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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, 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, 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 in 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 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.
To add the beneficiary’s banking details
  • 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.

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 in 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
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 this client. You are also able to print a payment notification for proof of payment.
Contact details
  • 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

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 does 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 once screen 

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

  • Payment type: This refers to a sameday batch or dated batch
  • Action date: The date you would like the payment to be processed
  • Your reference for creditor: This could be a reference that you use internally to differentiate your beneficiaries  as you could have beneficiaries with the same name etc.
  • Your creditors 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 holders 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)

Creditor batches

When creating a creditor batch the first thing to decide is whether it is going to be a “dated” creditor batch or a “sameday” creditor batch.

* Payment types:

Same day payments

  • 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 payments

  • 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 2 day 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 daily limit, please contact Netcash to arrange a limit increase. If you have permissions to increase the limits on the Netcash account then please follow the below steps:
  • Select Account Profile
  • Click on Service profiles
  • Select Creditor payments
  • Click on the blue Edit button
  • Adjust your limits accordingly and submit
  • You will receive a 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 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 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 and a choice of funding options:
    Use available balance if there is sufficient credit in your Netcash account
    Will make 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 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 authorisers, please inform them to authorise the batch before 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 transferring to
    • The amount to be transferred
    • The extra fields are optional for reconciliation purposes
  • Click on Next.
  • Click on 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, this 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.

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 out of 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.

Creditor batch reports

This is where you can find all your Creditor batches that has passed the cut-off time and has 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 means 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
  • Volume of the batch
  • Action date
  • Creation date
  • Who authorised the batch
  • Authorisation date and time

Audit report

The Creditor audit report allows to view 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 on and the amount paid.

To view more details of that 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

Unpaid codes

The list below show a list of possible reasons why a payment could return unpaid from the bank, please also note that the unpaid codes Netcash receives is 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 group)Account transferred (to another banking group)
1818 – Account holder deceasedYou 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
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 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.
5050 – Account Number InvalidYour customers 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 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 requires 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 Salaries.
  • 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, this is a unique number allocated to every transaction that is processed.

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

  • Select Services
  • Click on Pay Now from the dropdown menu
  • Click on Reports > search by transaction ID

Deleted batches

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