Make payments in the Payments screens. To get to this screen, click on 'New Adhoc Payment' located under 'Payments' in the Main Menu. You'll be taken to the screen below.

Account details: Pay From account

The screen will ask you to choose a 'Pay From' account.

You can use the drop-down list to pay directly from a bank account or use a credit card. From the drop-down list, select the account you wish to make the payment from. The first account will be the automatic 'Pay From' default account. If you select a valid credit card account, it will use the expiry date stored in the system without showing on the drop down list. An organisation can have up to five payable accounts and up to five credit cards registered.

Client selection: payee details for a registered user

The screen will ask you to choose a payee in 'Client Selection'.
If you're paying another ComPay member, you have three options for selecting them.

• Select the payee from your Quick List — ensure the link beside the field says 'Show Quick List'. Click on it to change the list. Once you have clicked on the payee from the Quick List, the system will automatically fill out the CN and Client Name details.
  
  
• Select the payee from all clients — ensure the link beside the field says 'Show All Clients'. Click on it to change the list. All available ComPay members will now appear in the list.
  
  
• Search for the payee via the 'Search' link — click on 'Search' on the right of the payee details. This opens a new screen and gives you options to search by client name within client type.

To search, select the client type from the drop down box (most people leave this set at 'All'). Type the starting letters of the ComPay client's name or leave blank to select all. Click on 'Go'.

Tick the 'Add to Quick List' box if you want to add them to the ComPay Member Quick List permanently. Double click the client to select them as the payee.

Remittance advice email

The ComPay system is set up to automatically send remittance advice to the person who authorises the payment. A payment notification is also emailed to the payee upon payment authorisation.

Remittance advice 'CC' email

The 'Remittance Advice CC Email' field allows you to send remittance advice emails to other parties. Anyone named in this box will receive a notification once payment has been authorised.

Transaction details

Each payment must have at least one line item and can have a combination of the three different styles of line items. Those line items are: Invoice, Del Order (delivery order) or Storage. Each line item is dealt with differently.

Under 'Transaction Details' you can choose from the dropdown menu from 'Invoice', 'Delivery Order' or 'Storage'.

Invoice line items

Select INVOICE from the drop down box (it is the default selection) and click on the 'Add Line Item' box.

The form will ask you for:

• Invoice number — the invoice that you are paying;
• Secondary Ref — any internal or alternate reference you wish to make;
• Amount — the amount to be paid toward this invoice; and
• Comment — you have up to 50 characters available to make comments for this line item.

Only the Invoice Number and Amount are required fields for this line item.

You are also able to delete the line item, should you need to. Click on 'Delete' at the right of the line item and it will be removed. Once you have completed your line item, you can add another or select 'Submit' to validate the entries and move to the confirmation screen.

Delivery Order line items

Select DEL ORDER from the drop down box and click on the 'Add Line Item' box.

You can add information, as follows.

• Bill of Lading Number (#) — the Bill of Lading Number on the Import Delivery Order which you are paying to release freight.
• Secondary Ref — any internal or alternate reference you wish to make.
• Electronic Delivery Order Req — tick this box if you require an Electronic Delivery Order (also known to 1-Stop clients as an EIDO) sent. These are only able to be sent from shipping organisations that have been set up to do so. The box will be greyed out if the shipping organisation selected is unable to send one.
• Electronic Delivery Order email — the email address you want the Electronic Delivery Order (or EIDO) sent to.
• Amount — the amount to be paid for the Import Delivery Order.
• Comment — you have up to 50 characters available to make comments for this line item.

Only the Bill of Lading number and Amount are required fields for this line item, unless you have selected to receive an Electronic Delivery Order. If that is the case, then the Electronic Delivery Order email address is also required.

You can delete the line item if you need to. Click on 'Delete' at the right of the line item and it will be removed. Once you have completed your line item, you can add another or select 'Submit' to validate the entries and move to the confirmation screen.

Storage line items

Select STORAGE from the drop down box and click on the 'Add Line Item' box. Note that if you haven't selected a valid terminal, a warning box will appear, notifying you that storage payments can only be made to terminals.

Once you've entered the required payee details (that is, the terminal you wish to pay storage to) the storage line item screen will appear.

You will be asked for the following information.

• Container number — this refers to the container that you are paying for. Note that this number gets validated against the details in the Terminal Operating System (TOS) to be sure it is a valid combination.
• Date of Pickup — this refers to the date the container will be collected (as per your booked time slot). Note the date is in a dd/mm/yyyy format and you need to type the '/' between the numbers. There is also a calendar box available now.
• Amount — to calculate the amount for the Storage line item, enter the container number and the pick-up date, and then click on 'Calculate Cost'. The amount will be automatically entered and cannot be manually altered.
  
  

• Comment — you have up to 50 characters available to make comments for this line item.

A valid container number, date of pickup and the amount are required fields for this line item.

You can also delete the line item if you need to. Click on 'Delete' at the right of the line item and it will be removed. Once you have completed your line item, you can add another or select 'Submit' to validate the entries and move to the confirmation screen.

Advance payment options

The default payment date on any transaction will be the current date. To accept the current date as date of processing, simply click 'Submit' to proceed.

You can set the date of a payment to a future date. This is most often done for transactions when the authorising person will be away or as a strategy to best manage cash flow. It is as simple as using the drop down box to set the date of the payment and then clicking on the 'Submit' button.

Note that ALL advanced payments must be authorised prior to the date, otherwise they will not be processed to the bank.

ComPay will not permit you to make storage payments with an advance payment greater than the total established by the pick-up date. Storage payments for containers must be authorised before the container is physically picked up otherwise the terminal will not release the container.

If the 'Advanced Payment Date' is incorrect then delete the transaction and create a new one.

Submitting payment and going to the confirmation screen

Once you have entered the payment details and clicked 'Submit' you will be taken to the Confirmation screen. If you've failed to add any mandatory details, an error screen will now tell you what you need to add.

Once all details are correct, you'll arrive at the Confirmation screen. The details of the payment you are making will be displayed here as well as any Transaction Fee or Merchant Service Fee payable.

Review the details and if you need to make changes, click on the 'Back' button to return to the previous screen and alter any details.

Then click the 'Submit' button again to return to this screen.

If you're an Administrator or the Master Administrator, you will be able to authorise payments at this stage by clicking on the 'Authorise Payment' box. Now simply enter your password and click 'Submit'. (If you're a standard user, the payment will remain in a Pending status to be authorised later.)

Got to Payment Authorisation for more information.