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Manage debit orders

Masterfile

Before a debit order batch can be processed it is necessary to capture the details of the relevant clients onto the system. This information is stored in what we refer to as a Masterfile. The only time you will not manually add clients to your Masterfile is if you are uploading your clients via the debit order converter file or using integrated software.

Add a new client to your Masterfile

Once you have navigated to > Services > Debit orders > Manage debit orders > Masterfile, you will be provided with the below options:

  1. Insert a unique account reference: This is a reference to differentiate clients from one another in the Masterfile. It can be any reference greater than 4 (four) characters, but each account reference in the Masterfile must be unique. Duplication of account references is not possible, and the system will return an error if attempted.
  2. Insert the Account name, company name or surname followed by initials: The client to whom the debit order relates.
  3. Insert the Debit amount: The default amount to be debited. This amount can always be changed prior to creating a batch. It can also be changed at the time a batch is created; however, no change will be made to the Masterfile if the amount is changed when setting up the batch.
  4. Once you are satisfied with the above information you have inserted click: “Submit“.
  5. Insert bank account details.
  6. Expand the Bank account tab by clicking on the down arrow to the right of the tab heading.

If you are adding a client with a Bank account, please refer A below, if you are adding a client with a Credit Card, please refer to B below:

A. Adding a client with a Bank account:

  • Payment method type: Bank account
  • Insert Bank account name: The owner of the Bank account which will be debited. This might not be the same as the Account Name. For example, somebody may use their Bank account to pay for their wife and children’s individual gym subscription.
  • Insert the Bank account number: The number of the Bank account to be debited – include leading Zero’s, if applicable
  • Select the Generic branch code in the field provided – The branch code of the relevant Bank. It is recommended that the universal branch codes always be used, where available.
  • Bank account type: Current Account | Savings Account | Transmission Account | Bond Account | Subscription Share
  • Click “Submit

Netcash will now validate the Bank account and branch code and accept the record if successfully validated. If the account fails validation, then the Bank account record will not be added to the Masterfile.

Insert ID number if you would like to verify Bank account details. Account details and Bank account information is the minimum amount of information required in order to create a Masterfile entry that can be processed in a debit order batch.

B. Adding a Credit Card client:

  • Payment method type: Select Credit Card
  • Click on “Submit card details
  • Insert the Credit Card number, expiry date and name
  • Click on “Submit
  • Card details will be validated, close the window to return to the Masterfile.

Because Netcash is PCI DSS (“Payment Card Industry Data Security Standard”) compliant, we do not store Credit Card numbers anywhere on our system. All Credit Card transactions are managed via a Credit Card token and a masked Credit Card number. When adding Credit Card details the system generates a token together with a masked Credit Card number. 

Please note that any information changed in the Masterfile must be changed prior to setting up a batch. Any change in the Masterfile will NOT be pulled through to a batch, which has already been created.

Once you have captured the above bank details in your Masterfile, you will have the below optional tabs to complete, please note that these are also your edit tabs to change any details.

Editing clients in your Masterfile

In the Masterfile list view, by clicking on the Pencil on the left of the Masterfile entry, you can edit all information of your client, please see all tabs below:

Account details

  • Active: When you added your client in the Masterfile and clicked “active”.
  • Delete: You can tick “delete” if a client has cancelled their debit order. This client will be moved under your deleted status.
  • Edit: This option allows you to make changes to the details you have previously captured.
  • View change history: You can see which system user made the last change to the details captured.

Bank account

  • Submit AVS: This function allows you to do account verification, if you have Risk Reports service active.
  • Edit: This option allows you to make changes to the details that you have previously captured.
  • View change history: You can see which system user made the last change to the details captured.

Account grouping

  • Groups: You can add clients in groups according to your debit needs, such as specific debit dates.
  • Edit: You can edit the group or clients in the group.

Notifications

  • Payment Request: This need to be ticked and email or mobile number must be captured if you would like to activate Payment Request > Please refer to Pay Now functionalities.  
  • Email address: You can add a client’s email address here if you would like them to receive a notification for the debit order that will be processed on their account.
  • Mobile Number: You can add a client’s mobile number here if you would like them to receive a notification for the debit order that will be processed on their account.
  • Edit: This option allows you to make changes to the details that you have previously captured.
  • View change history: You can see which system user made the last change to the details captured.

Notification history

  • Email history: This should show the history of all the notification emails sent to the client for their debit order.
  • SMS history: This should show the history of all the notification SMS’s sent to the client for their debit order.

Transaction history

  • Transaction History will list the transactions processed against this client. Any unpaid transactions will be shown in red together with the reason code. The details of each individual transaction can be saved to a pdf document.

View full history

  • This allows you to see the full debit history of the client if there are more to display.

Contact details

The below details would need to be captured if you would like to make use of the Electronic Mandate.

  • Contact person
  • Title
  • Telephone number
  • Fax number
  • Identity number
  • Date of birth
  • Postal address 1
  • Postal address 2
  • Postal address postal code
  • Physical address 1
  • Physical address 2
  • Physical address postal code
  • Edit

Additional details (This field is optional)

  • Extra detail to be recorded against this account
  • Fields 1 – 9: This section provides you with 9 (nine) fields that you can utilise for any additional information of a client. This can be kept in the Masterfile for reference purposes.
  • Submit: This should be clicked once you are satisfied with all the extra information that you have captured.

Mandate

  • Debit order mandate: You have the option to store your client’s signed mandate directly onto the Netcash account, which you can upload here, or if you are using electronic mandates, it will automatically be uploaded here.
  • Submit

DebiCheck

  • Mandate list
  • Add mandate

Debit batches

When creating a debit order batch, the first thing to decide is whether it is going to be a “two-day” debit order batch or a “same day” debit order batch. 

Please note the following information before you create your debit order batch as per instruction further down below.

  • There is no restriction to the number of Same day and Two day batches which can be created for a specific action date.

Debit Order Batch Funds Release

Once a debit order batch has been processed, the funds received will be released on the following bases:

Two day batch: The proceeds of the batch will be credited to your Netcash account and any available balance will be released after midday on the same day the batch is processed. FNB account holders will have the funds in the account before midnight on the action date, while all other banks will reflect the funds the following day.

Same day batch: The proceeds of the batch will be credited to your Netcash account and any available balance will be made after midday on the first working day, following the action date. The term “Same day batch” does NOT mean that the funds will be paid on the same day the batch is processed. Same day batch refers to the option to be able to set up and authorized a batch and it will still run ON THAT Same day. As with the Two day batch, FNB clients will receive the funds later that day, all other banks on the following day.

Single transaction batches: Should a batch be processed that only contains a single transaction; the full value of the batch will be held for 22 (twenty two) working days. This is because of the risks associated with debit orders. While we can apportion risk on batches with a number of transactions, this is not possible where there is only one transaction. Either the whole transaction is successful, or it is not. When selecting to release the proceeds of the batch, the date of their availability is shown in bold. 

If you have exceeded your line or daily limit, please contact Netcash to arrange a limit increase.

It is necessary for Netcash to manage risk. By default, when the debit order account is activated, the limits are set as follows:

  • Line item limit – R1,000
  • Daily limit – R20,000

Should these limits be insufficient, you will have to contact Netcash and discuss the limit requirements with the relevant account manager. Depending on the limit increase requested, it may be necessary to provide copies of mandates to account support, before this will be done.

Tip: Should you be requesting a large increase to a line limit or to a daily limit, please do not leave it until the day that you want to authorize the batch. Account support may request additional information and there could be insufficient time to perform the necessary checks.

Batches that have exceeded limits cannot be authorised.

Authorised batches cannot be edited (therefore unauthorise first). Action dates and service types can be edited by clicking on the pencil in the batch list screen.

If you do not see an authorise button, you do not have the necessary permissions. Please refer to your system superuser to provide the required permissions.

Authorisation column narratives:

  • Authorise – required to be authorised. Unauthorise – batch is authorised.
  • Co-auth – requires additional authoriser/s.
  • Date expired – batch has passed cut-off and has not been authorised.
  • Transactions required – no transactions/clients have been added to the batch.
Note: Final responsibility for the batch rests with the user who authorises the batch. Netcash accepts no responsibility for incorrect batch information as it is assumed that all relevant information has been checked by the user once the batch has been authorized.

Once you are on this page you are presented with 2 (two) buttons.

  • “Download”: This allows you to download all the batches that you have created but have not yet processed.
  • “Add debit batch”: This is where you start creating your debit order batch by clicking this button.

Creating debit order batches

  • Click on the “Add debit batch” button.
  • Select the debit type.
  • Select the “Action date” – this is the day that the client’s bank account will be debited.
  • Click on “Submit“.
  • Select the clients that you wish to add to this batch. This can be done by:
    – Selecting individual clients and clicking on the “Add selected to batch” button.
    – Filter by group, select group and “Add selected to batch” button.
    – Search and “Add selected to batch” button.

Once a debit order batch has been created successfully, this is where you will be able to view your debit order batch.

At this point, you can view the details of your batch such as, the date, service type, the volume and value of your debit order batch.

Please see below on how to view and edit a debit order batch

  • Once all clients have been added to the batch, click on the View batch button.
  • By clicking on the “Download” button you can export the batch report into the standard formats.
  • To edit an amount(s), click on the Pencil to the left of the client.
  • To delete a client, select the row and click on “Delete Account”.
  • If you are ready to authorise the batch, click on “Batch list”.

Editing dates/service types and deleting batches

  • In the Debit batches view click on the pencil to the left of the batch.
  • Select a new action date if required – Same day (in red) and Two day batches (in black) appear in the list. Click on “Submit”.
  • Batches can be deleted by clicking on the “Delete batch” button.

If you are satisfied with the details of the debit batch that you have created, you are then ready and able to authorize your debit order batch at this point, by clicking the blue “Authorize” button on the far right hand side of the screen> please refer to authorizations tab for steps on how to authorize.

Sub account batches

This screen allows you to see all your batches that have been created and that requires authorization, this includes debit order batches that you have created on your main Netcash account and on your sub accounts if you have sub accounts.

Please see steps below on how to authorize a debit order batch:

  • Click the “Authorise” button.
    Select “Email or SMS” notifications if you would like to notify your clients of the debits to be processed to their accounts.
  • Release funds to my bank account:
    a) Yes: Netcash will pay the proceeds of the batch less deductions to your bank account, when available.
    b) No: Proceeds will be credited to your Netcash account only – this creates an available balance for
    salary and creditor payments.
  • Accept the Terms and Conditions – the screen will then refresh and display an “Authorise” button.
  • Click on the “Authorise” button.
  • Your batch is now authorised, click “Ok”.
  • Your batch will now be displayed with an “Unauthorise” button in the Authorisation column – Batches can be
    “unauthorised” for further editing or deletion up until the cut-off time for that service (Two day or Same day service).

Note: It is also necessary that the option from the dropdown box next to “Release Funds to My Account” on the Authorization screen be selected. Only if the yes option is selected will funds be automatically released, otherwise it will be necessary to manually release the funds by going to:

  • Account
  • Manage Account
  • Release funds

This will result in delay in the transfer of the proceeds of the available balance.

Electronic mandates

Our electronic mandate solutions ensure that you obtain your clients authority to debit in a compliant, secure, and convenient manner.

  • Click on “Services / Debit orders / Manage debit orders / Electronic mandates”.
  • Click on “Add mandate”, you may note that the process is very similar to creating a new Masterfile entry.
  • Insert Account details, tick “Active” if required and “Submit“.
  • Insert Identification details – these are the details of the person who is to sign the mandate on behalf of the company/individual.
  • Bank account or Credit Card details can be inserted if you have them, alternatively they can be inserted by your client when authorising the mandate online.
  • Account grouping and Additional details are optional fields.

Complete the Contact details tab by clicking on Edit > PLEASE REFER TO CONTACT DETAILS TAB IN THE MASTERFILE 

  • Click on “Submit“. Complete the Electronic mandate tab. Note that the Commencement Day allows you to give your client a choice of dates on which to debit the Bank account / Credit Card. Tick additional clauses if you would like to add specific clauses to your mandate.
  • Click on “Update” and then “Submit mandate”.
  • A preview of the mandate will then be displayed, click on “Send mandate” when you are ready to send the mandate to your client. Netcash will now forward an email and SMS requesting your client to sign the mandate electronically.

Client signing process

  • Your client will receive an email and/or SMS requesting them to sign the mandate electronically, by clicking on a link to the signing pages.
  • The first step is to insert their first name (this is a verification step that requires the First name as entered by you in the Identification details tab). The OTP contained in the SMS/email is then inserted followed by “Submit”.
  • Complete the Contact information details and “Submit”.
  • Choose Bank account or Credit Card, insert details and select dates on which debits are to Commence and run, thereafter. Click on “Submit” and “Next”.
  • The 4th step is to review the mandate, note that additional clauses will appear at the bottom of the document. The client then has the choice to “Sign or Decline”.
  • Mandates are confirmed by inserting the OTP sent to the client’s mobile number.
  • The completed mandate is thereafter available for download.

Masterfile updates

  • All mandates captured will appear on the “Electronic mandates” main screen. Only mandates that have been signed (Accepted status) can be added to your Masterfile by selecting single or multiple mandates and clicking on the “Update Masterfile” button.
  • Mandates added to the Masterfile will appear under the Mandate tab when editing a Masterfile entry > PLEASE REFER TO MANDATE TAB IN THE MASTERFILE.
  • Note the electronic signature detail at the bottom of the mandate:

Card tokenisation

Netcash is a level 1 PCI DSS compliant company. This means that we are not permitted to retain credit card account details and this done in order to prevent fraud. Once the card details have been entered, the credit card number will be masked (only the first and last 4 (four) digits are displayed, and the remainder are zero filled).

A card token is generated and displayed below the card details. Tokens represent card details and can be used to submit transactions electronically to Netcash. Tokens will expire when the cards expire.

Unpaid codes

Code

Name

Description

02

Not provided for

There were insufficient funds in this account. Please contact the customer to make arrangements for alternative payment or arrange to process a double payment on the next batch run.

03

Debits not allowed to this account

The customers’ account is a special savings account and cannot be debited. Kindly request customer to provide alternative banking details account details or change the account to a Transmission Account.

04

Payment Stopped (by a/c holder)

Your customer has requested that payment be stopped and the debit order be reversed. Please contact your customer to query the Stop Payment. No further debit order instruction will run against this account until Stop Payment has been lifted.

06

Account Frozen (as in divorce, etc)

Your customers account has been frozen due to legal proceedings Please contact your customer to obtain alternative banking details. No further debit orders will be run against this account until legal proceedings have been completed.

08

Account in sequestration (private individual)

Your customers account has been frozen due to legal proceedings Please contact your customer to obtain alternative banking details as no further debit orders will be run against this account.

10

Account in liquidation (company)

Your customers account has been frozen due to legal proceedings Please contact your customer to obtain alternative banking details as no further debit orders will be run against this account.

12

Account closed (with no forwarding details)

Your customers account has been closed. Kindly contact your customer to obtain alternative banking details as no further debit orders can be run against this account.

14

Account transferred (within banking group)

Account transferred (within banking group)

16

Account transferred (to other banking group)

Account transferred (to another banking group)

18

Account holder deceased

Your customers’ account has been closed as the account holder is deceased. Please obtain alternative banking details if the debit is to continue or contact the customers’ attorneys for settlement

22

Account effects not cleared

Your customers’ account had funds but these were not cleared in time for the debit order to be processed. Please contact you customer to arrange manual payment or confirm when your debit order can be resubmitted

26

No such account

Your customers’ account may be invalid or has been closed. Please contact your customer to obtain alternative banking details.

28

Recall/Withdrawal

Your customer has requested a withdrawal of the debit order entry. Please contact your customer to clear up the dispute and re-submit if necessary.

30

No authority to debit / credit

Your customer has stopped payment of the debit order, allegedly due to you not having authority to debit the account. Please contact you r customer to resolve the dispute as no further debit orders will be submitted on this account until stop payment is lifted.

32

Debit in contravention of payer’s authority

Your customer has stopped payment of the debit order which allegedly is in contravention of the agreement entered into. Please contact your customer to resolve the dispute. No further debit orders can be submitted on this account until stop payment is lifted.

34

Authorisation cancelled

Your customer has stopped payment on the debit order, and cancelled the authorisation. Please contact your customer to resolve the dispute as no further debit orders will be submitted on this account until stop payment is lifted.

36

Previously stopped via stop payment advice

Your customer has previously stopped payment of the debit order due to a dispute. Please contact your customer to resolve the dispute as no further debit orders will be submitted on this account until stop payment is lifted.

50

Account Number Invalid

Your customers account is invalid. Please contact your customer to obtain alternative banking details.

51

Bank Recall

The bank has requested a recall on this debit order transaction entry. Please contact your customer to arrange settlement and resubmit if necessary.

56

Not FICA compliant

This account is not FICA compliant and the bank will not allow any further transactions to this account until your customer complies with the requirements. Please make alternative arrangements for payment with your client.

57

Duplicate Reversal

 

60

Consecutive unpaid rejection

There have been consecutive unpaid transactions against this account number. Remove the transaction from all future batches.

81

Credit Card Token Error

This transaction has been declined because there is a likely error in the token. Please get a new token for this card number and then rerun the transaction.

82

Credit Card Declined – Please Call

This transaction has been declined because the bank needs a call to authorise the transaction. Please contact the customer and ask them to contact the bank with regards to the transaction and then rerun the transaction.

83

Credit Card Timeout

This transaction has timed out on the bank credit card switch, but has not been declined. It has thus not reached the intended customer account. Please run this again in a new batch.

84

Credit Card Declined – Reported As Stolen

This transaction has been declined because the card has been reported stolen. Please contact the customer to get new details to process any additional transactions

85

Credit Card Declined – Account Closed

This transaction has been declined because the account has been closed. Please contact the customer to get new details to process any additional transactions

86

Credit Card Declined – Disputed by cardholder

This transaction has been declined because it has been disputed by cardholder. Please contact the customer to get new expiry date and process the transaction again.

87

Credit Card Declined – Invalid number

This transaction has been declined because it is an invalid card number. Please contact the customer to verify the details process the transaction again.

88

Credit Card Declined – Expired

This transaction has been declined because the card has expired. Please contact the customer to get new expiry date and process the transaction again.

89

Credit Card Declined

This transaction has been declined by the credit card company. Please contact the customer to make arrangements for alternative payment or arrange to process a double payment on the next batch run.

90

Non Possession of card

Gateway return with a reason of Non Possession of card is usually related to a return that was done because the card was used fraudulently.

145

Account failed final validation

This is a credit payment error when an account fails the final validation but still exists in the system with the incorrect details.