Allowing customers to view and pay their accounts through the customer portal will save you time and money. Families make payments online and those payments are receipted onto their family account automatically and completely admin-free.
This article guides you through configuration of your site where Payrix is your payment provider.
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Payrix Account
Before you can configure your site to accept online payments, you will need to have set up an account with Payrix. If you are using Payrix for Direct Debit, you should also be approved for real-time payments (eCommerce) - we recommend that you confirm this with Payrix.
If you have not yet set up your account, follow this link to get started with Payrix.
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Merchant Fees
Payrix charges a processing fee and a surcharge (percentage) fee for each online payment transaction. This section shows you how to configure your system to on-charge these merchant fees. The vast majority of businesses choose to pass on these fees to their customers in full, making this a zero-cost and admin-free solution to collecting your payments. If you wish to absorb fees, you can skip to the next section.
More information on what you can charge can be found here: https://www.rba.gov.au/payments-and-infrastructure/review-of-card-payments-regulation/q-and-a/card-payments-regulation-qa-conclusions-paper.html). For financial advice specific to you and your needs, please speak to your accountant or financial/business advisor.
An example of the POS Item:
1. Go to Configuration and click on Tenders.
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Configuring Online Payments in your system
Step 1: Direct Debit & Online Payment Provider Configuration
This setting is found at Configuration -> Direct Debit & Online Payment Provider Configuration.
This setting only needs to be configured once. You will need your configuration details from your completed Payrix account before this can be configured.
a) Click on Payrix from the provider list.
b) Tick the "Provider Enabled" box, complete your settings as advised from Payrix (see below) and save changes. Contact support if you have issues with this.
Settings guide:
- Provider Enabled: Tick
- Tender type:
- If you are using Payrix for online payments only, set the Tender Type as Online Payments (or the name you have given your online payment tender).
- If you are also using Payrix for Direct Debit, set the Tender Type as Direct Debit as your online payment settings will be configured separately (see step 2 below).
- Business ID: This is your "Integration Username" received from Payrix without the .1 (for example, if your Integration Username is 1234.1, your Business ID would be 1234).
- Business Key (GUID): Leave this field blank. The system will auto-fill this field after setup.
- API User Name: This is your "Integration Username" in full received from Payrix (for example, if your Integration Username is 1234.1, your API User Name would be 1234.1).
- API User Key: This is your Integration Password. As this is a long alphanumeric chain, it is best to copy and paste this into the field to avoid any errors.
- eDDR Template Name (from Console): SimplySwimAPI (make sure there are no spaces).
- Currency Code: AUD (note, if you are not operating in AUD, please contact Support).
- Test Mode: Do not tick.
Click "Save Configuration" when you are done.
Step 2: Online Payment Settings **
This setting is found at Configuration -> Online Payment Settings.
This setting only needs to be configured once. You must have configured a payment provider first (step 1 above) and you will need your configuration details from your completed Payrix account before these Online Payment Settings can be configured.
Settings guide:
- Portal Payments Enabled: Tick
- Payment Provider: Select Payrix from the dropdown menu. (Note: This needs to have been configured in the Providers described in step 1 above).
- Tender type: Select your Online Payment tender type.
- Surcharge Enabled: TICK if you want to pass on associated fees. If you wish to absorb fees, leave unticked.
- Smart Fee Calculation: TICK if you want to pass on associated fees. If you wish to absorb fees, leave unticked.
- Surcharge Transaction Fee $: If you are passing on fees, enter your surcharge transaction fee amount (refer to your Payrix agreement). The example below is 33 cents. If you wish to absorb fees, leave as 0.00.
- Surcharge %: If you are passing on fees, enter your surcharge % amount (refer to your Payrix agreement). The example below is 1.98% (1.980). If you wish to absorb fees, leave as 0.00.
- Surcharge Invoice Item: Select your Online Payment Surcharge POS Item from the dropdown menu. (If you are absorbing fees, no need to make a change).
- Surcharge Amount Set by Provider: Refer to your Payrix documentation for this setting. If your eCommerce payments are set as:
- "Payer Paid": Tick the box.
- "Business Paid": Do not tick this box.
Click "Save Configuration" when you are done.
** Note: The settings here override any settings on your Online Payments Tender and these settings will be the default settings.
If you do not wish to pass on any charges, set all amounts to 0.00 and do not tick any surcharge boxes as below:
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If you do not pass on fees, the "Processing Fee" field will not display.
When a family makes an online payment, it will be receipted automatically on their family finance. The surcharge fee will display on a separate line.
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Check that your online payments are working
After you have configured your customer portal options (including adding in your API Keys and configuring your surcharge if you are passing one on), it is a good idea to check that your payments are working correctly.
To do this, login to the family portal for your test family/your family account (or go to your test family account/your family account screen in SimplySwim and click on "Edit Customer Portal Options" and login to the portal that way).
Go to "Make a payment" and then pay a small amount (e.g. $1.00) off the account to check that it is all working correctly. If not, contact Support for assistance.
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For those using accounting exports
*** note - if you run an accounting export from SimplySwim, you could set up a clearing account to reconcile payments. The reasoning for using this approach:
Please speak with your accountant/financial advisor for further guidance about this.
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Last updated: 14 December 2023
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