Integration of HSC care payments with Access Care Rostering
This integration provides a complete solution for managing invoice payments. It allows global and user-level payment permissions, enabling payment processing at an invoice run level.
When set up, invoices include a payment link on the PDF, making it easy for bill payers to pay their balances via card or direct debit. This feature encourages timely payments and reduces delays.
Once a payment is made, the invoice status in Access Care Rostering updates automatically to show the paid status. This helps with cash flow and reduces the need for payment chasing.
Setting permissions
Once the Access Payment module and function have been enabled in your system, you can set user-level permissions if required to do this flow the below steps.
Click Settings, then Finance.
Select Invoice, then Runs.
Click Access PaySuite.
Select the Access PaySuite Methods.
Click save.
Generate invoice
Once the payment methods have been defined at an invoice run level and the invoices are generated, the invoice PDFs include a Pay Here link.
Once the bill payers or funders have selected Pay Here, they'll be instructed to add their card details to make a single payment or to set up a direct debit. If both options have been selected in the Access PaySuite setup, they'll be offered the option of which one to choose.
Adding payment
When making your payment, you'll be shown the following screens. Fill out all of your card details as instructed.
Once the payer has successfully completed payment they'll see a thank you message like below.
If the bill payer cancels the payment or if the payment fails for any reason, they'll see a message letting them know.
If the bill payer has set up a direct debit they'll be notified of the following:
When payment details are initially collected and confirmed.
Each time a debit is scheduled.
Payment completion
Once the payment has been successful or the direct debit has been set up the invoice balance on Access Care Rostering automatically updates. This update reflects whether the invoice balance is paid, not paid, or if the direct debit is paid, pending or has failed.
Direct debit collection is made 14 days from the accepted date of the invoice period.
View status of an invoice run
Click Finance.
Click Invoice.
Select Management.
Click the paid status in the relevant run.
📌 Note: You'll still be able to mark the invoices as paid or not paid manually unless the invoice has been paid by card, debit card or when the direct debit is pending or has failed.
With the Payments integration, additional statuses are included that auto-update when payment is successful, pending, or failed. These are:
Direct Debit - Paid
Direct Debit - Failed
Direct Debit - Pending
Card Payment
Export payment status details
Click Finance.
Click Invoice.
Select Management.
Click the paid status in the relevant run.
Click the export icon.
If the paid status column is not enabled please contact support and they'll enable this for you.