In this article, you will learn how to schedule payment runs so they run automatically at a regular cadence, and how to manage or deactivate a schedule after it is created.
Contents
- Prerequisites
- Schedule a payment run
- Recurring vs. one-time schedules
- Collection day and receivables due until
- Automatic processing options
- Manage scheduled payment runs
Fast lane
- Go to Settings / Finance / Payment run scheduling.
- Click Schedule payment run at the top right.
- Enter a description, choose Recurring or one-time, and set the execution dates.
- Confirm the summary and preview.
Prerequisites
Before you can schedule a payment run, make sure the following is in place.
| Requirement | Details |
|---|---|
| Permission | Settings / Resources / Roles / Configure scheduling for payment runs |
| Payment run overview access | You still need to monitor the payment run overview regularly. Automatic scheduling does not remove the need to check that runs completed successfully. |
| Payment service provider setup | Required if you use the automatic handoff to your payment service provider. |
Schedule a payment run
Go to Settings / Finance / Payment run scheduling. Click Schedule payment run at the top right. Enter a meaningful description and fill in the remaining fields based on your requirements. You can have a task created if an error occurs during execution, so you are notified when a scheduled run does not complete.
Recurring vs. one-time schedules
You can schedule a payment run for a single execution or automate a recurring cadence. To create a recurring schedule, tick Recurring and specify the interval. The software applies the following rules.
| Field | Rule |
|---|---|
| Interval unit | Only Week or Month is allowed. Other units are rejected. |
| Weekly interval | Any value up to 26 weeks. Higher values are rejected. |
| Monthly interval | Only the values 1, 2, 3, 4, 6, and 12 are allowed. These are the divisors of 12 that keep the schedule aligned to the calendar year. |
| Execution date | The date on which the run is performed; for a recurring schedule it repeats at the interval you set. All other dates (receivables cutoff, collection day) are calculated relative to this execution date. |
Collection day and receivables due until
Two intervals control which claims are collected and when the bank debit takes place.
- Receivables due until: how many days before the execution day a receivable must be due to be included in the run.
- Collection day: how many days after the execution day the bank direct debit is scheduled.
Both intervals are entered in days. The Receivables due until interval must not exceed the Collection day interval, otherwise the schedule cannot be saved. In other words, the due date of the receivables must not fall after the bank debit date.
Automatic processing options
Under automatic processing you decide how much of the run should happen without manual review.
| Option | Behavior |
|---|---|
| None (default) | The scheduled run is created and shown in the payment run overview. You still generate the preview and hand off to the bank manually. |
| Skip preview | The payment run is posted to member accounts automatically without a preview step. You still transfer the file to the bank manually. |
| Automatically transfer to payment service provider | The payment run is posted to member accounts automatically without a preview, and the handoff to your payment service provider is executed automatically. |
After you confirm your entries, you see a summary and, where applicable, a preview based on the current data.
Manage scheduled payment runs
The overview lists every scheduled payment run. Use the three-dot menu on the right side of each row to view the history, deactivate a schedule, or delete it. Only schedules that were deactivated first can be deleted.
Note: A deactivated schedule cannot be reactivated. If you need the same cadence again, create a new schedule.