Using Automatic Payment Run Definitions

Owned by Persia Xenopoulou (Deactivated)
Last updated: Jul 17, 2017 by Former user (Deleted)
4 min read

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Navigating to Automatic Payment Run  Definitions

FINANCE > PAYMENT GATEWAYS > PERFORM AUTOMATIC PAYMENT RUNS

What are Automatic Payment Run Definitions?

Automatic Payment Run Definitions are a set of user-defined criteria that are used to identify Bills that should automatically be paid or Wallets that should be automatically topped up via a Payment Gateway.  They are also used to create refunds Requests for Payments made through Payment Gateways that were cancelled in CRM.COM after they were completed. 


When Payment Run Definitions are executed Payment Gateway Requests are created.

  • If the Requests come from a Generic Gateway they must be further processed via WEB APIs before the payment is processed by the Payment Gateway. 
  • If the Requests come from Stripe, they are directly processed via CRM.COM.

In either case, once Payments or Payment Cancellations are successfully submitted to the Payment Gateway, the funds are deducted from or refunded to (in case of a cancellation) the customer's Gateway Payment account and credited or debited (in case of a cancellation) to the merchant/seller Stripe account.

Run Definitions must be submitted when created in order to be executed. They can be either executed once or on a recurring basis, depending on the defined scheduling settings. When a Definition is executed, a Process Run is logged and once the Run is completed, information all the newly created Requests is available in the Payment Gateway Requests screen. 
The user has the option to delete the specific Run as long as it is not yet executed (still in 'Draft' state).  
A Definition must have an 'Effective' Life Cycle State to be submitted. The Life Cycle State can be toggled between 'Effective' and 'Not Effective' using the dedicated action.

  • Navigate to Automatic Payment Run Definitions and explore existing entries via the Summary page. 

  • Click on the link (Name or Number) of the entry of your interest to access the Data Entry page and see more detail, or submit the Definition. 

  • Use the Actions Menu to create a NEW Definition, modify (EDIT), or DELETE an existing one.  

  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Definition.

Check the Validations & Restrictions Table below for a list of available Actions when working with Automatic Payment Run Definitions, including each Action's related validations, restrictions and additional information.  View the Attributes Table for a comprehensive description of the Automatic Payment Run Definition fields.

AUTOMATIC PAYMENT RUN DEFINITION

Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
General
  • Multiple Automatic Payment Run Definitions can be present in the System, but each one should have a unique Name and Alternative Code.
  • Not Applicable
  • Not Applicable
Create
  • Mandatory Fields must be defined
  • Name and Alternative Code must be unique.
  • Not Applicable
  • Not Applicable
Edit
  • Mandatory Fields must be defined
  • Name and Alternative Code must be unique.
  • Not Applicable
  • If there are one or more scheduled Runs using the same Definition, then a new Run Definition instance is created.  The new Definition will have the same values and Unified Code as the first one, an augmented version number and all the modified information.
Delete
  • Not Applicable
  • Run Definitions cannot be deleted if there exists one or more scheduled or completed Run for that Definition.
  • Not Applicable
Submit
  • Not Applicable
  • The associated Payment Gateway Provider is 'Effective'.

When a Run is submitted the following logic is applied, in order to identify the Bills and Wallets for which Payment Requests should be created.

  • When the Run is executed the following will occur:
    • Bills that should be paid by the run are identified. These are 'Unsettled' or 'Partially Settled' Bills that belong to Accounts Receivables with a Payment Preference which is processed by the Payment Gateway and have the "Use for Recurring Payments" setting enabled.
    • Wallets that should be topped up are identified. These are:
      • Wallets whose associated Accounts Receivable Classification is included in the Wallet Definition's "Auto Top Up Rule" and which have a Payment Preference which is processed by the Payment Gateway and has the "Use for Recurring Payments" setting enabled in the Accounts Receivable
        AND 
      • Wallets whose Balance is equal to or less than the specified Balance threshold
        AND
      • Wallet's whose "Latest Auto Top-Up Date" is empty or before than or equal to the date of execution minus the specified "frequency in days" set in the Wallet Definition.
  • If the Payment Gateway is Stripe then for each Payment created:
    • The default card of the Stripe Accounts Receivable Payment Preference is retrieved and set on the Payment.
    • The default card's expiration date is checked. If the card is expired then:
      • Payment is not effected 
      • An entry is created in the error log.

    If a 'Pending' or 'Under Processing' Payment Request exists for the identified Wallet to be topped up or for the Bill to be paid, then the Request will not be created, in order to avoid duplication of Payment Requests.

 

Attributes

An * indicates a field is mandatory.

Name

Description

Main Information

Name*

The name of the Automatic Payment Run Definition.
Alternative Code*The alternative code of the Automatic Payment Run Definition.
DescriptionA description of the Automatic Payment Run Definition that can be used for the description element sent to the order.
Life Cycle State*The Life Cycle State of the Automatic Payment Run Definition. The supported values are 'Effective' and 'Not Effective'.
Unified CodeAn auto-generated code which is used to group the various instances of each Automatic Payment Run Definition.
Version

An auto-generated number which is used to specify the version of each Run Definition. If the version is already in use by a Run, a new Run Definition Version is created each time the Definition is edited.

The VIEW PREVIOUS VERSIONS link enables the search and viewing of previous versions of the Definition.

Payment Gateway Provider  *The Provider that will be used to execute the Run. Only 'Effective' Payment Gateway Providers can be selected.
Scheduled DateA Read-only field which is available once a Run is scheduled. The date provided shows the latest date on which the Run is scheduled to be executed.

Logging Method

AVAILABLE FROM CRM.COM R12.0.0

Defines the method to be used for logging process run's results. Two options are available:

  • Log Processed Successfully and Processed with Errors: If selected, both entities successfully processed and failed ones will be logged in the Process Run Log.
  • Log Only Processed with Errors: If selected then only entities which failed to be processed will be logged in the Process Run Log.
Scheduling Settings
Settings *The following options are available:
  • Run now
  • Run on specific Date / Time
  • Run Repeatedly
  • Advance Scheduling

Refer to Scheduler Task for configuration guidelines.

Process Runs
Process RunsIncludes the standard Process Run Information.
Log Information
Log Details The standard set of Log Details information available in all entities.

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