Set Up Direct Debit to Receive Payments

Overview

If you use Direct Debit as a method of receiving payments from customers, this can be enabled in your portal. If you need this enabled, please contact Support. Please confirm with your financial institution that your account is set up to process these types of payments before commencing the set up process in Astute. 

You'll need to have at least one bank account set up in Config > Company Management > select the entity > Accounts set up with a ‘Y’ in the Invoicing column. You can view individual settings for an account by clicking on the name. 

If your bank or financial institution requires an APCA Identification Number (or DE User ID to process direct debit bank files, please also ensure that this is entered.

Enable Direct Debit as a Customer Default

To enable direct debit on all customers by default:

1. Go to Config > Company Management > select the entity > Invoicing.

2. Tick the Customers Default checkbox under Direct Debits. If this checkbox is not ticked, you can still enable individual customers for direct debit.

3. Select the bank account to be used for the payment files.

4. Set the Direct Debit Due Date.

5. Click Save.

Enable Direct Debit for a Customer

To enable direct debit for a customer:

1. Go to Users > Customer > select the customer > Billing Details.

2. Tick the Direct Debit Payments checkbox and select whether this is the ‘Preferred Method of Payment’.

3. Enter the bank account name, BSB and account number for the customer.

4. Click Save.

Credit Card payments can be enabled for a customer by ticking the Credit Card Payments checkbox in the following section, then entering your PayWay ID and clicking Save.

Method of Payment

The Preferred Method of Payment for direct debit or credit card payments identifies which payment method the customer prefers when payment runs are generated.

Only one payment method can be set as preferred for each customer, even if direct debit and credit card payments are both enabled.

Setting a Preferred Method of Payment will not prevent a customer from paying invoices offline prior to the due date.

You can set the Method of Payment for individual jobs, so that they won’t automatically use the customer default. This option will need to be switched on in your portal, please contact our Support Team.

Edit the Preferred Method on a Job

1. Go to Users > Employees > select the employee > select the job > Payroll Admin.

2. In the Invoicing section, select the Payment Method from the drop-down list.

3. Click Save.

The Payment Methods you can choose from on the job are:

Customer Setting	Users the Preferred Method of Payment set in the Customer profile
Enable Direct Debit payment for this job	Users direct debit payments as the preferred method for this job. This option will only appear if direct debit payments have been enabled in the Customer profile.
Enable Credit Card payment for this job	Uses credit card payments as the preferred method for this job. This option will only appear if credit card payments have been enabled in the Customer profile.
Disabled	Turns off both direct debit and credit card payments for this job.