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QuickMatch

What is QuickMatch?

QuickMatch is a service that matches payment information to customers and invoices. The payments are matched and allocated using a set of matching rules. A report on the allocations is generated and sent back to you.

What is invoicing?

Invoices

An invoice is a payable document. It is issued to your customer as notification of an amount you are owed. An invoice has:

  • a total amount payable,
  • an outstanding amount

In QuickMatch

  • an invoice can be overpaid, underpaid, or fully paid.
  • an invoice is considered open while there is an outstanding balance that is greater than 0.00.
  • an invoice is considered closed when the outstanding balance is 0.00.

Invoices are provided by you in an Invoice Upload Request File.

Invoicing

Invoicing in QuickStream is the ability for you to upload invoices for your customers to pay.

Invoicing allows your customers to:

  • Pay one or more invoices

Invoicing allows you to:

  • Receive payment information allocated to one or more customers and invoices.
  • Handle invoice payments both inside and outside of QuickStream.

Invoicing model

What are allocations?

Allocations represent what a payment is for. These can be:

  1. Customer Allocations
  2. Invoice Allocations

In the most common case a payment is allocated to one customer and one or more invoices for that customer.

The total of allocations for a payment will never exceed the total of the payment itself.

Allocation Model

Customer allocations

A customer allocation represents the customer that made the payment. Usually there is only one customer allocated to a payment.

Invoice allocations

Any payment that is allocated to a customer can also be allocated to one or more invoices. An invoice allocation represents an invoice that the payment is for. An invoice allocation can be the full amount of the invoice, or a partial amount of the invoice.

A payment can be allocated to one or more invoices. The way invoices are allocated can be adjusted to match how you issue invoices.

Payment sources

QuickMatch can match payments from the following sources:

  1. Off-System BSB (OSBSB)

Off-System BSB payment flow

The payment flow below describes the basic payment flow for OSBSB payments. The flow has 5 steps.

  1. Issue Invoices
  2. Customer Makes Payment
  3. Payment Received
  4. Payment Matching
  5. Details Reported

The steps are described below and refer to the payment flow diagram:

QuickMatch OSBSB payment flow.

Issue invoices

When invoices are issued to your customers they will include the following account details to pay into:

  • BSB - The Off-System BSB Number.
  • Account Number - Their Customer Number in your system.

The Customer Number will match the Invoice record sent to QuickStream in the Invoice Upload Request File

Invoice Issued

Payment

The main payment process happens in three steps:

  1. Customer Makes Payment
  2. Payment Received
  3. Payment Matching

Customer Payment Flow

Customer makes payment

The payer will pay into the BSB and Account number specified on their invoice. They can use any standard direct debit method to pay into this account.

Payment received

Successful payments will settle into the Off-System settlement account the day that they are paid.

Payment matching

When the payment details are received by QuickStream the payments will be matched by the configured matching rules.

Payments are first matched to a customer record. If a payment is matched to a customer then invoice matching can be attempted.

Details reported

After matching has been performed the details are reported to you via a transaction file.

Payment matching

There are two ways that an Off-System BSB payment can be matched:

  1. Matched to a customer
  2. Matched to an invoice

When a payment is matched in these ways an allocation for the match will be linked to the payment.

Customer matching

Off-System BSB payments are matched to customers by the account number that your customers pay into. That account number is matched to customer records sent to QuickStream by you in the Invoice Upload Request file.

If the account number matches a customer number exactly, then the payment will be linked to that customer.

QuickMatch OSBSB Customer Matching

For invoice matching to be performed, a payment must be matched to a customer first.

Invoice matching

After a payment has been matched to a customer, invoice matching can be attempted. There are three invoice matching rules that can be attempted in any order required.

  1. Exact Single Amount Match
  2. Month Total Match
  3. Apply to Invoices
Exact single amount match

An exact single amount match will attempt to match a payment to a single outstanding invoice for that customer.

This type of matching is good if your payers pay a single outstanding amount at a time, or if you issue a single invoice per payment period.

There are the following restrictions on this matching:

  • There can only be one outstanding invoice for that amount. If there is more than one the match is considered ambiguous and won't be matched.
  • The amount outstanding on the invoice and the payment amount must match exactly.

QuickMatch OSBSB Exact Single Invoice Match

Month total match

A month total match will attempt to match a payment to a month total of outstanding invoices. This will be attempted for three months prior to the payment date, starting with the oldest month.

This type of matching is good if your payers pay a month's worth of invoices after the month period is complete.

There are the following restrictions on this matching:

  • The month total of invoice must be exactly the same as the payment amount to be matched.

QuickMatch OSBSB Month Total Match

Apply to invoices

The apply to invoices matching will use the payment amount and apply it to invoices. This is done until there is no money left to allocate and is performed from the oldest invoice to the newest.

This type of matching is good to pay customer invoices regardless of how much they have paid, or over what period they are paying.

There are the following restrictions on this matching:

  • If an outstanding invoice amount exceeds the remainder to be allocated, that remainder will remain allocated only to the customer.

QuickMatch OSBSB Apply to Invoice

Invoice upload request file

The Invoice upload file is a comma-separated value (CSV) file. The following sections describe the fields for each record type in the file format.

Record type

There are three record types

Customer details

The following fields can be used to send only customer details into QuickStream.

Column Heading Description Mandatory Min Length Max Length Field Validation Sample Value
RecordType C - indicates a Customer details record. Yes 1 1 Must be C C
CustomerNumber Unique customer number.
  • If the customer number exists, the customer details will be updated to the values in this file.
  • If the customer number does not exist, a new customer will be created.
Yes 1 100 Case-sensitive. Numbers and letters only. CUSTOMER1
CustomerName The customer name. This can be the name of an individual or business. Yes 1 100 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. John's Cakes
CustomerStatus The status of the customer. Disabling a customer will prevent any payments from matching to the customer. Yes 6 7 One of:
  • ENABLE
  • DISABLE
ENABLE
EmailAddress The customer's contact email address. No 5 128 A valid email address. john@johnscakes.biz.au
PhoneNumber The customer's contact phone number. No 10 12 A valid phone number including the area code, and optionally the country code prefixed by a +.
For example, +61xxxxxxxxx, 0xxxxxxxxx.
+61421559774
AddressLine1 The first line of the customer's address. No 3 128 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. Unit 11
AddressLine2 The second line of the customer's address. No 3 128 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. Level 31
AddressLine3 The third line of the customer's address. No 3 128 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. Building A
AddressLine4 The fourth line of the customer's address. No 3 128 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. Sunset Blvd
City The city name of the customer's address. No 3 128 Numbers, letters, underscores, apostrophes, ampersands, periods and hyphens only. Sydney
State The state of the customer's address.
For non-Australian addresses, we recommend you do not provide a value.
No 2 3 For Australian addresses, we recommend you use one of the following state codes ACT, NSW, QLD, NT, SA, WA, TAS, VIC. NSW
PostalCode The postal code of the customer's address. No 4 4 Numbers only. 2000
Country The country code of the customer's address No 2 2 The two character ISO country code AU

Invoice details

The following fields can be used to send only invoice details into QuickStream. Provide 0-1000 invoices per Customer details record.

Column Heading Description Mandatory Min Length Max Length Field Validation Sample Value
RecordType I - indicates a Customer details record. Yes 1 1 Must be I I
InvoiceNumber Unique invoice number Yes 1 40 Case-sensitive. Numbers, letters, underscores and hyphens only. INV123456
Purchase Order Number A purchase order number can be used in some kinds of matching. No 1 40 Case-sensitive. Numbers, letters, underscores and hyphens only. PO123456
InvoiceAmount The total amount of the invoice. Yes 4 10 A negative, non-zero or positive dollar amount in the format 0.00.
For example, 0.01, 1.01, -10.00, 100.50, 1000.75, 100000.00 etc.
  • The absolute value of this field cannot be less than the absolute value of Outstanding Amount.
  • Must have the same sign as Outstanding Amount.
100.00
OutstandingAmount The outstanding amount of the invoice. Yes 4 10 A negative, non-zero or positive dollar amount in the format 0.00.
For example, 0.01, 1.01, -10.00, 100.50, 1000.75, 100000.00 etc.
  • The absolute value of this field cannot be greater than the absolute value of Invoice Amount.
  • Must have the same sign as Invoice Amount.
50.00
Currency The ISO currency code. No 3 3 One of: AUD, NZD. Defaults to AUD. AUD
InvoiceDate The date of the invoice Yes 10 10 A value date in the format dd MMM yyyy.
  • dd is the day of month.
  • MMM is the three character month abbreviation.
  • yyyy is the four digit year.
For example, 01 January 2016 is represented as 01 Jan 2016
01 Jan 2016
DueDate The due date of the invoice Yes 10 10 A value date in the format dd MMM yyyy.
  • dd is the day of month.
  • MMM is the three character month abbreviation.
  • yyyy is the four digit year.
For example, 01 January 2016 is represented as 01 Jan 2016
01 Jan 2016

Sample file

The following sample contains a value for all fields. This file would create/update a customer, one invoice for that customer with a single invoice line item.

"C","JOHNSMITH","John B. Smith","ENABLE","jsmith@customer.com","+61421559774","Unit 11","Level 31","Building A","Sunset Blvd","Sydney","NSW","2000","AU"
"I","INV123456","","100.00","50.00","","01 Jan 2016","01 Jan 2017","customMessage","Custom Message 1"

The following sample contains only the mandatory fields. This file would create/update a customer, one invoice for that customer with a single invoice line item.

"C","JOHNSMITH","John B. Smith","ENABLE","","","","","","",","","",""
"I","INV123456","","100.00","50.00","","01 Jan 2016","01 Jan 2017"

File naming

There's no set standard for naming the Invoice upload request file. However to assist in preventing file duplication, we recommend the following format:

[CommunityCode]_INVOICEUPLOAD_[ddMMyyyyHHmmss].csv

  • [CommunityCode] is a value provided by QuickStream. You can find this in QuickStream Portal in the upper right underneath the navigation menu.
  • [ddMMyyyyHHmmss] is the date and time the file was created by your systems in ddMMyyyyHHmmss format. For example, if the file was created on 15 June 2016 at 05:13:52PM you will represent this as 15062016171352.

For example, if your community code is MYCOMPANY, and your systems created the file on 15 June 2016 at 05:13:52PM, then the file name is

MYCOMPANY_INVOICEUPLOAD_15062016171352.csv

Disclaimer

The information contained in this publication is provided for learning purposes only and is subject to change. Revisions may be issued from time to time that encompass changes or additions to this module.

This is a guide only and it is not comprehensive. It does not impinge on or overrule any formal arrangement you may enter into with the Bank. The Bank and its officers shall not have any liability for any losses of any kind incurred in connection with any action, inaction or decision taken in reliance on the information herein or for any inaccuracies, errors or omissions. In this publication references to the "Bank" are to Westpac Banking Corporation ABN 33 007 457 141 and to any of its operating Divisions, including BankSA and St.George.