PayWay Payment Cards

PayWay Payment Cards

PayWay is a simple, secure, internet-based solution to collect and manage customer payments.

About PayWay Payment Cards

PayWay Payment Cards are useful when your customers make regular payments without an invoice.

You can use PayWay Payment Cards for:

  • collection of rental payments from tenants
  • other rent and hire payments
  • regular donations
  • stored valued top-up.

Making payments is easy for your customers and reconciliation is easy for you.

Benefits

  • Automatic reconciliation - payments are automatically matched to your customer number
  • Improved cash flow - cleared funds will be paid into your settlement account the next banking day
  • Make it easy for your customers to pay - offer a variety of payment channels
  • Improved customer service - fast and accurate payment allocation leads to fewer disputes and complaints.

How it works

  1. Using PayWay, you order a unique payment card for each of your customers
  2. Your customer follows the instructions on the card to make a payment by BPAY® or another payment channel
  3. You receive bulk settlement to your account and a receipts file detailing amount paid by each customer.

The receipts file is designed to be uploaded into rental management or accounting software.

Ordering payment cards

Payment Cards are ordered using the PayWay website. You can customise the payment card with your logo and a short marketing message.

To order payment cards:

  1. Sign in to PayWay
  2. Click Order Cards in the menu
  3. Step through the wizard to complete your order.
Use the customer number from your accounting system when ordering a payment card. This is included in receipts files and settlement reports.

Preorder stock

When you pre-order stock a number of payment cards will be mailed to you for a series of customer numbers. For example, you can pre-order stock for customer numbers 1 to 100. When you win new customers and provide them with a card you must record the customer number so you will know who has paid. You can do this using the Assign to Customer page in PayWay or in your own accounting system.

Single customer

When you order a payment card for a single card, we will print the customer number on the card.

Spreadsheet upload

You may wish to use a spreadsheet upload instead of the Single Customer option if you have a large number of customer orders to place and it is easier to cut and paste into the spreadsheet than to enter the details individually through the PayWay website.

Alternatively, you may wish to use a spreadsheet upload instead of Preorder Stock if your customer numbers are not generated in a simple numeric sequence (101, 102, 103, etc). This may happen if your customer number contains a check-digit, letters or special characters.

Reorder

This option allows you to replace a lost card.

Payments

Printed on each PayWay Payment Card are instructions on how to pay and a unique reference number.

Customers can make payments using:

  • BPAY®,
  • Over the counter at Australia Post® (optional),
  • Online via Credit Card or PayPal® (optional)

Customers can setup regular bank account direct debits (optional).

You can choose if you wish to accept optional payment channels.

Reports

Payments, refunds and returns are included in reporting.

Receipts files

Receipts files contain a list of payments received, including the customer number used when ordering the payment card.

PayWay can produce a variety of formats suitable for upload into accounting packages.

The PayWay Transaction Export is a CSV format listing all transactions.

To download receipts files:

  1. Click Daily Settlement in the Settlement Reports menu
  2. Choose the settlement date
  3. PayWay displays the total settlement amount and narrative
  4. Click Download Receipts File or Export All Payments for CSV format.

To search for payments and refunds in the last 220 days:

  1. Click Search (or Search and Refund) in the Transactions menu
  2. Enter search details, such as customer number or BSB and account number
  3. Click Search.

Customer payment history

To access a customer's payment history:

  1. Click Search and Edit in the Customers menu
  2. Enter the customer number or customer name
  3. Click Search
  4. Choose Payment History and click Go.

Payments from the last 220 days are listed.

Customer reports

A customer record exists in PayWay for each payment card you have ordered. To search for customers:

  1. Click Search in the Customers menu
  2. Enter search details, such as customer number or customer name
  3. Click Search.

You can export the search results to a spreadsheet.

Settlement

Settlement is the process of paying you for transactions which have been processed.

BPAY and Australia Post

We credit your Westpac settlement account on the same day for BPAY® and Australia Post® payments made before cutoff. Payments processed on non-banking days or after cutoff are settled on the next banking day.

BPAY® and Australia Post® payments will appear on your bank statement with narrative DEPOSIT 00719.

Banking Days are Monday to Friday excluding national public holidays.

Credit cards

We credit your Westpac settlement account on the same day for Mastercard, Visa and UnionPay transactions processed before 6pm AEST on banking days. Transactions processed on non-banking days or after 6pm AEST are settled on the next banking day.

If you choose to impose payment surcharges and to settle surcharges separately, we will make a separate credit for the aggregate amount of surcharges collected for Mastercard, Visa and UnionPay.

Settlement for other card types depends on your arrangement with those schemes.

Bank account direct debit

We credit your Westpac settlement account on the same day for transactions processed before 6pm AEST on banking days. You will receive one bulk credit for the total of:

  • all payments collected from regular recurring customers
  • all payments processed as automatic or manual retries of declined payments
  • all refunds processed.

We will credit your account a separate amount for each payment file processed that day. If the aggregate value of refunds is greater than the aggregate value of payments, we will debit your account.

If you choose to impose payment surcharges and to settle surcharges separately, we will make a separate credit for the aggregate amount of surcharges in accordance with the above credits.

If you use the shared 3-day User ID, the credit will be uncleared funds. This means the credit will increase your balance but the funds will not be available to you. After three banking days the funds will be available to you.

If you have your own direct entry User ID, the credit will be cleared funds.

Direct entry returns

Your customer's bank may refuse to accept the payment from their customer's account. This is known as a direct entry return. This may happen if the account is closed, has insufficient funds, or the customer has asked their bank to stop accepting debits from you.

We will debit your account an aggregate amount for the total of all direct entry returns we receive on a particular banking day.

If you choose to impose payment surcharges and to settle surcharges separately, we will make a separate debit for the aggregate amount of surcharges returned.

PayPal

PayPal® payments settle to your PayPal account. Payments processed before 6pm (Sydney time) will appear in PayWay reports for that day.

Multiple settlement accounts

PayWay Payment Cards does not support multiple settlement accounts.

Contact us

Purchase PayWay

Phone a Customer Care Banking Representative on 1300 368 098 between 8 am and 8 pm (AEST), Monday to Friday.

Add merchants, accounts, modules or close a facility

Phone a Customer Care Banking Representative on 1300 368 098 between 8 am and 8 pm (AEST), Monday to Friday.

Free test facility

To develop and test, get a free PayWay test facility.

Reset password

Visit Reset Password and use your email address and security question to reset your password.

If you have further problems accessing your account, please fax a written request with your name, phone number, email address and business name on a company letterhead to +61 2 4951 0055.

Technical support

Phone the Helpdesk team on 1300 727 111 between 8.30am to 5.30pm (AEST), Monday to Friday or email payway@qvalent.com

Things you should know

(1) If you want to accept American Express, Diners Club or JCB cards you will need to enter into separate agreements with American Express, Diners Club International or JCB International.

PayWay® is a registered trademark of Westpac Banking Corporation. PayPal is a registered trademark of PayPal, Inc. Mastercard is a registered trademark of Mastercard International Incorporated. American Express is a trademark of American Express. UnionPay is a registered trademark of China Union Pay Co. Ltd. Australia Post is a registered trademark of Australian Postal Corporation. Acceptance of payments at Australia Post is subject to approval by Australia Post. BPAY is a trademark of BPAY Pty Ltd ABN 69 079 137 518.

Conditions, fees and charges apply. This information has been prepared without taking account of your objectives, financial situation or needs. Because of this you should, before acting on this information, consider its appropriateness having regard to your objectives, financial situation and needs.

Copyright© Westpac Banking Corporation ABN 33 007 457 141 AFSL & Australian credit licence 233714.