Client Individual-type Funders can be set up to make payments using the Australian payment method BPAY. Once the Client or Billing Contact has completed the payments via BPAY, you can import a list of the BPAY payment transactions into AlayaCare using the Import Payments feature, which will automatically allocate the payments toward the corresponding Client balances.
Setting up BPAY
Before you can import BPAY payments, you must have the BPAY Feature Flag enabled in Settings>Features.
You can then enter your organization's Biller Code in Settings>Agency Information>Other Fields.
When generating invoices for Clients who will be making payments using BPAY, a unique Customer Reference Number (CRN) will be generated for each Client and displayed on the invoice.
This CRN will also appear as a tooltip next to the Funder's name in the Client's Balances and Transactions.
Importing BPAY Transactions into AlayaCare
To import a list of payment transactions made via BPAY, navigate to Accounting>Payment and click the Import Payments tab.
From here, you can view a list of all files that have been imported into the system.
The list contains the following fields:
- Import Date: the date the file was uploaded in AlayaCare.
- Type: AlayaCare supports BPAY files in National Australia Bank (NAB) format.
- Imported By: the name of the user who submitted the imported file. Click the user's name to open their profile in another tab.
- Status: indicates whether the import was a Success, Partial Success, or Failure.
- Branch: the name of the branch where the file was imported. This field only displays for multi-office organizations.
Click the filter icon to filter the list by Import Date, Type, or Status.
Click the Import Payments button to select a file.
In the resulting dialogue, BPAY-NAB will be automatically selected as the Type. Click Upload File to select the file containing the payment transactions you wish to import into AlayaCare.
Once you have uploaded a file, click Import.
Payments will be allocated toward the balances of the corresponding Client Individual-type Funders following "Allocate automatically" logic (payments will be allocated to the oldest debit transactions first). To learn more about transactions and allocations, see Client Balance and Transactions.
When the payment transactions have been completed, your imported file will appear in the Payment Imports list, and the payment transactions will be shown on the Balance and Transactions page for each of the corresponding Clients.
From the Payment Imports list, you can click Download to open the original file.
If the status of the import is Failure or Partial Success, click the arrow next to Download and select View Results to see more information about transactions that were not successfully imported into AlayaCare.