Setting up direct debit payments

Setting up direct debit payments

By setting up direct debit payments on eymanage, you're able to withdraw funds for invoices directly from parents' bank accounts. You can either do this manually every month, or set up automatic collection. The provider we use for direct debit is GoCardless. If you have a GoCardless account, you can connect it to eymanage. 

Connecting to GoCardless

  1. In the top right, click on  > System Settings.
  2. Click on Invoices/Payments on the left.
  3. Go to Payment Methods > Direct Debit (Go Cardless).
  4. Type in the Username/Email of your GoCardless account into the field.
  5. Click Connect GoCardless Account.
  6. You’ll be taken to the GoCardless website to complete your setup.
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Connecting parents

Before you can collect direct debit payments from parents, you need to have their authorisation. Once you've connected your system to GoCardless, you can send out direct debit requests to parents.

Sending Direct Debit Requests from the child profile

  1. Click on  Children in the sidebar.
  2. Click on a child's name to bring up their profile.
  3. Go to the Parental Details tab.
  4. Click the Send Direct Debit Request button for a parent marked as Bill Payer.
  5. Type a message into the pop-up window.
  6. Click Send.
  7. The parent will receive an email with a link to set up their GoCardless account.

Sending Direct Debit Requests to multiple parents

  1. In the top right, click on  > System Settings.
  2. Click on Invoices/Payments on the left.
  3. Go to Payment Methods > Direct Debit (Go Cardless).
  4. Go to the [Your Nursery Name] Parents tab.
  5. Check the box next to one or more parents' names to select them.
  6. At the bottom, click Send Direct Debit Request.
  7. The parents will receive an email with a link to sent up their GoCardless account.

Matching parents with GoCardless

If you have parents with pre-existing GoCardless accounts, you can match them with their profiles on eymanage. 
  1. In the top right, click on  > System Settings.
  2. Click on Invoices/Payments on the left.
  3. Go to Payment Methods > Direct Debit (Go Cardless).
  4. Go to the GoCardless Customers tab.
  5. Click on Direct Debit (GoCardless) in the sidebar, and go to the GoCardless Customers tab.
  6. Click on the Search Parent field next to a GoCardless customer's name and type in the name of a parent on eymanage. Click on the name you want to match with this GoCardless customer.
  7. Make sure you've chosen the right mandate from the Select Mandate field. A mandate is the authorisation from a customer for you to collect payments.
  8. Click Match.
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Collecting payments

Collecting payments manually

  1. Click on  Children in the sidebar.
  2. Click on a child's name to bring up their profile.
  3. Go to the Invoices tab.
  4. Click on the Collect Now button next to an approved invoice. This button only appears if direct debit is active for this child's parent.
  5. In the pop-up, choose the Bill Payer for this invoice. This will automatically fill in the Invoice Balance field. 
  6. Edit the Chargeable Amount field to the amount you wish to collect from the parent's account. 
  7. Click Confirm.

Collecting payments automatically

  1. In the top right, click on  > System Settings.
  2. Click on Invoices/Payments on the left.
  3. Go to Payment Methods > Direct Debit (Go Cardless).
  4. Go to the Settings tab.
  5. Check the box next to Automatically collect payments.
  6. Use the Invoice Due Date field to customise how many days before or after the due date you want to collect payments. You can read more about direct debit timings here.
  7. Select the payment ID you want to use from the Payment Identifier field.
  8. Click Save.

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