Reports

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Index

Debit orders overview

A range of interactive charts and graphs are available to give you a clear, visual overview of your Debit Order activity. These insights make it easy to track performance, monitor trends, and better understand how your Debit Orders are behaving over time.

You can filter and view your Debit Order transactions across various time periods, allowing you to zoom in on specific dates or review longer‑term patterns.

Navigate to Services > Debit orders > Reports > Debit orders overview

To select a specific time period, simply click on the drop‑down menu and choose the date range you’d like to view

Monthly
Last 6 months
Last year

The following charts and graphs are available to give you a clear, visual snapshot of your Debit Order activity. Each view is designed to make your data easy to understand at a glance:

Debit Order Value – Displays the total monetary value of Debit Orders processed, helping you track collection amounts over time.
Debit Order Volume – Shows the number of
Debit Orders submitted, giving insight into overall transaction activity.
Debtor Volume – Reflects the number of unique debtors included, allowing you to monitor customer participation and trends.
Unpaid Value – Highlights the total value of unpaid or returned transactions, helping you quickly assess collection performance.

Together, these charts provide valuable insights into trends, performance, and overall Debit Order success—making it easier to manage and optimise your collections with confidence.

Debit batch reports

Once your batches have been successfully authorised, they will automatically become available in the Batch Report menu after the relevant cut‑off time for that specific service. This ensures that all processing has been completed and the most accurate information is displayed.

The batch report provides a clear and detailed view of your submitted batches, making it easy to review, track, and reconcile your Debit Order activity.

To access and download your batch report, simply follow the steps below:

Navigate to Services > Debit orders > Reports > Debit batch reports.

A list of processed batches will appear.
Click on the Printer to the left of the batch to obtain a report.
Choose the Format you require and download.

The batch report provides a detailed breakdown of all transactions processed within the batch, giving you full visibility of each Debit Order submission.
Transactions are colour‑coded to make reviewing your results quick and intuitive:

Customer details displayed in black indicate that, at the time you are viewing the report, Netcash has received no notification from the banks to suggest that the transaction was unsuccessful. In other words, the Debit Order is currently showing as successfully processed.

Transaction details highlighted in red signal that the Debit Order collection was not successful. This visual cue allows you to easily identify returned or declined transactions at a glance.

For unsuccessful transactions, the reason for the failure is clearly indicated by a code displayed after the customer’s name. These codes help you quickly understand why the Debit Order did not go through, allowing you to take the appropriate next steps with confidence.

To view additional information on your batch, click on View batch detail report.

The above batch detail report provides the following information:

Date authorised
Who authorised the batch
Action Date
Settlement date – the date on which the retention amounts are due
No transactions submitted
Value of the batch
Number of unpaid transactions
Value of unpaid transactions
Percentage of unpaid transactions

Note:

It’s important to note that even if a transaction does not appear as unpaid when viewing the batch report, this does not guarantee that it won’t still be returned at a later stage.

While Netcash typically receives notification of the majority of unpaid or returned transactions within four days of the batch being processed, there are instances where a return may occur later. This can happen, for example, if a customer disputes a transaction after this period and the bank subsequently processes a return.

As a third‑party payment provider, Netcash is reliant on the information provided to us by the banks and reports transaction outcomes accordingly. We are therefore not responsible for unpaid or returned transactions, but rather act as a conduit for the updates received from the banking system.

In cases where a transaction is returned, such as for insufficient funds, and the customer believes this to be incorrect, the matter will need to be resolved directly between the customer and their bank, as only the bank is able to investigate and confirm the status of the account at the time of collection.

Understanding this process helps set clear expectations and ensures that any disputes can be addressed as efficiently as possible.

To view the security retention and unpaid retention with release dates per debit batch report, click on the download button. Please note that retentions may differ on the date of release due to unpaids being returned to your Netcash account.

Deleted batches

This screen provides a convenient overview of batches that were deleted before they were ever processed, as well as individual entries that have been removed from a batch.

It allows you to easily review items that were intentionally withdrawn or adjusted prior to processing, helping you maintain clarity and control over your submissions. Having this visibility ensures full transparency and makes it simpler to track changes, corrections, or clean‑ups made along the way.

Navigate to Services > Debit orders > Reports > Deleted Debit batches.

Please note that only batches that are not authorised may be deleted. Once a batch has been deleted in can not be reactivated and must be created again.

Audit reports

The Masterfile Audit Report gives you clear visibility into all activity taking place within your Masterfile. It allows you to easily see which customers have been created, edited, or duplicated, helping you keep track of changes and maintain accurate, up‑to‑date records.

This report is especially useful for monitoring updates over time, identifying duplicate entries, and ensuring your customer information remains clean, consistent, and well‑managed, all from one convenient view.

Navigate to Services > Debit orders > Reports > Audit report

Select the date range
Select the Result type and click on Submit
A list of customers will be displayed that conform to your request. Click on the Pencil to the left of the customer to view audit details

Note: If you are uploading debit batches, the system is unable to determine which user made the change, and consequently, the file upload will be displayed in the Changed by column.

Unpaid reports

The Unpaid Report helps you effortlessly keep an eye on unpaid customers linked to your Netcash account. It provides clear insight into outstanding and returned transactions, making it easier to track unpaid Debit Orders and take timely action.

With everything neatly presented in one place, this report supports smoother follow‑ups, better customer communication, and more confident management of your collections.

Total unpaids:

Navigate to Services > Debit orders > Reports > Unpaid reports > Total unpaids

Select the From date and insert the Unpaid count
Click on Show Report

Consecutive unpaids:

Navigate to Services > Debit orders > Reports > Consecutive unpaids

Select the Date range
Click on Submit

A report can be generated based on the number of unpaid transactions over a specific period. This provides useful information on which customers need to be monitored and the cost implications of their unpaid transactions.

Statistics

Batch Statistics provide a helpful overview of the volume of transactions processed on your account. By analysing the percentage of unpaid transactions, this report calculates the average unpaid rate for your account over time.

These insights give you a clear indication of how successful your Debit Order collections are and help identify overall performance trends at a glance. The information is also used by Netcash to accurately calculate the required percentages for Unpaid Retention, ensuring that your account continues to be managed smoothly and in line with processing requirements.

Navigate to Services > Debit orders > Reports > Statistics

The following fields are displayed:

Action date
Volume
Value
Unpaid volume
Unpaid value
Value percentage
Volume percentage

This can be downloaded by clicking on the XLS download button

Blocked accounts

This report provides a helpful list of account numbers that have been blocked by Netcash, based on specific unpaid reason codes received from the banks. These bank accounts have failed collection on 7 consecutive debits.

Debit Orders linked to these accounts are not submitted for collection. By clearly highlighting these blocked accounts, the report helps you prevent unnecessary charges and maintain a cleaner, more efficient Debit Order process.

To keep your collections running smoothly, these transactions should be removed from any current Debit Order batches, along with any future transactions that may be returned for the same reasons. Keeping this list up to date supports better performance and ensures your batches are processed as effectively as possible.

Unpaid codes that are blocked automatically are the following:

Code 6: Account Frozen
Code 12: Account closed
Code 18: Account holder deceased
Code 26: No such account

To access your blocked accounts:

Navigate to Service > Debit orders > Report > Block Accounts

Blocked account search options:

Search all –Search account numbers within a date range, by Amount or Description
Search specific- Search accounts by bank account number.

Steps to remove a blocked account (Code 60)

Obtain a new signed mandate from your customer with updated banking details. Save the mandate in the customer’s master file.
Submit the new mandate to your Account Manager at Netcash or notify your Account Manager that the updated mandate is available in the customer’s masterfile.
Mandate submitted by your Account Manager to our Operations team to remove the blocked account (Code 60).
Once the code 60 has been lifted, you can resubmit the debit order for processing.

Processing dates

This report displays when a debit batch needs to be authorised for a particular action date. This report helps you easily keep track of when a debit batch needs to be authorised for a specific action date, ensuring everything is submitted on time and processed smoothly.

For same‑day debit batches, authorisation must be completed by 11:00 am on the action date.
For two-day debit batches, authorisation is required by midnight, two full working days before the action date.

By highlighting these timelines clearly, the report supports timely authorisation and helps prevent any delays in processing your Debit Order collections.

Navigate to Services > Debit orders > Reports > Processing dates

A list of processing dates will be displayed, including the action date and presentation date. This list is continuously updated

Unpaid codes

Navigate to Services > Debit orders > Reports >Unpaid codes

All Debit Order accounts are carefully validated before being submitted to the banking system. This validation process helps ensure that the account details are correct and gives customers added confidence that the receiving bank will be able to accept the transaction.

That said, it’s important to remember that Debit Orders are not a guaranteed method of payment. Even when the account details are valid, a transaction may still be returned by the account holder’s bank. When this happens, the transaction is referred to as an unpaid item, or simply an unpaid.

The most common reason for a Debit Order being returned is insufficient funds or “not provided for”, which means there were not enough available funds in the account at the time the Debit Order was presented. However, there are several other reasons why a transaction may not be successful, depending on the customer’s banking circumstances.

Some of the more common return reasons are outlined below to help you better understand and manage unpaid transactions.

	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 are not allowed on this account	The customer’s account is a special savings account and cannot be debited. Kindly request the customer to provide alternative banking details or 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 instructions will run against this account until the Stop Payment has been lifted.
06	Account Frozen (as in divorce, etc)	Your customer’s 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 customer’s 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 customer’s 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 customer’s 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 groups)	Account transferred (to another banking group)
18	Account holder deceased	Your customer’s 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 are not cleared	Your customers’ accounts had funds, but these were not cleared in time for the debit order to be processed. Please contact the customer to arrange manual payment or confirm when your debit order can be resubmitted
26	No such account	Your customers’ accounts may be invalid or have 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 resubmit if necessary.
30	No authority to debit / credit	Your customer has stopped payment of the debit order, allegedly due to you not having the authority to debit the account. Please contact your customer to resolve the dispute, as no further debit orders will be submitted on this account until the stop payment is lifted.
32	Debit in contravention of the 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 the 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 the 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 the stop payment is lifted.
50	Account Number Invalid	Your customer’s 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 a 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 the cardholder	This transaction has been declined because it has been disputed by the cardholder. Please contact the customer to get a 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 and 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 a 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 a card	Gateway returns with a reason that Non-Possession of the card is usually related to a return that was made because the card was used fraudulently.
145	An account failed the final validation	This is a credit payment error when an account fails the final validation but still exists in the system with incorrect details.

Search by transaction ID

This search function helps you to easily find the customer’s debit order details if they provide you with the transaction ID number, which is a unique number allocated to every debit order that is processed.

The transaction ID number is displayed on your customer’s bank statement next to your chosen abbreviated name.

Navigate to Services > Debit orders > Reports > Search by transaction ID

Insert the transaction ID and click on submit. The transaction details will be displayed.

Expired credit cards

When a credit or debit card expires, any debit orders linked to that card usually fail. The bank tries to collect the payment, and the transaction gets declined.

Navigate to Services > Debit Orders> Reports > Expired credit cards

A list of Debit Orders against credit cards will be displayed with the cards’ expiry dates.
A new Debit Order Mandate should be signed, and the tokenised card data uploaded to your master file to replace the expired card details.
These can be filtered by All, expired credit cards, expiring credit cards (Next 30 days).