PaymentInfo/AutomatedPayment

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Automated Payment

Introduction

For customers who are signed up for the Emersion Payment System (aka EPS), automated payment details may be configured on a per-customer basis.

On a regular basis throughout the day, our AutomatedPayment process runs and acts on all of your children accounts based on a set of criteria being met. For each account that has valid automated payment info, AutomatedPayment executes the following steps:

  • Check if the current account has an incomplete payment. If it has an incomplete payment, exit. Incomplete payments are listed as a Pending Payment in the Cumulus UI.
  • Check if the account has any outstanding invoice(s). If none exist, exit.No automatic payment will be taken.
  • Check if the account has a default payment method. If no, exit.
  • Determine the account's Automated Payment Terms - See below definitions
  • Loop through all outstanding invoices for the account
  • Check if the current invoice needs to be paid based on the automated payment terms. If yes, add outstanding amount.
  • Check if the amount is greater than minimum payment limit. If not, exit.
  • Generate a payment. (Notes: if the payment method is credit card, we need to get credit card sub-type from EPS, which may cause payment failure.)

System default rules:

  • For Automated Credit Card Payments, the system will retry to process the credit card details 3 times before disabling the payment method.
  • For deduction from a bank account, the system will accept 1 failure before disabling the payment method.

Service providers can choose to have the following system defaults overridden:

  • Maximum number of retries
  • Days between each retry. The minimum is 1. 0 and negative values are not supported.

Please contact Wmersion Support to implement different default values for your service provider account. These values cannot be overridden at the customer or end user account level. Overrides of these values replaces the system default with your own default.

Automated Payment Configuration

  • Screenshots

  • Automated Payment - Initial Page


Initially, your customer will not have any automated payment details configured. You will need to navigate to:
Customers > Customer List > (Select a customer) > Payment Methods (tab) to make the following changes.

  • Important fields are listed & described below...
Status
Various Automated Payment Status options are available for you to select. You can set Enabled (as long as you have configured a Payment Type (listed below)
Payment Type Options & Descriptions
Option Description
Disabled No automated payments will be taken using this status. This is the Default option
Enabled Automated Payments will be enabled and be taken using the above criteria and below terms
Suspended An alternative to Disabled above. No automated payments will be taken
Suspended By System When the AutomatedPayment process receives an error 3 consecutive times (days, currently) the system will automatically Suspend automated payments for this customer. You can check the Failed Payments (Finance > Accounts Receivable > Failed Payments) to determine the errors. Once the problem has been resolved, you may manually set this customer's automated payment status back to Enabled. (For example: Credit Card expired. System fails payment 3 times. Credit card expiry number updated in Cumulus. Status returned back to Enabled. Automated payments continue from the following day's run of the AutomatedPayment process)


Payment Type
This setting will tell the Emersion Payment System (EPS) to use one of the available payment methods that you have access to (Please contact Emersion Support if you do not have access to basic Credit Card and/or Direct Debit)
Min. Payment Amount ($)
This is the amount (in dollars ($) - inc TAX) that EPS uses to determine a minimum amount that is due for payment that must be reached for this condition to be true.
Automated Payment Terms (Days)
This is the amount of days past the DUE DATE of the latest approved invoice. A value of 0 here will mean the condition returns true on the day the invoice is due.

Note: Both of these option values will determine whether an automated payment is taken or not

Note:Both Min Payment Amount & Automated Payment Terms fields are known as Account Attributes. This means you can have these values configured for ALL of your children account to use as a default. Most account attributes throughout Cumulus can be overridden using the Override check box and inputting a custom/different value.

Automated Payment Failure Count
On each run of the AutomatedPayment process that fails for a particular credit card
Examples (Assuming payment details are configured, payment method is set & status is enabled)
Outstanding Invoices? Min Payment Amount? Terms? Result?
No N/A N/A Automated payment will NOT be taken
Yes null 3 Automated payment WILL be taken for any outstanding amount - but only 3 days after the due date
Yes $10 0 Automated payment WILL be taken on the day the invoice is due - but only if the outstanding amount is $10 or greater
Yes $50 1 Automated payment WILL be taken - but only 1 day after the invoice is due AND the outstanding amount is $50 or greater


Credit Card Details

  • Screenshots

  • Automated Payment - Credit Card Details


Most of the input fields on this page are self explanatory. There is input validation on the following fields:

Credit Card Input Validation
Field Validation
Credit Card No. All card types checked for their type specific lengths & also checked for card number validity (ie. Luhn algorithm check). Characters allowed (0123456789).
CVV Also known as CVV2 (Visa), (CVC Card Validation Code - MasterCard), CID (Card Identification - American Express & Discover), CIN (Card Identification Number) & CSC (Card Security Code). Characters allowed (0123456789).

Capturing the customers CVV is NOT mandatory, but is validated if used.

Other important fields include:

Finance Charges(%)
If a value exists, this will determine the percentage (%) of the total transaction amount that will be added to the customers next invoice as a cardline.
Finance Charges($)
If a value exists, this will determine a specific dollar ($) amount that will be added to the customers next invoice as a cardline.

Example: Some providers will usually opt for a small percentage surcharge on MasterCard to recover surcharge costs from their merchant.

Note: The finance charges fields are inherited from your own account settings. The UI does not currently allow for you to configure your 'base' settings yourself. Please contact Support should you wish to have these settings enabled

Direct Debit Details

  • Screenshots

  • Automated Payment - Direct Debit Details


Most of the input fields on this page are self explanatory. There is input validation on the following fields:

Credit Card Input Validation
Field Validation
BSB Currently, only Australian bank BSB's are supported (ie. 6 digits). Dashes (-) and spaces ( ) will be stripped. Characters allowed (0123456789).
Account Number 4 - 10 digits only. Dashes (-) and spaces ( ) will be stripped. Characters allowed (0123456789).

Note: Emersion do not validate bank account numbers. Please ensure both the bank account number entered is correct and no existing external direct debit automation is currently active for the chosen customer

Finance Charges are the same as above.


BPAY Details

  • Screenshots

  • Automated Payment - BPAY Details


Although BPAY does not specifically contact any external gateway to perform payments, we have included this payment option (and it's configuration) under our Automated Payment system.

Most of the input fields on this page are self explanatory. There is input validation on the following fields:

BPAY Input Validation
Field Validation
Biller Code This is a drop down list of values you have previously defined. You can set/add Biller Codes by navigating to Home > Bpay Biller Code and clicking 'Create New Biller Code'.
Reference This field accepts a numeric value that will be used to uniquely identify BPAY payments from your customer.

BPAY Customer Reference Numbers can also be auto generated per customer. Simply select an alternate biller code and the Emersion system will automatically generate and insert a reference number for you. Currently, we use the 6 digit customer account number, run the account number through the Luhn algorithm to generate a single check digit at the end of the account number & then pad it with an extra 0 at the beginning.

Example: Account Number 101897, run through Luhn generates 7 as a check digit. Add a 0 to the beginning and the reference number will become 01818977. (Emersion may, in the future, provide support for customised digit padding & algorithm choice for BPAY Reference Number auto generation)

Finance Charges are the same as above.


Extra Information

If you only enter either credit card, bank account or bpay details and save them without modifying the Status or setting a Payment Method, the system will automatically set the automated payment status to Disabled to prevent accidental automated payments from being taken. You MUST both Enable the automated payment AND set the payment type if you wish to activate automated payments for the chosen customer.

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