LINKS MODULAR SOLUTIONS PAY.LINK MANUAL

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1 LINKS MODULAR SOLUTIONS PAY.LINK MANUAL Links Modular Solutions Pty Ltd July 2009

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3 Table of Contents Welcome to pay.link... 5 Overview... 6 Payments... 7 Clarification of Terms... 8 Run Status... 8 Transaction Status... 9 Features Run Status Release Data & Time View Transactions Rejections Contact Methods & Filters Contact Status Printing Letters Viewing the message Reports Reports Running a report Output Options Printing Export to Excel Export to PDF Settings General Settings Location Communication Errors DD Run Reminders... 19

4 Approval & Release Settings Release Date Approval Rejection Fees Rejection Notification Overview Setting up SMS & Templates Setting the Letter Templates Assigning the templates Security Pending Accounts in Links Example of a members pending account Example of a family pending account... 29

5 Welcome to pay.link Pay.link is a unique module of Links Modular Solutions that also operates as a separate application. Pay.link can be installed to work as a part of Links or standalone. Pay.link provides the viewing of direct debit transactions, as well as the view of automated SMS s and E Mail s sent. Auto prepared mail merges can also be run, along with a range of reports that will display everything from settled amounts through to repetitive rejecters. Pay.link operates as a module of links, however requires additional entry of a user id and login for added security.

6 Overview Pay.link provides a range of services and features including; - Direct Debit Run financial information o Pending Amounts o Cleared Amounts o Rejected Amounts o Settled Amounts - Complete customer breakdowns by debit run - Automated SMS and messages for rejected customers - Auto Prepared Letter Mail Merging - Rejection & Settlement Reports - Repetitive rejections report - Run comparison With the exception of processing a letter mail merge, pay.link is primarily used for viewing of past and upcoming debit runs and their relevant details along with report viewing. The preparation of direct debits and the run process, resides within the main Links Modular Solutions application.

7 Payments This section of pay.link provides a breakdown of past runs processed, as well as a listing of the individual customers within that run. Colour coding assists with the display of run or customer status and numerous breakdown columns display amounts sent (pending), cleared, rejected and settled. The options available in this section of pay.link are controlled by security settings in admin.link.

8 Clarification of Terms Run Status Not sent Being Sent Sent Partially sent will retry Sent with errors Requires Approval The submission of the run to Links Pay has not yet commenced. The run can be reversed in admin.link if the run has not yet been sent The transactions have commenced sending All transactions have been sent An interruption to the transaction sending process occurred, and once re connection can be established, the run will continue to send. All transactions that could be sent, have been sent. Some records may have incurred errors that cannot be resolved This run is ready for sending, however it requires that it be approved by an authorised user To view the individual transactions double click or righ click on the run you wish to view

9 Transaction Status Not sent Pending Cleared Rejected Settled Transactions are ready for processing but have not left yet and can be reversed or cancelled. Transactions have been sent to Links Pay and are awaiting processing, or awaiting response from the customer s financial institution. Applies to Credit Cards only. The financial institution has provided a response that funds are available, however these funds have not been release at this stage. The customer s account cannot be debited for reason supplied the amount requested has been debited from the customer s account and has also been deposited into your nominated business account

10 Features The payments window is designed to show all runs that are processed by Links Pay. At any time you can see the status of a run, from both its sending status through to the momentary amounts included for that run Run Status The dollar amounts and a percentage of what has is pending, cleared, settled or rejected are show for each run. Release Data & Time The release date and time is set based on the parameters in the settings section of pay.link or if it is altered during the process of the run. If it needs to be altered at a later date this can be done by a right mouse click on the run you wish to alter View Transactions To view the individual transactions that combine to create a run, a right mouse click or double click will provide this option

11 Rejections The rejections window of pay.link has two main functions. The automated SMS and s sent to customers can be viewed here, and it is also used for mail merge and phone lists functions. Any templates used for the rejection process (SMS, and Letter) are setup in the settings window of pay.link.

12 Contact Methods & Filters When a customer s payment is rejected pay.link can automatically contact the customer via SMS or to notify them of the rejection. Alternatively to an automated SMS or , their details can be added to a mailing list ready for quick mailing through a single push button. If you wish to contact customers by phone individually their details will be available on the phone list. By default when the rejections screen is opened only those requiring further action will display on the list. These usually are phone and letter customers. You can change the view of the list using the following features Actioned Type Type Method Date Contact Status When a customer has been sent an SMS or ed they are automatically marked as contacted. Once a letter has been mail merged/printed for a customer they too are marked as contacted. If you are contacting them by phone, then a contacted check box is available to check once each customer is contacted.

13 Printing Letters Before letters can be printed, this option must be turned on and setup in the pay.link settings. After rejections have been received for a run, the letters can be sent via a few simple steps 1. Select the button from the main rejections screen 2. The following screen will display 3. You can change the document default if required 4. You can chose to deselect customers if required 5. Once any filters you require have been set click on PRINT LETTERS Viewing the message When a customer has been sent a SMS or the actual message that was sent is saved for future reference. To view this text double click on the customer name to view.

14 Reports A range of reports are available from pay.link. As a Links Pay customer you are automatically sent a Settlement Report and Rejections report after each run is processed. These reports can also be generated here if required. The following reports are available for viewing in pay.link Rejection Report Settlements Report Run Comparison Report Repetitive Rejecters Displays the customers that rejected for a selected period Shows the funds settled to your bank account Compares the amount of each debit over a given time period. (Compares category against category) Shows customers who meet the set criteria for consecutive or number of rejections in a given time frame.

15 Running a report To run a report you will first need to choose the report you wish to run from the drop down menu on the left hand side of the screen Once you have selected a report the filter options for that report will appear for example Once you have set the selection criteria click on OK to save the settings. You will then need to select from the report options screen.

16 The following will display whilst the report is loading Output Options Printing To print a report click on the print icon seen below Export to Excel Reports can be exported to excel using the SAVE As function The following will display before a selection screen for where you wish to save the export file Export to PDF Each report generated can be exported to PDF. Once the report is viewed click on the SAVE as icon and chose the PDF option, where you will be prompted to chose where to save the PDF.

17 Settings To assist with the automation of feature within pay.link there are a range of settings that must be first decided upon before using pay.link and Links Pay. These settings control everything from the Till the transactions are completed through, right through to the template for automated SMS s and s

18 General Settings If you run a multi location site, the option to change locations is available here, for single location sites this simply displays as a label Location Till You can chose which Till the transactions for your Direct Debit are processed through. Extra tills can be setup in Admin.link>SiteMenu>SetupLocations/OtherSiteParameters. Communication Errors If continued problems with the internet connection are seen by pay.link then an will be sent to the selected staff member informing them of the possible issues. The address for the staff member, must be set in links prior. (Admin.link>SecurityMenu>StaffMembers)

19 DD Run Reminders If you would like to be reminded when a run is due for processing or has been missed the below parameters can assist this. First you need to chose what you consider the due date for your run. Most sites will choose that the due date is the same as the start of the debit period, however others may choose that this is earlier. For example the Run period is from the 1 st through to the 31 st of the month, but you process this run on the 25 th of the month prior. You can also choose which reminders you would like to be sent to the nominated staff member. The below settings are for this example; We process our run 4 days before the start of the period and we would like to be reminded if we forget to process the run

20 Approval & Release Settings Release Date When the direct debit run is processed, Links will automatically calculate the date and time to release the transactions to LinksPay for payment. This setting controls what should be the default release date. IN most cases the release date will be the same day as the start of the period. Again this could be prior if you wish to collect monies prior to start of a period. Approval By default once a run is processed through admin.link and the release date and time is met the transactions will be sent off to Links Pay for processing. However if you wish to apply a secondary level of approval this can be applied here. By selecting that approval is required, this will require that a staff member of relevant authority will log into pay.link and mark the run as approved for sending. A non approved run will NEVER send to Links Pay, regardless of when it is due for release

21 Rejection Fees Rejections are automatically added to a customer account through pay.link there is no manual intervention required. For this reason then we need to setup what service code we wish to collect rejection fee monies to, along with the amount to charge. You can chose which reasons you wish to apply a fee to the customer account. The rejection fee service code must be first setup in Admin.link>Products/ServicesMenu>Services.

22 Rejection Notification Overview To allow SMS messages and s to be automatically sent out through pay.link users must first setup a template that is going to be used by the automatic process. You can also chose which methods you wish to utilize. For example if you only want customers to be sent a SMS and then you will phone the customer, you would only select the SMS option If you would like an to be sent and then you will print a letter for those that do not have an Address then the options would look like this The process will only send one form of contact and for each customer it will move through the methods until it finds one it can contact by. For example if all options were select but the customer didn t have a mobile number or an address then they would be placed on the list to send a letter to.

23 Setting up SMS & Templates The setup of SMS and templates is almost identical. To begin select either of the below two buttons The setup templates screen will appear Click on to activate the description field Type in the description of the template You will now need to compose the text of the template. TO add merge fields, select the field from the drop down and then click on Add Field

24 Setting the Letter Templates The letter templates whilst they run through word are saved into the links database so there is no need to setup a word letter prior to commencing this process. To begin chose the button The following screen will appear Click on the Document Name drop down to choose NEW DOCUMENT Enter the document name and description Click on The following (or similar will display in Microsoft Word) You will need to use these merge fields to create your letter

25 Create your letter below using the merge fields available «GroupPayGUID» «RejectDateTime» «PeopleId» «Surname» «Givennames» «Address» «Suburb» «State» «Postcode» «HomePhone» «MobilePhone» « » «Amount» «RejectionFee» «TotalAmount» «ErrorDescription» Once you have created your letter template, save the Word Document as you would any other word document (Don t SAVE AS), using the Microsoft Word. icon will be suffice. Once saved you can close down

26 You will now see that you have the option to save the template into the links database. Once you have clicked on SAVE the template will be available for use in pay.link Assigning the templates Once the templates are setup you will then need to choose which rejection notification options you wish to use and the relevant template

27 Security The security settings for pay.link are controlled from admin.link with all other security options. The available options are displayed as a separate tab in Security Group Setup. This is located in admin.link>securitymenu>securitygroups. The security options are very self explanatory. Note: The control page is the payments page

28 Pending Accounts in Links When a customer s account is sent to LinksPay for processing, the charge line of their account will show as pending until the payment is either rejected or paid. If Rejected: The pending flag will remove itself automatically and the charge will be payable. If applicable an additional charge line will also be added for the rejection fee If Settled: The pending flag will remove itself automatically and also a payment line will be added to show the payment made When an amount is pending it does not display in any outstanding reports, or upon visit entry. A pending amount cannot be paid manually until it is rejected if applicable.

29 Example of a members pending account Example of a family pending account