Direct debits via Payment Gateway

MemNet can be configured to debit a member's credit card for the amount of their subscription when the subscription becomes due. This involves having the members credit card securely stored in the payment gateway, which can be managed by the member from MemNet and having that card automatically debited by a process regularly initiated in Memnet by an admin user.

This requires either SecurePay or eWay.

• Enabling direct debits via Payment gateway.
• Allow members to manage credit cards.
• Entering credit card details.
• Processing Direct Debit Payment via Payment Gateway.

Enabling direct debits via Payment gateway.

At Administration / System Configuration / Company Settings / Direct Debits in the lower part of the screen, you can enable direct debits via Payment gateway by selecting an option (other than None) from the Processing Type drop-down list. You can choose to allow renewal invitations, subscription invoices or both payable via this method.

Check Process ALL member subscriptions matching above criteria to force all subscriptions related to members who enter into a direct debit via payment gateway agreement by this method. If not selected, the member can choose which subscriptions are paid by this method

Check Incurs Credit Card Surcharges to have MemNet automatically add the credit card surcharge for the entered credit card (configured in administration under Self Service / Online Payments) to each payment that is processed.

Check Default Send Receipt Emails on Successful Payments to default the sending of a receipt to the member on each successful payment. If unchecked the member will not be automatically notified when the payment is processed.

Check Default Send Receipt Emails on Failure Payments to default the sending of a receipt/notification to the member when a direct debit payment has failed. If unchecked the member will not be automatically notified when the payment has failed.

The Terms and Conditions are displayed to the member when they enter into the direct debit arrangement.

Note: This presumes that either eWay or SecurePay is configured to allow tokenised payments and the correct login credentials entered into MemNet.

Allow members to manage credit cards.

Finally, at Administration / System Configuration / Company Settings / Self Service you will need to check Can update direct debit details to so your members can access the direct debit details management functionality in Member Self Service. By default, this allows the member to set up a credit card direct debit, change the details of the card on file or stop an existing direct debit arrangement. Note that when the direct debit is stopped the member's subscription will revert to be invoiced to the member.

You can prevent the member from stopping their direct debit once it has been set up by checking the Member cannot stop direct debit checkbox. When checked the stop direct debit button will still appear on the member's self-service page, but rather than stopping the direct debit it will display a configurable message  (Eg. "Please contact us to stop your direct debit"). This message is configured under Administration / System Configuration / HTML Content. If it does not already exist, it needs to be created using the Add New button with the Content Label of DirectDebitSelfServiceContactToStop

Entering credit card details.

The member can manage their own credit card details and enter into a direct debit arrangement via Member Self-Service - Requires Can update direct debit details to be checked on Self Service settings.

Once enabled, the member can access the My Direct Debits screen either directly or from My Subscriptions. This screen allows the member to enter their credit card details which get saved directly and securely in the configured payment gateway and select the subscription(s) to be paid depending on the configuration above.

The Terms and Conditions, if entered, are displayed on the page for the member to enter their card details.

A MemNet administrator can view the member's card details (expiry, type and masked card number) from within the member record on the Payment Method tab. If an admin user wants to enter a credit card on a member's behalf, then they need to access that members Self Service area.

Processing Direct Debit Payment via Payment Gateway.

The amount and frequency of each debit against a members credit card are determined by the member's subscription code. If a member is to be charged monthly they need to be on a monthly subscription etc..

To generate payments against the stored credit cards, go to Administration / Accounting / Generate Direct Debits via Payment Gateway. On this page you can

• View the details of past direct debit runs using the View History button.
• View the proposed payments that would be created up to the entered date using the View Proposed Payments button. Check the Retrieve Credit Card Details for Proposed Payments check box to include the Masked Credit Card number and expiry date (retrieved from the payment gateway) for each payment in the file.
• Process all payments up to the entered date and advance the member's subscription(s) that are paid using the Process Payments button.
• Checking the Send Receipts to Members on Successful Payments sends a receipt via email for each successful payment. Member will not be notified if this is not checked.
• Checking the Send Emails to Members on Unsuccessful Payment sends an email to the member when a payment has failed. Member will not be notified if this is not checked.
• Important note: The successful payment email for Direct Debits is the generic payment email template used for all other payments. However the direct debit failure notification is a special Admin template: Member Direct Debit Payment Failure. This should be edited to include the Association's logo/branding. It should also direct the user back to their site/portal and ask them to login and update their card details.

Depending on the frequency of your subscriptions, this process should be run as often as a member's subscription is likely to renew, which could be as often as daily.