Configuring automatic payment templates and how to apply them to a Payment Rule
Auto Pay templates are the conditions required to pay an invoice automatically.
You can access this area by clicking on Recurring Payment in the left hand menu, and clicking the Setup link. Payment Rules are set under the Payment Setup heading. Once you are in Payment Rules, click on the Auto Pay Templates tab.
When you start with RPS, you will see there is one Auto Pay Template already created for you, so that you can see this area and understand how it works.
Click on the Green Create New Auto Payment Template button to create your own template.
Tip: If you have updated your GL codes you will need to resync them. See this article for more information
Note: If a customer account is set to Auto Pay the invoice(s) to be processed will be first validated against the rules, and must pass all of the rules. If any of the invoice rules fail the Auto Pay process will not process the payment against the invoice. The rules are matched per invoice.
Give your rule a name, and a description.
Set your rule in the Template Auto Pay Rules area, and click the blue Add Rule button.
You can add multiple rules here, however we caution you to keep it simple.
Auto Pay Rules Quick Guide
Action
Options: Allow | Deny
Allow Action
Allow Action Logic = All conditions must match to pass the rule
With an allow action all conditions must pass for the rule to pass, so for example if you have an allow rule with a invoice amount condition and and account code condition both must match.
If you have multiple account code conditions all conditions must match for the rule to pass if the invoice has one billing line match but not another it will fail. In some scenarios you may want to force the rule to pass if only one of the account codes match in the invoice, please see the advanced match rule below.
Deny Action
Deny Action Logic = Will pass unless a condition match is found
With the deny action any deny condition that matches, the payment will not process. For example if you have a account code condition and a invoice amount condition if the invoice passes the amount condition but fails the account code condition it will not process the payment. If no matches are found it will pass and process the payment.
Attributes & Expressions
Options: Amount | Account Code | Branding Theme
Amount
- Less than - the total amount of the invoice including taxes is less than the conditional value
- Less than or equals to - the total amount of the invoice including taxes is less or equals to the conditional value
- Greater than - the total amount of the invoice including taxes is greater than the conditional value
- Grater than or equals to - the total amount of the invoice including taxes is greater than or equals to the conditional value
- Equals - the total amount of the invoice must match exactly the conditional value
Account Code
- In any lineitem contains - matches the condition from your chart of the accounts
Branding Theme
- Branding them of the invoice matches the branding them of the invoice
Advanced multi-account code match option
In some scenarios you may want a single matching, allow action on an account code to approve the invoice event if others don’t match. This option will allow any account code match to trigger a pass (subject to other non-account code conditions passing).
Testing your payment rules with live invoices
Once you've set up the rule, click the grey Return to Rules button at the top of the page.
We recommend clicking on the grey Run Simulation button on the rule template in the list.
This will open the simulator. Enter in an invoice number to check that the rule is going to work.
Click the Green Simulate button when you are ready to check. If the invoice passes your rule, then it is safe to add to an Automatic Payment Rule.
If the invoice Fails a rule, it is best to check through and see why. It is possible that your rule is designed to fail an invoice payment if it fails the specific requirements. In which case, we recommend trying a different invoice that does fit the requirements, and seeing if it passes.
It is possible that the rule may be conflicting with itself. If you're not sure, please seek Support and we can help guide you through this process.