Direct Debit (Pay-Suite integration)

Some initial setup must be done by the Projects/Support team first as this uses parts of Roundsman, like the licence configurator that are only editable by Access Admin.

The Access Pay API Key is provided by the Pay-Suite team and must be given to your Project Manager when the project is started.

In system settings there are several essential settings that must be configured before any testing can begin, this will be done by your Project Manager.

This may also require the setup of a DNS record for server callbacks, including the port number you want to use and a https certificate, please speak with your PM for more information on this.

All configuration is done either by the service install script or is pulled from the settings.

a) This step needs to be done by the Projects team before the Pay-Suite project goes live as the process that sends the direct debit instruction to pay-suite is the New Instruction Posting, this would have already been done for existing DD customers as they are already in status Active and not status New.

b) All active direct debits need to be extracted from the Roundsman database, including bank account and sort code, bank name DD reference., which then needs to be passed to the Pay-Suite team so that they can do a bulk initial insert.

c) Pay-Suite will provide a customer contract GUID and customer GUID which then needs bulk inserting back into the Roundsman database.

a) Customer provides the dairy with their bank details, go into the account screen in Roundsman and use the Create New Direct Debit link on the right, fill in the pop-up form that opens. Invoice layout, Billing Period and Invoice group can also be changed at this point.

b) When submitted this information will be passed into the Account Credit Control screen and the Status will be set as New Instruction.

c) The dairy will then need to submit these New instructions according to their requirements, every day, once a week etc...

d) Navigate to invoicing >> Epayments >> select Get Instructions, enter a description to identify the run, select all >> post >> those details would then be sent in real time up to Pay-Suite. (this is the only time Roundsman will send bank details to Pay-Suite for those customers, to keep everything secure from this point the contract GUID is used) The tick box New Instruction Pending will now be checked on the Credit Control screen and it will be marked as Status Active immediately. The GUIDs will be filled out and New direct debit references will also be generated.

e) On the database in the Account Table, you should now be able to see the DDContractID and the DDCustomerRef have values, there should be no delay.

f) If for any reason an instruction needs to be re-submitted then this can be done by un-ticking the New Instruction Pending tick box. This should be used with caution to avoid duplicates.

a) If a customer has changed their bank account they can use something called a switching service, when the new bank will ensure all of the direct debits and various re-occurring payments are moved to the new account. Pay-Suite will receive these notifications through BACS, and this info will be updated back into Roundsman. (the dd stays active with all of the same details)

b) If a customer does not use the switching service, the direct debit needs to be cancelled in the Credit Control screen, the cancellation posted to pay-suite and then set up again, outside of the Credit Control screen, using the steps detailed above for creating a New Instruction (use the Create New Instruction pop-up) Please be aware this will again be subject to the five day clearing. Also if you are cancelling a direct debit and still have the account window open and then try to create a new instruction this may not work, make sure you close the Credit Control screen before creating a new instruction to allow the status to update after cancelling.

c) Or the new details can be updated in Roundsman (without cancelling the direct debit) then the new details would need to be manually communicated to Pay-Suite. (Remember the only time Roundsman communicates bank details, with pay-suite is when a brand New instruction is created.)

a) Navigate to invoicing >> Epayments >> Set the date from which you want the payment to be taken in the Epayments Date box. Roundsman will return a list of all payments values (invoices) that are due on or before that date. Set billing period and click on get invoices due.

b) There is also a link to get balances due, which can be used, the difference in the two methods is that, get invoices due will return an individual payment line for each invoice. So if you are billing monthly and have 1 invoice per week for a customer you will get 4 separate payment lines, which will be taken as 4 payments. Get balances will serve a single line per account for the entire amount due regardless of the amount of invoices. Please note these methods cannot be used interchangeably, as invoices are only flagged as paid if the get invoice method is used, switching to get balances would cause duplicate payments. If you want to switch methods then should speak with support/projects to look at timings and balances.

c) When there is a list present in the Epayments screen, from either get balances due or get invoices due, then Select All >> Post can be clicked to send the payment requests to Pay-Suite ready for payment to be taken.

d) Then navigate to EPayments run list, click on a run date and the status will read Pending on the right hand side for each item if it has processed successfully, if not the status will read submitted.

e) If the run has failed, i.e. nothing has been received by Pay-Suite and this has been checked with them, then you can right click on the run and use undo-run to reset that payments run and try it again. Please note before undoing and retrying a run its a good idea to try and figure out why it failed in the first place.

f) If Pay-Suite do have the payments but the run still shows status submitted then Roundsman has not yet received a response back from Pay-Suite. This would need investigation, could be a DNS issue or network problem etc, if Pay-Suite continues to try and send a response which does not get through to Roundsman then the web hooks may become de-activated and would need to be set up again/re-activated. Please make sure all of the web hooks have been re-activated by Pay-Suite before retrying once the web hooks are re-activated then the queued response should start processing again.

g) There is an SQL Job agent which checks the payments with Pay-Suite and creates the payment in Roundsman, it will also auto allocate these payments to an invoice as long as Get invoices Due was used.

If get balances due was used then the payments have to be manually allocated.

The SQL job will create the payments UNLESS Pay-suite tells Roundsman that the payment failed.

If the failure comes back from Pay-Suite after the payment has already been created then it will be backed out by the system and any allocation will be removed, this will be done whether or not get invoice or get balances has been used.

In Pay-Suite each dairy account has a bank sponsored payment limit, if this is exceeded it could result in a payment failure. This only really causes an issue if get balances is used as this could result in a single payment request that breaches the limit. You will need to contact Pay-suite to increase or lower this limit.