and click on the Export button to create the bank file: Figure 5: Debtors Bank Transaction- Export Folder Name File Name Format User Name User ID Export button Exit The directory path for the export file. Click the button to browse. Defaults to the last file path used. Auto-generated based on bank export format settings. Displays the format set up for the bank account used on the bank transaction. ) Currently enabled only for Dubai WPS Format. ) Click to generate the bank file that can then be used to import into your banking program. Close the window. Page 5 of 5