Administration

Administration

The Administration tab allows you to manage users and facility, business and security configuration.

For example, you can:

Users

This page lists all the users in your organisation. It also allows you to:

  • search for particular users based on their name, email address or business
  • add a new user

Users are listed in the bottom half of the page. Summary information such as their name, business and status are displayed on this page. More detailed information such as their contact details and the tasks they are allowed to perform may be viewed by clicking the link under the 'Login Name' column.

The page typically shows 10 users at a time. To view the next 10 click the 'Next 10' link at the bottom of the page. Alternatively, click the 'Export All Users' button to download a CSV file.

If you would like to add a new user, click the 'Add' button to go to the 'Create New User' page.

Search Users

The following information is displayed for each user.

Column Name Description
Login Name The user's login name. It is a unique identifier that they will use to sign in.
Business The business the user belongs to.
Full Name The user's name.
Status The current status of the user's account. The status will either be:
  • Enabled (the user is allowed to sign in)
  • Locked (the user's account has been locked due to either a long period of inactivity or many failed sign-in attempts. The user's password will need to be reset before they can sign in again).
  • Disabled (the user's account has been disabled by an administrator. Their password must be reset before they can sign in again).

User details

The 'User Details' page displays information about a particular user. It includes the following details:

  • the user's contact details
  • the tasks the user is allowed to perform
  • recent activity performed by the user

The following table describes the information that is displayed under the 'User Details'.

Field Name Description
Login Name The user's login name. It is a unique identifier that they will use to sign in.
Business The business the user belongs to.
Full Name The user's name.
Email The user's work email address
Phone The user's work phone number
Mobile The user's mobile phone number
Fax The user's work fax number
Status The current status of the user's account. The status will either be:
  • Enabled (the user is allowed to sign in)
  • Locked (the user's account has been locked due to either a long period of inactivity or many failed sign-in attempts. The user's password will need to be reset before they can sign in again).
  • Disabled (the user's account has been disabled by an administrator. Their password must be reset before they can sign in again).

User Details

If you would like to change the user's details or add/remove a task, click the 'Edit' button.

If you would like the system to generate a new password for the user, click the 'Reset Password' button.

If you would like to disable the user's account so they no longer have access to the system, click the 'Disable User' button.

Edit existing user

The Edit Existing User page allows you to modify a user's account. You may:

  • Change the user's contact details
  • Assign new tasks to the user
  • Remove tasks from the user

The following table describes the information that is displayed under the 'User Details'.

Field Name Description
Login Name The user's login name. It is a unique identifier that they will use to sign in.
Business The business the user belongs to.
Full Name The user's name.
Email The user's work email address
Phone The user's work phone number
Mobile The user's mobile phone number
Fax The user's work fax number
Status The current status of the user's account. The status will either be:
  • Enabled (the user is allowed to sign in)
  • Locked (the user's account has been locked due to either a long period of inactivity or many failed sign-in attempts. The user's password will need to be reset before they can sign in again).
  • Disabled (the user's account has been disabled by an administrator. Their password must be reset before they can sign in again).

Edit An Existing User

If you would like to assign a task to a user, tick the box next to the appropriate task.

If you would like to remove a task from a user, untick the box next to the appropriate task.

To save your changes, enter your password then click the 'Save' button.

Create new user

This page allows you to add a new user. There are two parts to setting up a user account: User Details and Tasks.

User Details

Enter the user's Login Name and contact details into the fields provided. The Login Name is the unique identifier they will use to sign in. This value cannot be changed once the user is created.

Tasks

A list of available roles is displayed on the screen. Each role gives the user permission to access a particular area of the website. Select the roles you would like this user to have. Please note:

  • The roles listed in the image below are examples only. Your implementation manager will set up different roles for your organisation.
  • You can only assign a user the same roles that you have. For example, if you have access to roles A and B you can assign role A or B to another user. However, you cannot assign role C to the user because you don't have access to that role yourself.

Once you create the user, an email containing their Login Name will be sent to the user, along with a temporary password. The user will then enter these details into the 'Sign In' page. If you do not want QuickStream Portal to email the user's login details, untick the 'Email password to user' box.

Create New User

Facility settings

This page allows you to change settings across your QuickStream Portal facility. The page is separated into the following sections:

  1. General
  2. Security
  3. Customisation
  4. Transactions
  5. Electronic communication

These sections are described in more detail below.

Facility Settings

General

The General section allows you to:

  • View the Community Code and Community Name allocated to your facility. These details are helpful when contacting the Qvalent Technical Support Helpdesk.
  • Change your Time Zone. You can set the default time zone for your facility. All transaction and event dates and time will be displayed in your chosen time zone. Users can also change this in their own profile.

Security

The Security section allows you to:

  • Download your API client certificate and client software packages.
  • View your connection details for different products
  • Manage your server to server notifications
  • Manage your IP address whitelist.
  • Manager your domain whitelist.

See Security Settings.

Customisation

The Customisation section allows you to allocate an alternative Business label to your facility.

Often a Business in your solution may be known by another name. For example: "Hospital", "School", "Policy" etc. Enter the singular and plural names into the fields provided and the system will be updated to display the new names instead.

Transactions

The Transaction section allows you to:

  • Set up Credit Card Surcharges across your facility. See Card Surcharges for details.
  • Set up Automatic Retry of Failed Payments. For QuickBatch and Recurring transactions, you may set an automatic retry schedule when they are "soft-declined". A transaction that has soft-declined can be retried and may be successful in the future. This option enables the automatic re-processing of failed payments within 4 banking days after the original payment. Payments are not reprocessed if the response code indicates a problem with the customer's details (e.g. expired card, invalid account number). When this option is enabled, any failed payments that occur from that point onwards are subject to retries.
  • Change the Minimum and Maximum Credit Card Payment Amounts for your facility. If your facility has been configured for multiple currencies, you will be able to set the minimum and maximum payment amounts separately for each currency.

Electronic communication

The Electronic Communication section allows you to set up Customer Notifications. The notification options are available when your facility has the Notifications product enabled.

Electronic Communication

You can configure when and how your customers will receive notifications for QuickBatch and Recurring payments.

To set up notifications:

  1. Select Set up Customer Notifications
  2. The pop-up will ask you to select which Notifications you wish to send your customers. Place a tick in each box and select the appropriate medium for the notification type.

Set up Customer Notifications

Find out more about notifications.

Card surcharges

This page allows you to set up a surcharge percentage for credit cards accepted by your facility.

Credit Card Surcharges

To set up credit card surcharges you can choose from three options:

Option Description
Customers are not surcharged No credit card surcharges are applied to customer-initiated transactions. Click the 'Update' button to confirm that all card schemes will have a 0.0% surcharge (no surcharge).
Apply the same surcharges for all businesses Enter the surcharge percent for each card scheme. The transaction will incur a surcharge as a percentage of the total transaction value. QuickStream will calculate these values for you.
The surcharge percentage you enter for each card scheme will be applied to all your businesses.
Users that have access to the "Business Settings" page may update card scheme surcharges on a per-business basis.
Apply a different surcharge for each business Enter the surcharge percent for each card scheme for each business in your facility. The transaction will incur a surcharge as a percentage of the total transaction value. QuickStream will calculate these values for you.
The surcharge percentage you enter for each card scheme will be applied as you click the 'Update' button for each business. You can search for a business to set it individually.
Users that have access to the "Business Settings" page may update card scheme surcharges on a per-business basis.

Configure the transaction export

Administrator users can configure the columns available in the Transaction Export so that your staff see only required information.

On this page:

  • Select the version of the report. Only version 2 allows you configure the the columns in the CSV.
  • For version 2, select All columns, or only the columns that will appear in the report.
  • For version 2, enter the matching key values for metadata in your REST API transaction requests that you wish to include as columns at the end of the report.

See CSV transaction report for the file format specification and how it can be generated using the QuickStream REST API.

Transaction export configuration page

Security settings

You have access to the following security settings:

View connection details

View the connection details required to verify the authenticity of requests you send to QuickStream.

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> View Connection Details.

These values are different in Test and Production.

QuickStream Portal allows you to view your connection details and configuration.

Download API certificate and client software

To download your QuickGateway API client certificate:

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> Download API Certificate and Client Software
  3. Select Choose Technology to download the correct client certificate and software package for your integration.
  4. Set a business or group email address for expiring certificate notifications. When your certificate is about to expire, QuickStream will send an email to this address with instructions to retrieve your latest certificate.
  5. Click the Download Client Software link get the latest version of the API client software.
  6. Click the Download button for your current client certificate.

API Certificate and Client Software page. Java is chosen as the integration technology and the latest certificate is available for download.

Manage REST API keys

Your REST API keys allow you to access the REST API using Basic Authentication. More information about API keys is located in API Credentials.

To create a REST API key:

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> Manage REST API Keys.
  3. Click the Generate New Key button.
  4. Select the Key Access Type.
  5. Choose to restrict the key to one or more businesses.
  6. Click the Generate button.

An image of the REST API keys page showing a Secret REST API key being generated without business restrictions.

To validate all incoming REST API requests against the IP address whitelist:

  1. Click Administration -> Facility Settings -> Manage REST API Keys.
  2. Toggle Check requests against IP address whitelist to On.

An image of the REST API keys page showing a Publishable and a Secret API Key in a table and no IP address restrictions.

View REST API developer log

To test your integration with the REST API view the developer log:

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> View REST API Developer Log.
  3. Enter the end point, API key and date to filter the table.
  4. Click on an entry in the table to view more information about the request sent by your system and the response sent back by QuickStream.

Only authenticated requests are logged. The developer log is not available in Production. QuickStream removes log entries regularly.

The REST API developer log showing the filter input fields and recent successful log entries.

Manage IP address whitelist

The IP address whitelist holds the allowed IP addresses for secure token requests and REST API requests (if configured).

Requests made from IP addresses that are not in this whitelist will be rejected.

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> Manage IP Address Whitelist
  3. Select Add IP Address to whitelist a new IP address, or select the edit or delete icons to manage existing entries.

QuickStream Portal allows you to manage your allowed IP addresses.

Manage server to server notification

Server to server notifications are submitted directly to your system. A HTTP POST with form data or XML sent from QuickWeb, QuickVoice or QuickTerminal after a successful payment attempt, or QuickVault after a successful tokenisation attempt.

  1. Sign into QuickStream Portal.
  2. Click Administration -> Facility Settings -> Manage Server to Server Notification
  3. You must also Add your domain(s) into the whitelist.

Manage server to server notifications in QuickStream Portal.

Destination URL

You can override this by passing serverReturnUrl in a Secure Token Handoff for the above products except the QuickTerminal and QuickVoice products.

Notification format

Choose HTTPS POST or XML.

Control Description
HTTPS POST The server to server notification will be sent as HTTPS POST form parameters.
XML The server to server notification will be sent as HTTPS POST with XML as the request body.

Adding new fields and changing the order of fields may occur at any time and without notice. Your software must be written to handle these types of changes.

Automatic retry of failed notifications

Configure the number of times you wish QuickStream to re-send failed notifications. A failed notification is one where a server cannot be reached, or a server responds with a HTTP status code other than 200 OK.

Control Description
If the original attempt fails Choose the time until the system retries the first time.
If this second attempt fails, retry Choose number of times the system should retry after the second attempt.
at intervals of Choose the interval between each subsequent retry.
If all attempts fail, send an email to Enter the email address the system will notify when a server to server notification cannot be sent. You can override this by passing errorEmailToAddress in a Secure Token Handoff.

For example the following setting produces a schedule:

Setting Value
If the original attempt fails Retry 1 minute after the original attempt
If this second attempt fails, retry 3 more times
at intervals of 10 mins
If all attempts fail, send an email to john@yoursite.com.au

This setup will send the following server to server notifications:

  1. Credit card payment made at 12:00 PM
  2. Server to server notification sent at 12:00 PM and failed.
  3. Server to server notification retried at 12:01 PM and failed.
  4. Server to server notification retried at 12:11 PM and failed.
  5. Server to server notification retried at 12:21 PM and failed.
  6. Server to server notification retried at 12:31 PM and failed.
  7. Stop retrying and send an email to john@yoursite.com.au.

Manage domain whitelist

The domain whitelist holds the allowed domains or URLs for sending server to server notifications. Server to server notifications to URLs that are not in this whitelist will be rejected, and will not receive a server to server notification.

  1. Sign into QuickStream Portal
  2. Click Administration -> Facility Settings -> Manage Domain Whitelist
  3. Select Add Domain to whitelist a new domain or specific URL, or select the edit or delete icons to manage existing entries.

You can whitelist your entire domain, or a specific URL. For example,

  • To receive server to server notifications from any URL on your website, whitelist yoursite.com.au.
  • To receive server to server notifications at a specific URL on your website, whitelist yoursite.com.au/payments.

QuickStream Portal allows you to manage your allowed domains.

Troubleshooting security settings

QuickStream Portal's Activity Log shows:

  • Unsuccessful secure token request attempts.
  • Unsuccessful server to server notification sending attempts.

Use this page to help debug secure token request and server to server notification errors for:

  1. Sign into QuickStream Portal.
  2. Click Administration -> Activity Log
  3. Select the date you wish to view logs for.

Types of entries you may see for unsuccessful secure token requests are:

  • A Secure Token Request was received from an IP address that is not in the IP Address Whitelist for this facility.

Types of entries you may see for unsuccessful server to server notification attempts are:

  • Server to server postback to URL X failed as no username or password is configured for this facility.
  • Server to server postback URL X using HTTP, but should be HTTPS.
  • The URL X is not listed as an allowed end point to post response information to.
  • The URL X is invalid and cannot be used as an end point to post response information to.
  • Received HTTP N instead of HTTP 200 from endpoint X.

QuickStream Portal allows you debug connection problems through the Activity Log.

Manage Fraud Guard

To view your Fraud Guard rules:

  1. Sign into QuickStream Portal
  2. Click Administration -> Facility Settings -> Manage Fraud Guard

To turn Fraud Guard on or off:

  1. View your Fraud Guard rules.
  2. Toggle Fraud Guard Status to on (for the active rules to be applied) or off.
  3. Enter your password.
  4. Click the Save button.

An image of the Fraud Guard status toggled to On.

To toggle the Fraud Guard Mode:

  1. View your Fraud Guard rules.
  2. Toggle Fraud Guard Mode to Active (where Fraud Guard will suspend transactions based on the active rules) or passive (where the results will be reported but transactions are not suspended).
  3. Enter your password.
  4. Click the Save button.

An image of the Fraud Guard mode set to Active.

Facility level rules apply across all businesses. To set facility level rules:

  1. View your Fraud Guard rules.
  2. Go to the Facility Level Rules section.
  3. Configure each rule.
  4. Enter your password.
  5. Click the Save button.

Business level rules apply to a single business and override any facility-level rules. To set business level rules:

  1. View your Fraud Guard rules.
  2. Go to the Business Level Rules section.
  3. If the business has rules it will appear in the table. Select the business to edit existing rules or click the Add Business Rules button.
  4. Configure each rule.
  5. Enter your password.
  6. Click the Save button.

Business settings

This page allows you to change settings across each business. The page is separated into the following sections:

  1. General
  2. Transactions
  3. Accounts
  4. Electronic Communication

Note: If you have multiple businesses, choose your business from the drop-down menu and click 'Search'.

These sections are described in more detail below.

Business Settings

General

The General section displays:

  • The Business Code and Business Name allocated to this business.
  • The business contact details including email address, phone number and business address.

To update these details, click "Change Business and Contact Details". See Change Business and Contact Details for more information.

Transactions

QuickStream will calculate credit card surcharges using a percentage you can nominate for each accepted card scheme. The surcharge percentage can be specified to three decimal places. The Transactions section allows you to change your credit card surcharges for a single business.

To change the surcharge for each card scheme, click the 'Edit' button and enter the percentage value of each transaction to be calculated as a surcharge.

Note: Users with access to the "Facility Settings" page may update the credit card surcharges across all businesses.

Accounts

The Account section allows you to:

Electronic communication

The Electronic Communication section allows you to:

  • Set the email address QuickStream will use to send email notifications for your business. When your customers receive an email from QuickStream on your behalf, it will be shown as being "from" this email address.
  • Set up Customer Notifications. You can configure when and how your customers will receive notifications for QuickBatch and Recurring payments. Business settings will override any Facility settings configured on the Facility Management page.

The notification options are available when your facility has the Notifications product enabled.

Electronic Communication

You can configure when and how your customers will receive notifications for QuickBatch and Recurring payments for this business.

To set up notifications for a business:

  1. Select Set up Customer Notifications
  2. The pop-up may ask you to Override Facility Settings. This means that your administrator user has set up global customer notification settings in Facility Settings. Place a tick in this box if you wish to override those settings for this business only.
  3. The pop-up will ask you to select which Notifications you wish to send your customers. Place a tick in each box and select the appropriate medium for the notification type.

Set up Customer Notifications

Find out more about notifications.

Change business and contact details

This page allows you to change the business and contact details for a business in your facility. The page is separated into the following sections:

  1. Business Details
  2. Contact Details
  3. Business Address

These sections are described below.

Change Business and Contact Details Page

Business details

The business details section has the following fields:

Field Name Description
Business Code This is a unique code that identifies a business. This code is allocated by Westpac. The code is used in solutions such as QuickWeb, QuickBatch and QuickGateway to identify a business to transact against. You cannot change this value.
Business Name A name that identifies the business.
Registered Business Name The registered business name if it is different from the business name above.
ABN/ACN The Australian Business Number (ABN) or Australian Company Number (ABN). This is used on payment receipts and other electronic communication.

Contact details

The contact details section has the following fields:

Field Name Description
Main Contact Person or Team Enter the name of the primary contact or team in your business. This is used on payment receipts and for our Technical Support Team.
Email Address The contact email address for this business.
Phone Number The contact phone number for this business.

Business address

The business address section has the following fields:

Field Name Description
Country Select your country from the list.
Address Enter 1 to 3 lines of address details.
City Enter the city name.
State/Region Choose the state from the list for Australian addresses. Otherwise, leave it blank.
Postcode Enter the postal or zip code.

This page allows you to accept charge cards such as American Express and Diners Club through QuickStream. To accept American Express or Diners Club charge cards, you must first arrange a merchant facility directly with the charge card company.

You will receive a 10 digit merchant ID from Amex or Diners, which must be entered on this screen to link it to your Westpac Merchant ID. If you have multiple Westpac Merchant ID's, you will require a separate Amex or Diners facility for each Westpac Merchant ID.

If you have previously linked an Amex or Diners merchant ID against a Westpac Merchant ID and wish to change this, you must contact your Westpac Client Enquiry Manager.

Link Amex and Diners Merchants Page

Once you have your American Express or Diners Club Merchant ID's you can enter them against a Westpac Merchant ID on this page. Click "Request Linkage with Charge Card Companies". This will open a window with several terms you must read. Once you have read and accepted the terms, place a tick in each click box and confirm.

This will send a request to the charge card companies with your details. The request can take up to 5 business days to be processed by American Express or Diners Club.

View settlement accounts

This page allows you to view the settlement accounts linked to your business. You can use this page to:

  1. Confirm the correct account details are linked to your business.
  2. Change the Remitter Name (the name that appears on your customer's bank statements) for Direct Entry transactions through the facility.

View Settlement AccountsPage

To change the remitter name on a Direct Entry account, enter the new name and click the 'Save' button.

Upload a file

Upload payment files using the REST API or manually. To upload a payment file:

  1. Create a file in one of the Payment File Formats.
  2. Sign in to QuickStream Portal.
  3. Click Administration -> Upload a File.
  4. Click the Upload a New File button.
  5. Select the File from your computer.
  6. Choose the Format type that corresponds to your payment file formats. Choose the "Tokens" format if you have provided Account Tokens.
  7. Click the Upload button.

An image of the modal requiring the user to choose a payment file and select the file format.

The file will be checked for errors, and then queued for processing. A payment file can be in one of the these statuses.

Status Notes
Queued Queued for processing. Check the status again in one minute.
Processing Checking the file for format errors and processing payments in the file.
Awaiting Clearance QuickStream is waiting on all transactions to clear with the other financial institutions. Bank account payments may take up to 5 business days to clear.
Complete Transactions have been processed. Click the File Name to view the details of the Payment File, Payment Batches and Transactions.
Format Error Unable to understand the file format. No transactions will be processed. Click the file to view to errors.

To view file details:

  1. Sign in to QuickStream Portal.
  2. Click Administration -> Upload a File.
  3. Find the file in the table and click the File Name.

The list of files that were uploaded, one with a Format Error and another that has completed processing.

When QuickStream cannot understand the payment file, the status is Format Error and the list of errors is displayed in the file details.

The details of a payment file that is in the status Format Error. A list of errors is displayed in a table.

View activity log

This page allows you to view user and system activity for your facility. By default, the events that have occurred today will be displayed.

You can find specific events by updating the search filter. Enter details into the following fields and click 'Search' to filter the activity log results.

Field Name Description
Filter By Business If your facility has multiple businesses you can select to view the activity for a specific business.
Filter By User Enter the login name or full name of the user into this field. This will show events for this user only.
Filter By Dates By default the page will display activity for today. Choose a different time period or specific dates. This will show events for your chosen dates only.

View Activity Log Page

The results are displayed in an Activity table:

Column Name Description
Date/Time The date and time the event occurred.
Description A brief description of the event.
Business The business column will have the name of the business the event affects. If the event was for your facility as a whole, this will be blank.
User This column displays the full name and login name of the user the event affects. This may be the user that initiated the event, or an event that has taken place to the user by the system.

Add a payment plan

A 'Payment Plan' is a template for your customer's recurring payments. The Payment Plan may represent tiers of a Gym Membership or Donations. Each payment plan has a regular amount, a frequency and a payment schedule type.

Use a Payment Plan when your staff or customers create recurring payments and you wish to control or pre-fill the data they can enter for a recurring payment.

This page allows you to add a payment plan. Once you add a payment plan you can add customers onto that plan.

Add a Payment Plan Page

The page has the following fields:

Field Name Description
Plan Name A descriptive name for the Payment Plan. This name is displayed when your staff or customers are adding a new recurring payment.
Business The business the payment plan belongs to. This will also determine which accounts any recurring payments on this plan will be settled.
Payment Amount The regular payment amount for this plan. The regular payment amount will be deducted on the frequency you choose. This payment amount is excluding any surcharge that may be applied to your customer's recurring payments.
Frequency The frequency you choose determines how often the regular payment amount will be deducted on your customers recurring payment schedule. The options are Daily, Weekly, Fortnightly, Monthly, Quarterly, Six Monthly or Yearly.
Payment Schedule The payment schedule determines how long the recurring payments will be deducted from your customers accounts for. The options are:
  • Continue until further notice: The recurring payments will continue to be deducted until you manually stop them for a customer.
  • Stop after a set number of payments:Enter the number of regular payments that will be made on this payment plan.
  • Stop after total amount paid: Enter the total amount that must be paid on the plan. The regular payment amount will be deducted until the total amount is reached.
Payment Method Enter the allowed payment methods for this plan. You can choose from
  • Both (credit card and bank account)
  • Credit Card (accepts credit card payments only)
  • Bank Account (accepts bank account payments only)

When you have filled in the details, click 'Next'. You will be asked to confirm the settlement accounts any customer payments on this plan will be settled. If you have multiple accounts linked to your business, you can select the correct account from the list.

List payment plans

This page lists the payment plans in the system. The following fields are displayed in the table:

Column Name Description
Plan Name The name chosen for the payment plan.
Description A brief system generated the description for the payment plan.

Click on the 'Plan Name' to view the Payment Plan Details.

List Payment Plans Page

Payment plan details

This page lists the details of a payment plan. The page is split into the following sections:

  1. Plan Details
  2. Banking Details
  3. Customers
  4. Actions

Each section is described in detail below.

List Payment Plans Page

Plan details

This section lists the details of the payment plan schedule:

Field Name Description
Plan Name The descriptive name for the Payment Plan.
Payment Amount The regular payment amount for this plan. The regular payment amount will be deducted on the frequency you choose. This payment amount is excluding any surcharge that may be applied to your customer's recurring payments.
Frequency The frequency determines how often the regular payment amount will be deducted on your customers recurring payment schedule.
Payment Schedule The payment schedule determines how long the recurring payments will be deducted from your customers accounts for.
Business The business the payment plan belongs to. This will also determine which accounts any recurring payments on this plan will be settled.
Payment Method The allowed payment methods for this plan.

Banking details

This section lists the settlement accounts this payment plan was allocated. Customers on this payment plan will have their regular payments settle to these accounts.

Customers

This section appears when you have 1 or more customers allocated to this payment plan.

Actions

This section lists the actions you can take on this payment plan. The actions are:

  1. Edit Payment Plan: This option allows you to change the details of the payment plan.
  2. Delete Payment Plan: This option allows you to delete the payment plan. Any customers with recurring payments on this plan will have their recurring payment schedule "unlinked" from this plan. This means your existing customers will not be affected, but you will need to manage their recurring payments individually.

Select the action you wish to take and click the 'Next' button.

Allocation audit history

This page lists all of the changes that have occurred to payments and allocation rules. Every time a rule is created or a payment is allocated to a customer QuickStream Portal will generate an audit entry behind the scenes. An audit entry contains details about when the change was made, who made the change and what the change was.

The page displays the audit entries based on the date the change occurred. Up to 10 entries are displayed on the page at any given time. To view the next 10 entries click the 'Next 10' link.

Allocation Audit History Results

Alternatively, click the 'Export' button to download a CSV file listing all of the audit entries.

Allocation rules

The 'Search Allocation Rules' page gives you the ability to view the rules that have already been created in QuickLink. You can use the filters to find a particular rule or if you prefer you can view all the rules in the library.

Search Allocation Rules

The following table describes the different filters you can use to search for rules.

Search Filters Description
Account This filter will only appear if your organisation has multiple accounts accepting payments from customers. Each of your accounts will be listed in the drop down box. You must select one of these accounts.
Customer Number This field allows you to search for rules related to one of your customers. If you wish to use this filter you must enter the full customer number (not just part of the customer number).
For example, to find rules related to customer 12345678 you must enter 12345678 (not just 12345 or 5678).
Created Allows you to search for rules that were created at a particular time. For example, rules that were created today, yesterday, the past week or the past month.
If you do not wish to restrict the search based on the date created then set the value to 'Any Time'.
Last Modified Allows you to search for rules that were last modified at a particular time. For example, rules that were updated today, yesterday, the past week or the past month.
If you do not wish to restrict the search based on the date last modified set the value to 'Any Time'.

To view all the rules created for your account do the following:

  • Leave the 'Customer Number' field empty
  • Set the 'Created' value to 'Any Time'
  • Set the 'Last Modified' value to 'Any Time'
  • If your organisation has more than one account, an extra field called 'Account' will appear on the screen. Select the appropriate value from the drop-down box.
  • Click the 'Search' button
  • The list of rules will appear. The page typically shows up to 10 rules at a time. To view the next 10 rules click the 'Next 10' link. To view more information about a particular rule click on the link under the 'Rule Id' column. This will take you to the 'Allocation Rule' page.

Search Allocation Rules -  Results

The following table explains the data that is shown under each column:

Column Name Description
Rule Id The ID of the rule. Each rule has its own unique identifier. Click on this link to view more information about this particular rule.
Remitter The customer's account details. A payment must have these account details for this rule to be applied. The account name is displayed on the left. The BSB and account number is displayed on the right. For privacy reasons the BSB and account number is masked.
Click on either link to view all the rules that have been created for this account.
Reference The reference that must be included in a payment for this rule to be applied.
  • 'is ANY value' means no particular reference is required
  • 'is EXACTLY' means the customer must provide this reference with the payment.
  • 'CONTAINS' means the customer must provide a reference that contains this value. For example, if the rule says 'CONTAINS Smith' that means a payment with reference 'Smith invoiceABC' or 'ABC Smith' or 'Smith' would match the rule.
Customer Number The customer number to apply if a payment matches this rule.

Click the Rule Id to view the details of an Allocation Rule.