Introduction
Recurring Direct Debit is an automatic form of payment by which you can charge your members for every Payment Interval. To activate this payment option, your club has to be integrated with a payment provider, so that the PGM system could automate the payment process. What is more, after the integration with a given payment provider, you have to collect club members' bank account number and generate booking authorizations that will be send to the bank.
- This article will show you how to generate recurring payment booking if you use Direct Debit payment method in your club and want to charge money from a member's bank account. You will also learn how to generate empty authorization to create files with member's Direct Debit information. Some payment providers might require such procedure to be done before the actual payment process is done.
- This article will be helpful to PG Champion, Club Manager, Finance & Accounting, Administrator and Club Owner.
Before you start
To read more on Direct Debit payments, go to this article.
A special example of Direct Debit payments is SEPA - check this article for more information. In case of SEPA, the payment flow is made manually and a file with club members' data has to be downloaded to your computer first, and then, manually sent to the bank (see point 8. below).
See the Direct Debit payment flow and follow the instruction below.
If you use two or more Payment Providers
There is an option to generate Bookings that contain transactions for one selected payment provider ONLY. However, this is the system core setting that CANNOT be configured by PG Clients. To enable it, contact the Perfect Gym Support Team and ask them to turn on UseOnlyCardsRegisteredInProvider setting on your database.
Instruction
How to Generate Direct Debit Authorization?
1. Go to the PGM -> Finances -> Electronic payments
2. Click on the Direct Debit button.
3. In Generate new bookings field, fill in the following information:
- Club – select the club from the drop down list. If you have only one club, this field will be automatically filled.
- Provider – select the payment provider. If you have only one provider, this field will be automatically filled.
- Balance for date – select the date from the calendar to generate the file with a chosen member's balance.
If you have debtors and you choose 29/04/2021 then all members who have unsettled contract payments till this date, will be charged on the booking generation date.
- Limit single transaction – tick this checkbox to allow dividing larger amounts to as many transactions as needed.
- For selected provider only – tick this checkbox if the booking file should contain members with the bank accounts in the banks that you select.
- For authorized users only – tick this checkbox if the booking file should contain members who have been authorized previously.
- One transaction for one charged person – tick this checkbox to merge several single transactions into a one. This may reduce commission amount, but can also reduce charged amount
I.e. If you have 2 month debtor then we will collect money only for the month set in Balance for date.
- Exclude errors from last days – enter the number of days for which the system should exclude users which transactions were rejected or failed.
4. Click on the Generate button to add booking. This option will allow you to generate the file with all debtors.
5. The Bookings section will appear. There, you will see all already generated bookings.
6. To verify the entered data, click on the gray arrow on the left. To rule out particular club members from booking, click on the Trash button.
7. Click on the green dot next to the Exclude button if all is correct.
8. Enter your PGM password (the same as the login password) to confirm and continue. In this step, the file with your members' payment orders will be created and shipped to the bank for realization.
Depending on the payment provider's requirements, at this point, the process may be done partially manually, or automatically. The manual process is used i.e. in making SEPA payments. Check your payment provider's requirements and transaction flow and choose the adequate method.
- In the automated process, the file with your members' payment requests will be created automatically and the system will make it available to the bank with no action required from your side.
- In the manual process, after your confirmation, the system will create a file, which requires further actions from your side.
- Go to this article for more information.
Authorization file has a key sign on the left.
9. After the file has been sent, you have to wait for the bank's feedback. The verification of the file may take up to few days. After receiving the bank's response, the payments should be made instantly. In case the club member's account has a negative balance and the payment can't be successfully processed, such members will be marked in red in the system. You can decide, whether such members should be allowed to enter the club and book classes in your Payment Plans settings.
How to check booking result?
1. Go to the Results tab on the left.
2. Here, you can find the general status of billing, based on the information received from a given Payment Provider:
- Results – it indicates how many members were charged out of all.
- Rejections – it indicates the number of transactions rejected.
Hints
You can also create an Empty Authorization file and add selected members to it.
1. Click on the Generate empty authorization button to create an empty file. This will allow you to generate the empty file to which you can add selected members manually.
2. The Bookings section will appear. There, you will see all already generated bookings.
3. Click on the grey dot on the left and select Add new payment in the right corner.
4. Enter the ID numbers of the selected debtors included in the authorizations list prepared for sending to the bank.
5. Click on the Insert icon - the blue tick on the left - to confirm.
6. Having created the list, click on the green dot next to the Exclude button and follow the steps from the instruction above.