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

Use the Automatic Payments sub-tab to record automatic payment details for debtors. Automatic payments can be:

debited from a bank or credit card account
fixed instalments or the balance owing
split between multiple bank accounts if required.

Bank payments

Select EFT payments to produce a standard file that can be imported into your bank's EFT processing program. Several formats are supported:

ABA (Australian Banking Association) in Australia
NZMTG in New Zealand
OCBC (Overseas Chinese Banking Corporation)
Westpac New Zealand
Bank of New Zealand
National Bank NZ.

Credit card payments

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.

Payment plans

If your school has configured payment plans, your debtors can update the information on this tab by making selections on the Payment Plans tab of the Community Portal. For information about configuring payment plans, see Configuring payment plans.

Note: Payment plan payment preferences (entered on Payment Plans tab of the Community Portal and maintained using this tab) and instalment charges (maintained using the Instalments tab) can be linked or unlinked. When they are:

linked updating the information on one tab automatically updates the other
unlinked the tabs can be updated independently.

For more information, see LinkInstalmentsAndPlansFlag configuration setting.

Opening the Automatic Payments sub-tab

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.

Automatic Payments sub-tab key fields and buttons
Automatic Payment Methods grid area fields

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.

Automatic Payment Methods area buttons

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.

Credit Card Details sub-tab fields and buttons

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.

Note: You can use the Credit Card Configuration window to control which users at your organisation can enter, view, and update credit card details. See Configuring credit card access.

Fields

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: Once the credit card has been confirmed and encrypted, you can edit the credit card details by clicking . See below.
Expiry Date	Expiry date of the credit card.

Buttons

Field

Description

Edit the credit card details.

Note: You need to have Update rights to the DEB|DebtorMaint|PaymentType|AutomaticPayments security permission to view this button.

E.F.T. Details sub-tab fields

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.

Automatic Payments area fields

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.

Voluntary Contributions grid area fields

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 (Finance) 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:

Voluntary Contributions area buttons

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