Direct Debit (Payrix) - Getting Started and Configuring your System

Modified on Thu, 01 Feb 2024 at 04:28 PM

SimplySwim has a fully integrated Direct Debit option with Payrix, allowing you to setup and manage Direct Debits for families with ease. You can decide what frequency suits your centre best (weekly / fortnightly / monthly / term-based / a combination), and you can opt to have the Direct Debit set to take the calculated lesson value amount for the date range of the direct debit, the family's account balance, or a pre-set amount (e.g. if a family has a high balance they need to pay off).


This article contains:

Part One: PayRix - external provider set up

Part Two: SimplySwim Direct Debit Configuration and Set Up


Please refer to: How to set a Family up on Direct Debit for the final setup stage:

Part Three: Sending eDDR forms out to Families

OR

to allow families to create and update their own agreements, refer to this article instead: Family Direct Debit Agreements (self-setup through portal)



Part One: PayRix - external provider set up

To enable Direct Debit payments in SimplySwim, you need to set up an account for your Centre with Payrix. Payrix is our recommended provider that is fully integrated into SimplySwim, allowing seamless payment solutions that are secure, meeting all your Payment Card Industry Data Security Standard (PCI DSS) requirements. If you are using another provider (such as EziDebit) you can contact us to schedule a migration from your provider to Payrix.


To start your new Payrix account process, follow this link and fill in your details: 

https://www.payrix.com/au/payrix-simplyswim



Part Two: SimplySwim Direct Debit Configuration and Set Up

You can configure this in your system yourself or contact support. You will need your email from Payrix that includes your Integration Username and Integration Password.


If you do not feel confident configuring this or do not have this information, please contact SimplySwim Support in writing (through the "Help & Support" widget or via email support@simplyswim.com.au) with the following information so that your site can be correctly configured for Direct Debit:

  • are you passing on the direct debit processing fees to your families?
  • are you passing on the $4.40 failure fee or a higher amount? (If the failure fee is set up as "Business Paid", you can set this to a higher amount. A lot of centres have it set anywhere between $10 - $25 as a bit more of a deterrent but also to cover admin costs in chasing up payment/failure messages being sent out. We recommend a minimum of $10.00).
  • what Direct Debit Type/s do you require: weekly / fortnightly / monthly / multiple options?
  • specify what you want each type to be: calculated lesson value or account balance (generally weekly or fortnightly debits are set to the calculated lesson value, generally monthly accounts are set to the account balance. If you invoice per term but collect debits weekly/fortnightly, generally this would be set to calculated lesson value also).


1. Go to Configuration.


2. Under the "Financial Heading" click on "Direct Debit & Online Payment Provider Configuration".


3. Click on "Payrix".


4. This is where you will need your Integration Username and Integration Password issued by Payrix. Fill out this section as per below and click "Save Configuration":

- tick the "Provider Enabled" box

- select "Direct Debit" for the tender type

- Business ID is the numbers in the "Integration username" box from the PayRix (Formerly IntegraPay) email without the .1 at the end

- Business Key (GUID) should be left blank (once set up, this will be system-filled)

- API Username is the "integration username" in full (same number as the business ID but including the .1 this time)

- API User Key is the "Integration password"

- eDDR Template Name: SimplySwimAPI

- Currency Code: AUD

- Test mode: leave unticked

- Save configuration.


5. Go back to Configuration and click on "Direct Debit Types".


6. Click on "Add Direct Debit Type".

NOTE: As the warning on this page states. Direct Debit Types CANNOT be changed / modified / deleted once they have been added here. 

IF YOU HAVE NOT CONFIGURED YOUR PROVIDER SETTINGS, DECIDED ON YOUR NAMES OR DEBIT TYPES (Calculated lesson value or Account Balance) please do not add any direct debit types. Skip this step and come back to it when you have finalised this decision.

If you have decided on your direct debit types, proceed to step 7.

If you need assistance, contact Support.

7. Complete the details:

- Direct Debit Type Name

This is for your information (e.g. Fortnightly, Monthly, Week A, Week B, etc) to enable you to distinguish between direct debit types if you have multiple options.

- Direct Debit Provider

Select Payrix from the dropdown menu.

- Calculation Method

Select either Account Balance (generally used for monthly debits) OR Lesson Value Calculation (generally used for a weekly or fortnightly debit).

- Public Display Name

This will display in the Customer Portal.

- Public Display Description

This will display in the Customer Portal and allows you to add in a little more information that the title. For example "Direct Debits are run fortnightly on a Thursday. Check your portal for debit run dates for this term."

- Click Save Direct Debit Type.

Repeat the process if you are creating more than one Direct Debit Type.

 

A note on Calculation Methods:

Lesson Value Calculation = the lesson amount owing for that time period. 

Example: If you are running the direct debit fortnightly, charging $19.00 per lesson and there are two lessons in that period, they will be charged a base* of $38.00 in lesson fees.


Account Balance = the family's account balance. This is generally used for monthly billing.


* Any opening balance, adjustments, payments or credits made in the timeframe will also be taken into account and may mean an increase / decrease in the usual amount or cause no charge to the family.



The background system configuration is now completed. The next step is to send out your eDDR forms to families to complete their Direct Debit Agreements. Please refer to this article:

How to set a Family up on Direct Debit



Last updated 27 November 2023




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