Netcash Debit Order (formerly SagePay direct debit)

Netcash Debit Order is a Splynx add-on (previously SagePay direct debit), used to generate debit orders and is processed via https://netcash.co.za/ .

To install Netcash Debit Orders, navigate to Config → Integrations → Add-ons:

addons icon

Locate the Netcash addon and click on the install button as on the screenshot below:

install

Alternatively, the addon can be installed using the following commands via a terminal on your server:

apt update
apt install splynx-netcash-debit-order

When the installation has completed, you need to register with Netcash and configure your account:

Account service key:

acc_service key

Debit orders service key:

do service key

PCI vault key:

pci vault key

And your merchant account number.

These values have to be added to add-on configuration, located in Config → Integrations → Modules list:

modules_list.png

Note: PCI vault key - this key is only needed when customers use their own credit cards to pay.

You can also set service fee and unpaid fee for customers and set which admins roles have access via the admin panel to Finance → Netcash Debit Order check payments.

settings2.png

The following roles can be specified in the field admins roles: super-administrator, administrator, manager, financial-manager, customer-creator, engineer and technician (account's permissions to Finance module and Netcash Debit Order add-on are required as well).

settings2.1.png

In order to disable the payments sync from Netcash → Splynx (e.g. you configured the payments sync from SageOne to Splynx), you can use Disable payment processing by system toggle. If toggle is enabled - cron will not sync payments to Splynx from Netcash side, if it's disabled - payments will be synced into Splynx.

disable_payment_processing

Also, admins can be notified when a customer has created a Netcash payment account. To enable this feature, use the Notifications settings provided.

Netcash

In case in Splynx system is used the multiple partners scheme, you can divide Netcash configuration between them. Create a new partner in Splynx, in Netcash config select the necessary partner and set the required settings.

Note: The fields marked with * sign have the different values from original ones (original values are related to Default partner).

The Netcash Debit Order add-on supports the Batch Auto Authorize function that allows the Splynx system to authorize batches automatically (once per hour) without manual/human intervention during the invoice payment.

To turn on this functionality, please enable the Auto-authorise batches toggle in the add-on configuration page and press Save button:

Important: The Batch Auto Authorize function is available on request and access is only granted by Netcash management approval. Use this link to send a request.

'Auto-authorise batches' explanation

In case you do not use the Batch Auto Authorize function, we have the following concept: the customers pay invoices, these payments are sent to Netcash side as batch files. After that, the administrator, at some intervals, logs into the Netcash account and manually authorises all customers' payments. The Netcash, for its part, does a final check of such payments and a provides the results; Splynx checks the Netcash output results by cron and we get the final status of the payments.

If the access is granted and Batch Auto Authorize function in enabled in Splynx, the concept will be as follows: the administrator no longer needs to log in and authorise the batches in the Netcash account manually. Splynx will send the request to Netcash once per hour in order to receive a list of all currently unauthorised payments and re-send request to Netcash again to authorise them.

The log records about the batch file (-s) authorisation can be found in Administration → Logs → Netcash Debit Order General Logs

Adding a Netcash Payment account

To add a Netcash payment account, navigate to the customer's "Billing" tab, and click on the card icon in the Payment accounts window.

add account.png

(It's recommended to use the card icon card_icon in order to add an account with validation)

In this section, an admin can add a Netcash payment account for the customer with the provided bank account or credit card details.

A payment account can be added by clicking on the plus_icon button, however, this method of adding an account will bypass the Netcash validation procedure.

Also, a Netcash payment account can be added from customer's portal as well:

add account.png

When customers have Netcash payment accounts configured, the admin can charge their invoices all at once.

General information - how the add-on works
1 An admin will charge the invoices in Splynx. Once charged successfully, bank statements + batch files will be created and sent to Netcash and the charged invoices will change to a "Pending" state
2 Netcash can take up to two days after the action date to receive the payments as well as non-payments (bounced payments)
3 Splynx will check Netcash twice a day for any payments and allocate them to the correct invoice in which case the invoice will become “paid”. In the case we receive non-payments, the invoice status will return to unpaid

This is the concept that will allow us to run debit orders.

Navigate to Finance / Invoices:

charge1.png

Invoices can be charged by full invoice amount or by customer balance:

charge1.png

charge balances.png

If you charge the invoices using the “Netcash_balance” charge handler, the customer will be charged not according to an invoice amount, but with the amount outstanding on the customer’s account.
For example: a customer has an invoice with an amount of 10, in the current month, but the balance of the account is -100 (meaning the customer didn't pay for 10 months) in this case, the customer will be charged with the amount of 100 and not 10.

Please be very attentive when using the “Netcash_balances” charge handler.

Note that the ability to charge balances have been removed from the features of the addon, however, it will be re-introduced in version 3.2 of Splynx

Once charged, Splynx will create and send the debit batch file with the payment details to https://netcash.co.za/. When the file is received in Netcash, you should select the correct batch type, either “two days” or “same day” as well as the action date. The last step is to click on authorize and complete the procedure, after which Netcash will process the file on the selected action date.

Splynx will send two requests per day (00:15 and 12:15) to Netcash via a cron job to retrieve the payments from Netcash. This will auto allocate the payments and update the invoice statuses to “paid”. You can also manually run the check payments for any historic date by using the Netcash debit order check payments in the finance module:

check payments

The charge history can be viewed under the "Charge history" tab:

history

File records with charged invoices can be downloaded or deleted in this section.

The process of invoice charging can be automated. To achieve this, an admin should add an "Auto charge filter":

auto charge

Be vigilant when creating this filter as it will process the charge without any human interaction/intervention.

How to re-charge the invoices

The debit order batch should be deleted in Netcash as well as the relevant bank statement in Splynx (be very vigilant when deleting bank statements as deleting the wrong statement can cause payments not to be auto allocated back to the correct invoices), once completed, invoices can be re-charged

Customer portal widgets (entry points)

After installing the Netcash Debit order addon, customers can pay their invoices directly from their portal page using widgets.

The first step is to enable the widgets (entry points) in the module configuration:

enable widget

Once here, widgets can be enabled/disabled and updated by partner or location values to make this widget available only for specific partners or locations.

edit widgets

entry point

Once it's enabled let's navigate to the customer portal:

widget1

The first entry point allows customers to pay their invoices on the dashboard of the customer portal.

Another entry point allows payment for a specific invoice under Finance → Invoices:

widget2

The customer can also view, update, or remove Netcash account details here:

add account.png

Note: if the customer pays their invoices using the Netcash Debit Order addon on the portal, a new bank statement will be created on the admin portal (Finance → Bank statements → History). We use bank statements in Splynx to track and allocate payments to the correct invoices once retrieved.

Direct payments

Using the payments links is the simplest way to accept payments made with credit card or bank account. This feature is available in the Netcash Debit Order addon to pay Invoices and Proforma Invoices. This provides convenience and simplicity for your customer, so the amount of on-time payments will increase. For example, you can add a payment link to the e-mail with the (proforma) invoice, as a result, the customer can make payment quickly by clicking onto this link instead of logging in to their Portal page. In case the customer has saved the payment credentials on the Portal, later the customer does not need to add any further details when using the direct payment link.

To create a direct payment link, please use the patterns below:

To pay the Invoice:

by invoice ID
https://<splynx_domain_address>/netcash-debit-order/direct-pay-invoice-by-id?item_id=<invoice_id>

by invoice number
https://<splynx_domain_address>/netcash-debit-order/direct-pay-invoice?item_id=<invoice_number>

To pay the Proforma Invoice:

by proforma invoice ID
https://<splynx_domain_address>/netcash-debit-order/direct-pay-proforma-by-id?item_id=<proforma_id>

by proforma invoice number
https://<splynx_domain_address>/netcash-debit-order/direct-pay-proforma?item_id=<proforma_number>

Screenshots

Admin page widgets and log files

Netcash logs can be found under Administration → Logs:

logs

In general logs, the different records can be viewed, like when a statement was created or when payments were processed, etc:

general logs

Under charge logs only logs regarding charges can be found:

charge logs

Netcash Debit Order import

We have created a tool that we use to import account details from the Netcash Master file or any other CSV with the relevant details. We simply require an identifier to match the payment record in the document to the customer on Splynx e.g. an account/reference number or customer name. This tool can be found under Config -> Tools:

import tool

In this section, a CSV file can be uploaded, a delimiter can be selected and finally, the file can be uploaded:

import

When the data has been uploaded, select the corresponding header:

fields

Note: The file must contain the Customer id, Bank account type id, Branch code, Bank account number, Account holder name and Payment method id fields.

Change customer's payment method during import

payment_method_import

payment_method_import

In case Payment method id value is set in CSV file and payment method exists in Splynx, the customer's Payment method (Customers → List → View Customer → Billing → Billing Overview → Billing Settings section → Payment method field) will be changed after import.

If Payment method id value is empty in CSV file - the customer's payment method will not be changed.

And, when Payment method id value is incorrect - it will be ignored during import.

payment_method_import