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Creditors

Creditor list

The Creditor list we refer to here is your database where you could either manually capture all your beneficiaries’ bank details account name and references etc or this could be captured by means of a file upload via our converter tool which is an Excel file that gets uploaded or by means of integration through certain software.
  1. Filter and search options

  2. Add a new client to your Creditor list

  3. Editing clients in your Creditor list

Filters and search options

Clients in your Creditor list are grouped in grid form on the Manage creditor list screen. Each column in the list is sortable by clicking on the heading. Sorting can be ascending or descending. Click once for ascending, and click again for descending. By sorting, all pages of your Creditor list are sorted.

Filters allow you to work with specific data in your Creditor list.

The filter by group button will allow you to work with clients in a specific group, once selected, click on the down arrow and select the group from the list provided.

The filter by status button allows you to work with clients in a specific status, these include Active, Inactive & Deleted

The search function allows you to look for a specific Creditor list entry/entries by inserting the Account reference, Account name, and Bank or Bank account number:

  • Click on the Search
  • Select the Search where criteria by clicking on the Down arrow
  • Type your search request data in the is like field
  • Click on the Search

The Download button allows you to export the data in various export formats, these include XML, CSV, PDF, MHTML, Excel, TIFF & Word

The CSV button allows you to download all fields in the Creditor list, this includes all containers in the edit/add Creditor list screen. CSV files usually open in Excel and all data will appear in column 1.

Should you require each field to appear in a separate column, then do the following:

  • Select column A.
  • Click on Data, Text to columns.
  • Click on Next, Delimiters – Tab.
  • Click on Finish.

Add creditor button, this is your starting point to add a client to your Creditor list.

Steps to manually add clients to the Creditor list can be found below:

 

Add a new client to your Creditor list
Once you have navigated to > Services > Payments > Creditors > Creditor list, you will be provided with the below options:
  • Click the Add Creditor button on the top right side of the screen.
  • You will be prompted to insert the following information:
    • Account reference
    • Account name
    • Payment amount
    • Creditor statement reference
  • Click on Submit.
Adding the beneficiary’s banking details

Pay to a Bank account

  • Select the Bank account option.
  • Click on the Bank account details tab below the Account details. 
  • You will be prompted to insert the following information:
    • Bank account name
    • Bank account number
    • Branch Code
    • Bank account type
  • Click on Submit.
  • Bank account details will be validated before they can be saved
Note: Insert ID number if you would like to verify bank account details.
 
Pay to a Public recipient
  • Select the Public recipient option.
  • Type in recipient name and select the relevant Public recipient from the drop-down list.
  • Click on submit.
  • Please note that it is important to ensure that the statement reference inserted for a Public recipient is in accordance with the specific requirements they have indicated. Failure to do so may result in the payment being rejected when processed incurring possible penalties for late payment.

Note: Bank account AVS is not available for Public recipients

  • The Bank account number displayed for a Public recipient is an identifier ID used for processing and not the Bank account number of the Public recipient.
  • Public recipient payments are processed as Sameday payments only.
Editing clients in your Creditor list
Editing clients in your Creditor list as well as other optional fields to store creditor information include:
Account details
  • Active: When you added your client to the Creditor list and clicked “active
  • Delete: You can tick delete if a client has cancelled with you. 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 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 payment needs such as specific payment dates,
  • Edit: You can edit the group or clients in the group
  • Change History: Click on the View change history tab to view changes to the grouping for this creditor (added, removed, or amended)

Notifications

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

Transaction history

  • Transaction History will list the payments processed against to the creditor. You are also able to print a payment notification for proof of payment.

    The payment notification displays the transaction details and a QR code that may be scanned for authentication.

Contact details

  • Contact person
  • Title
  • Telephone 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

 

Deleting Masterfile entries in Bulk
  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Creditor list.
  • Bulk Creditor list deletion
  • Multiple entries can be deleted in bulk.
  • Tick the Delete field for the creditor list entries to be deleted.
  • Click on the Delete button.

Once off payment

The once-off payment option is exactly that when you are only wanting to pay one beneficiary as a once-off. This means that the beneficiaries details do not need to get stored in your Creditor list first, however, once the payment is captured it then adds the beneficiary details as an entry in the Creditor list. The reason for using the once-off and not first creating your beneficiary details as an entry and then creating a creditor batch is simply for your convenience. 

When selecting to use the once-off payment everything that you would need to capture to add the beneficiary and create the creditor batch is all on one screen 

Once you have navigated to > Services > Payments > Creditors > Once off payment, you will be provided with the below options:

Pay to: Bank account or Public recipient.

Once off payment to Bank account

  • Select Bank account option
  • Payment type: This refers to a same-day batch or dated batch
  • Action Date: The date you would like the payment to be processed
  • Your reference for creditors: This could be a reference that you use internally to differentiate your beneficiaries as you could have beneficiaries with the same name etc.
  • Your creditor name: Your beneficiary name, individual or company 
  • Payment amount: The amount you will be paying your beneficiary in this once-off payment
  • Creditors statement reference: This is the reference that will reflect on your beneficiaries’ statement once they receive your payment
  • Bank account name: The name of the account holder or beneficiary
  • Bank account number: Account holder’s or beneficiaries’ bank account number
  • Generic branch codes: This is where you select which Bank they are making use of
  • Branch code: Once the bank is chosen above the generic branch code will reflect here
  • Bank account type: The account type such as savings, current or transmission
  • Email address: Please insert your beneficiaries’ email address if you would like them to receive a notification of this payment (this is optional)
  • Cellular number: Please insert your beneficiaries cellphone number if you would like them to receive a notification of this payment (this is optional)
  • Click on Submit

Note: remember to authorise your once off creditor batch

Once off payment to Public recipient:

  • Select Public recipient option
  • Payment Type – Only a Sameday payment is permitted when paying Public recipients.
  • Action Date: The date you would like the payment to be processed
  • Your reference for creditors: This could be a reference that you use internally to differentiate your recipients as you could have recipients with the same name etc.
  • Type in the recipient name and click on the Search button to return a list of available recipient accounts.
  • Select the relevant Public recipient from the drop down list
  • Payment amount: The amount you will be paying your recipient in this once-off payment
  • Creditors statement reference: This is the reference that will reflect on your beneficiaries’ statement once they receive your payment
  • Please note that it is important to ensure that the statement reference inserted for a Public recipient is in accordance with the specific requirements they have indicated. Failure to do so may result in the payment being rejected when processed incurring possible penalties for late payment.
  • Email address: Please insert your beneficiaries’ email address if you would like them to receive a notification of this payment (this is optional)
  • Cellular number: Please insert your beneficiaries cellphone number if you would like them to receive a notification of this payment (this is optional)
  • Click on Submit

Note: remember to authorise your once off creditor batch

Creditor batches

  • Funds must appear in your Netcash account before 13h00 to authorise your batch.

Creditor Payment types and cut off times:

Same day Creditor payments batch

  • Funds will be available in the beneficiaries bank account the next day, value-dated for the (same day) payment date.
  • Processing cut-off time is 13h00 on the payment day.
  • Valid payment dates are Monday to Friday (excluding public holidays).

Dated Creditor payments batch

  • All payments are reflected in all accounts on the payment day.
  • Processing cut-off time is 13h00 one business day before payment day and 13h00 on Friday for Saturday and Monday’s batches.
  • Valid payment dates are Monday to Saturday (excluding public holidays).

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

There is no restriction to the number of Sameday and dated batches which can be created for a specific action date.

Batches that have exceeded limits cannot be authorised.

  • If you have exceeded your line or batch limit, please contact Netcash to arrange a limit increase or click on the increase limit button during the batch authorisation process, your Relationship Consultant will contact you. If you have permission to increase the payment limits on the Netcash account, then please follow the below steps:
  • Click on Account Profile.
  • Select Service profiles.
  • Select Salary payments.
  • Click on the Edit button.
  • Adjust your limits accordingly and submit.
  • You will receive an OTP to authorise the change.

Authorised batches cannot be edited (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 them with permissions.

Authorisation column narratives:

  • Authorise – required to be authorised. Unauthorise – batch is authorised.
  • Co-auth – requires additional authoriser/s.
  • Transactions required – no transactions/clients have been added to the batch.
  • Date expired – batch has passed cut-off and has not been authorised. Select on the pen icon to select a new batch action date.
  • Insufficient funds – insufficient funds at the time specified cut off time. Select on the pen icon to select a new batch action date.

Note:The updated batch needs to be authorised within the specified cut off times.

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 authorised.

Once you are on this page you are presented with 2 buttons.

  • Download: This allows you to download all the batches that you have created but have not yet processed.
  • Add Creditor batch: This is where you start creating your creditor batch by clicking this button.
Creating a Creditor batch
  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Creditor batches.
  • Click on the Add creditor batch button on the top right side of the screen.
  • Select the Payment type and Action date.
  • Click Submit.
  • You may now select beneficiaries to be added to your batch by clicking in the box on the right of the creditor
  • Edit amounts and statement references if required.
  • Click the Add selected to batch button once all editing/ selecting is complete.
  • Click on View batch.

Obtain a pre-authorisation report

  • Select Services.
  • Select Payments from the dropdown menu.
  • Click on Creditors > Manage creditor batches.
  • The list of creditor batches will now be displayed.
  • To download your Pre-Authorisation Report, select Edit Creditors on the left side of the Creditor Batch that you require the report for.
  • To download your creditor batch report, click on the Download button.
  • Your creditor batch report will be displayed on the screen. Click on the Export icon and select the preferred format to download your report.
  • The batch will automatically start downloading and save in your default downloads folder.
Authorise a Creditor batch
  • Select Services.
  • Select Payments from the dropdown menu.
  • Click on Creditors > Creditor batches.
  • The list of creditor batches will be displayed.
  • Click on the Authorise button next to the batch that you would like to authorise.
  • The Confirm batch authorisation screen is displayed. This is a summary of the creditor batch including charges, notifications, batch warnings example duplicate bank accounts and a choice of funding options:
    • If Public recipients have been included in a dated creditor payments batch they will be processed as a sameday payment for the action date selected.
    • Use available balance if there is sufficient credit in your Netcash account
    • Will make a bank transfer if you need to fund the Netcash clearing account for payment
  • Read and accept the terms and conditions, then click on Authorise.
  • Should you select to pay using the available balance you will then be re-directed to the Confirm Batch authorisations screen.
  • Insert the One Time Pin (OTP) sent to your cell number or Google authenticator pin.
  • Click OK.
  • Your creditor batch is now authorised and will be scheduled to run on the selected date.

Note: If you require additional authorises, please inform them to authorise the batch before the cut-off.

  • If you are paying using the Will Make bank transfer option, you will be prompted to insert the following information:
    • The date when the transfer will be made
    • The Netcash account you will be transferred to
    • The amount to be transferred
    • The extra fields are optional for reconciliation purposes
  • Click on Next.
  • Click on a Print report in order to obtain details of the
    Netcash clearing that you need to fund.
Note: If you require additional authorisers, please inform them to authorise the batch before cut-off.
  • Click Authorise to confirm your bank transfer.
  • Insert the One Time Pin (OTP) sent to your cell number or Google authorisation pin.
  • Your creditor Batch is now authorised and will be scheduled to run on the selected date.

Note: One Time Pins are session-based, which means that as long as you are logged into your Netcash account, you can use the same OTP to authorise. Where multiple authorisations are required, only the first authoriser needs to insert the OTP.

Add a batch name to batch screens and reports

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Creditor batches.

A batch name has been added to manage the batch screen. The name of the batch is taken from the imported file or allocated by Netcash if the batch is created manually.

The name of the batch can be edited by clicking on the pen icon and creating a new batch name.

Groups

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Groups.

Creditor payments can be procesed any day of the week except Sundays or public holidays. To help sort clients when the batch is set up, it is useful to place clients into different groups. E.g. Place clients in group 25 should their payment date be the 25th of the month. This does not mean that they can only process the payment on the 25th, it simply makes it easier to select from the Creditor list only those who are in group 25.

The most common groups used are:

  • Processing date
  • Service type
  • Product Type
  • Frequency – weekly, monthly, annually
  • Division/region – KZN, Gauteng etc

Creating groups

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on Groups.
  • Click on the Add account group button.
  • Insert the name of your group and submit.
  • Your group will now appear in the Group list.

Managing clients in groups

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on Groups.
  • Click on the Manage account groups button.

Account grouping

  • Groups: you can add employees in groups according to your payment needs such as specific payment dates,
  • Edit: You can edit the group or employees in the group
  • Change History: Click on the View change history tab to view changes to the grouping for this employee (added, removed, or amended)
  • Delete: delete a group, if any clients are linked to the group that is being deleted, you will be notified to link them to a new group.

Creditor batch reports

This is where you can find all your Creditor batches that have passed the cut-off time and have already been processed. 

Obtain a post-batch authorisation report

  • Select the Services.
  • Select Payments from the dropdown menu.
  • Click on Creditors > Creditor batch reports.
  • Click on the printer icon to the left of the batch.
  • Click on the Export icon and select the preferred format to
    download your report.
  • The batch will automatically start downloading and save in
    your default downloads folder.

The report also lists all of the transactions processed in the batch. If the client’s details are shown in black this means that up to the time of viewing the report, Netcash has had no notification from the banks that the transaction has been unsuccessful.
Transaction details shown in red mean that the payment has not been successful. The reason for the failure is indicated by the code which appears after the client’s name.

For additional information please see below:

  • To view additional information on your batch, click on View
    batch detail report.
  • Export in the required format.

The above batch detail report provides the following information:

  • Service Type
  • Value of the batch
  • The volume of the batch
  • Action Date
  • Creation date
  • Who authorised the batch
  • Authorisation date and time

Batch detail report

 

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Creditor batches
  • Select view batch detail report.

The batch detail report displays information regarding batch details prior to the batch being processed by the bank.

Audit report

The Creditor audit report allows viewing which clients have been created, edited or duplicated in your Creditor list

  • Click on Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on Audit report
  • Select the date range.
  • Select the Result type and click on Submit.
  • A list of clients will be displayed that conform to your
    request, click on the Pencil to the left of the client to view
    audit detail.
Note: If you are uploading creditor batches the system is unable to determine which user made the change and consequently File upload will be displayed in the Changed by column.

Payment returns

Just as with your Creditor batch report, this is also where you can find a Creditor payment that has been processed and returned unsuccessful without seeing all the other payments you processed. 

  • Click on Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on Payment returns
  • Select the date range.

You will now see the action date that the payment was processed and the amount paid.

To view more details of the beneficiary that you paid click on the + sign next to the action date. This will expand the below details of the unsuccessful payment so that you can see exactly which beneficiary it was that returned unsuccessful.

  • Account reference
  • Account name
  • Account number
  • Transaction ID 
  • Amount

Creditor Payments Unpaid codes

  • Select Services.
  • Click on Payments from the dropdown menu.
  • Click on Creditors > Unpaid codes.

The list below shows a list of possible reasons why a payment could return unpaid from the bank, please also note that the unpaid codes Netcash receives are sent directly from the bank and is not self-generated by Netcash 

CodeNameDescription
1212 – 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.
1414 – Account transferred (within banking group)Account transferred (within banking group)
145145 – Account failed final validationThis is a credit payment error when an account fails the final validation but still exists in the system with the incorrect details.
1616 – Account transferred (to other banking groups)Account transferred (to another banking group)
1818 – Account holder deceasedYour 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
2626 – No such accountYour customers’ account may be invalid or has been closed. Please contact your customer to obtain alternative banking details.
2828 – Recall/WithdrawalYour customer has requested a withdrawal of the debit order entry. Please contact your customer to clear up the dispute and re-submit if necessary.
3030 – No authority to debit / creditYour 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.
5050 – Account Number InvalidYour customer’s account is invalid. Please contact your customer to obtain alternative banking details.
5151 – Bank RecallThe bank has requested a recall on this debit order transaction entry. Please contact your customer to arrange a settlement and resubmit if necessary.
5656 – Not FICA compliantThis 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.

Sub account batches

This screen allows you to see all your batches that have been created and that require authorisation, this includes salary batches that you have created on your main Netcash account and on your sub-accounts if you have any sub-accounts 

  • Click on Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on sub-account batches.

Search by transaction ID

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

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

  • Click on Services.
  • Click on Payments from the dropdown menu.
  • Select Creditors.
  • Click on Search by transaction ID.

 

Lock batch

Select Services> Payments> Creditors > Creditor batches.

To lock a batch from any further editing select the edit icon and click on Lock batch.

Review the onscreen message and click on Yes if you would like to proceed. Please note that the batch cannot be unlocked.

The lock batch feature is applicable to all batches created on the Netcash platform. Imported batches may have the lock batch feature activated in the NetConnector settings, in which case they will already be locked

Processing dates

This report displays when a creditor batch needs to be authorised for a particular action date. Same day batches are to be authorised by 13h00 am on the action date and dated salary batches must be authorised by 13h00 the day prior to the action date.

  • Select Services > Payments
  • Click on Creditors from the dropdown menu
  • Click on Processing dates
  • A list of processing dates will be displayed including the action date and presentation date. This list is continually updated

Deleting Creditor batches

Select Services> Payments> Creditors > Creditor batches.

Tick the block in the Select column next to each batch that needs to be deleted then click on the Delete button. Please note that only batches that are not authorised may be deleted.

Deleted Creditor batches

Select Services> Payments> Creditors > Deleted Creditor batches.

This screen displays batches that have been deleted and that were never processed as well as any clients that have been deleted from a batch.

The following information can be viewed:

  • Select deleted batches

The following information can be viewed:

  • Action date
  • Batch name
  • Service type
  • Volume
  • Amount
  • Deleted: Date and the user who deleted the batch
  • Select deleted clients
  • The client/s that has been deleted will be displayed

Note: The deleted batch would need to be recreated and can not be edited once in a deleted status.