Club Organiser Direct Debit Guide. Published: February 2018

Transcription

1 Club Organiser Direct Debit Guide Published: February 2018

2 1 GETTING STARTED DIRECT DEBIT SET UP ACCESS TOKENS WEBHOOK ENDPOINT UPDATE CLUB ORGANISER HOW DIRECT DEBITS WORK MANDATES PAYMENTS PAYOUTS TROUBLESHOOTING... 9

3 1 Getting Started This guide will describe all the new functionality with Club Organiser that deals with Direct Debits through member s bank accounts. In order for your club to use Direct Debits to receive member s monthly section fees you will need to follow the instructions in the first part of this guide. 1.1 Direct Debit Set Up The first thing you will need to do if you are going to start using Direct Debits within Club Organiser is go to and sign up for a free account. Club Organiser use GoCardless as the Direct Debit provider, and they charge a 1% fee (max 2) per transaction. You can set options within Club Organiser to add the GoCardless charge to a member s monthly fees, or absorb the cost yourself. For example if a member s monthly fees are 30, then when adding the charges on top their final monthly fee will be However, if your club decides to absorb the cost of the fees and not charge them to your members then once the member has been debited 30, your club will receive Once you have a GoCardless account, you will need to verify your club s address details and status, your club s bank account and upload your logo. To ensure continuity between GoCardless and Club Organiser, use the same logo as you use within Club Organiser. You will then be asked to set up a payment of 0.01 from your club s bank account to confirm you own the account. Once this is done, then we need to move onto the technical bits within the GoCardless dashboard.

4 1.2 GoCardless Setup When your GoCardless account is verified and active, you need to set it up to interact with Club Organiser. Sign into your GoCardless account, then click on the Developers menu option on the left hand side. You will see a screen similar to the following: You will need to create an Access token (so GoCardless knows that you own the account when using it from Club Organiser) and a Webhook endpoint (so Club Organiser can deal with all the events that GoCardless sends out) Access Tokens Firstly click the blue Create button in the top right hand corner and choose Access token. Enter the following details: 1) Name CO Access Token 2) Scope Read-write access Then Click Create access token. You will receive a message that the Access token was successfully created, and be given the long unintelligible token! Click on the copy button and paste this into Notepad or Word for later, then click the I ve copied this access token Webhook Endpoint Again click the blue Create button in the top right hand corner and choose Webhook endpoint. Enter the following details: 1) Name CO Webhook

5 2) URL (where xx is your club no. found by logging in to Club Organiser as a Super User then click the Super Users Club Parameters menu option it is displayed at the top of the page) 3) Secret leave blank Then click Create Webhook endpoint. You will be shown a list of the webhook endpoints, which should show the newly created one called CO Webhook. Click on it, and make a note of the Secret key that it gives you Update Club Organiser Now you have set up your GoCardless account to work with Club Organiser, you ll need to add the details to your Club Organiser account. To do this, sign in to Club Organiser as a Super User, then Click the Super Users Club Parameters menu option, and enter the token and key obtained above into the relevant fields, and click Update Parameters. When you have amended your club parameters, drop us a line at info@cluborganiser.co.uk and we will make all the menu options available for you to start setting up Direct Debit mandates, and then requesting payments from your members automatically.

6 2 How Direct Debits work Everyone is used to setting up Direct Debits, so that companies can request money from your bank account on a regular basis. For example, your electricity bill or mortgage is probably paid this way. Club Organiser works in the same way, except that we are the middle man between your club and your members so you don t need to worry about how it works, but we will give a short explanation below, so you can understand the process from the member filling in a Direct Debit Mandate to the club receiving the money for that member s fees. Before we begin, you must understand that Direct debiting through Club Organiser will only debit money from member s on a monthly basis. It will not debit it weekly, quarterly or at any other time. First of all the member signs into their Club Organiser account and clicks on Payments Direct Debit Mandate Setup. They enter their name, bank account sort code and account number and choose their address, based on their postcode. Once confirmed this mandate is created and submitted to their bank. A few days later, presuming there haven t been any problems, the mandate will become active, and your club can then start requesting payments from them. When the mandate is activated, Club Organiser receives the next date it is possible to take a payment from GoCardless and sets this as the member s next payment date, unless the club has a set day each month it wants to receive all it s payments. Also the member s account within Club Organiser is set to a payment frequency of Monthly and a payment type of Direct Debit. If these are ever changed then Club Organiser will not attempt to request payments from that member by Direct Debit. Every day Club Organiser runs an automated process that checks to see who s payments are due in 7 days time, and sends a request to each member s bank asking for payment of the total of all their section s monthly fees (unless they have a reduced fee amount set on their Club Organiser account, in which case it uses this amount). 7 days later (if this falls on a weekend then the next working day), assuming there are no problems, the payment is taken from the member s bank account and stored with GoCardless, and then a few days later is paid out to the Club s bank account. If the club chooses it can absorb the cost of GoCardless fees so the member only pays their normal monthly fee, or the fees can be added on top of the monthly amount the choice is your s and Club Organiser takes care of all the calculations for you. N.B. Any changes to the member s section fees in the 7 days between the Direct Debit payment being raised, and the Direct Debit payment being taken will NOT reflect in the amount debited from the member, but could potentially affect the amount Club Organiser automatically debits from the member s account statement on the 1 st day of every month. Once confirmation has been received by GoCardless that a member s payment has been successful, Club Organiser credits their account statement.

7 3 Mandates Only your club members can set up a Direct Debit Mandate. When this is done, both of you will receive an from GoCardless. If a mandate is ever cancelled by the member, or expires because no payments have been taken in 13 months, then you must delete the mandate, and ask the member to set up a new one. Unfortunately it is not possible to reinstate a failed mandate. It is also not possible to refund Direct Debit payments. This needs to be done by other means. If you are a Super User you can list details of all the mandates/payments in favour of the club by clicking on Accounts Direct Debit Report, which will also tell you whether payments have been requested, and for how much.

8 4 Payments Payments, as mentioned in section 2 are generated automatically based on either the club s designated payment day, or otherwise the member s direct debit payment day (which was set when the mandate became active). They are generated 7 days before the next payment date, and sent to the member s bank for payment. If the payment fails because the member does not have enough in their bank account, then this will not be resubmitted automatically. You will need to sign into your GoCardless dashboard and do it through there. Once a payment is made, it is possible to refund it in full to the member, by clicking Accounts Refund Direct Debit Payment. If you are a Super User you can list details of all the payments submitted or paid by members by clicking on Accounts Direct Debit Report.

9 5 Payouts Payouts are made a few days after the payment has been successful, and the money is then transferred to the club s bank account. GoCardless takes off it s fees before making payouts to the club. 6 Troubleshooting Occasionally things happen to member s Direct Debit Mandates (they cancel them, the bank cancels them or they fail), and you ll need to delete them from the system so they can set up a new one. To do this, as a Super User go to the Accounts Delete Failed DD Mandate page, choose the member who s mandate you wish to remove and then click the Delete Failed Mandate button. You can also delete active mandates from the system as well, in the case of a member who leaves the club, by going to the Accounts Cancel Active Mandate page. When a member is set to inactive, but left on the system, in case they are returning in the future there is no need to delete their mandate as no payments will be requested from an inactive member.