How Do I Create an Ad Hoc Payment Request?

Navigation: Payment Options > Ad-hoc Payment Requests

You can generate an Ad Hoc payment request by going to ‘Payment Options’ > ‘Ad hoc payment requests’.

To do this, follow these steps: 

Step 1: Select the group you want to request payment from (you can narrow this down to individual people in step 4) 

Select the group and click ‘Payment Request(s)’.

Step 2: ‘Enter the payment description:’

Here, type in the description of the payment request.

If you have requested payment for the same item before, the description of the item will appear as you type. If you select the description, the request you make will appear in ‘Payment Reports’ under the same payment description.

Step 3: ‘Payment frequency:’

You are given three choices about the frequency of the payment. The system defaults to ‘One-off payment’. If it’s a single payment request then enter the amount to be requested, the days the payment is due within and the frequency you want automatic reminders to be sent. Any payments scheduled here will apply straight away

If you would like to set a recurring payment, you will need to select the ‘Recurring’ tab. Here you can choose to schedule Weekly, Bi-Weekly, Monthly or Annually. You will also have the option to select an end date for when this payment should stop.

Alternatively, if you do not want the payment to go out there and then, select the option for ‘Scheduled for Future dates’. When scheduling for a ‘Future payment date’, simply enter the amount, the payment dates, and description – for example, ‘Instalment 1’.

Please note - the system will continue to send automatic reminders until payment has been made.  

You can choose to write an email to go out with the Ad Hoc payment request (and insert fields using the dropdown list) or leave it blank.

If you choose to write an email, the same content will be used in the automatic payment reminders.

Please note - you can turn off the automatic payment reminders in the ‘Detailed Payment Reports’ by selecting the person’s name and then the option ‘Actions’ and 'Turn off automatic reminders'.

Step 4: Select contact(s)

Here, you can confirm the recipients, amend the amount to be requested, and record if someone has already paid. 

If you have requested payment before for the same item, the system will automatically filter out anyone who has received a previous request for that item. There is a check-box option to display the people who were filtered so you can request payment from them again.

After you have completed the payment request, the information will appear in the ‘Payment Reports’ section.

Please note - this can sometimes take a few minutes to update.