SnapBill offers Southern African Startup and Premium users the ability to completely control their debit batches in SnapBill through manual submission.

SnapBill Premium users can choose between manual or automatic submission, while SnapBill Startup users need to manually submit their batches. Manual submission means you can include as many clients as you like, pick unlimited submission dates and submit as many batches as you want when they want. Best of all... there is no additional cost for this service. Read on to find out how to create and submit your own debit batches:

Requirements:

1. Southern African SnapBill Startup or Premium account (Signup and more info at http://www.snapbill.com/)
2. Netcash account (Signup and more info at https://www.netcash.co.za/)

Manual Batch Submission Procedure:

1. Access:

When logged in to your SnapBill account batch management options can be found by typing https://billing.snapbill.com/batches into your address bar (for Snapbill Startup account holders) or by going to Billing -> Manage Debit Batches (for Snapbill Premium account holders).

2. How to create a batch:

1. In Billing -> Manage Debit Batches click "Add Batch" to begin creating your debit batch.

2. Begin to set up your batch in the "Manual add batch" window

3. Set "Payment Method" to "Netcash"

4. To included retries (Retries are unsuccessful debits from past debit batches) tick the "Include retries?" tickbox. To exclude retries leave the box unticked

5. Select your "Batch Type" from the dropdown

6. Set your currency to ZAR

7. Select the date when the batch should be actioned in the "Action Date" box

Now you have the option to add all pending clients to the batch automatically or to add the batch and add pending clients manually:

• To add all pending clients automatically tick the "Add all pending clients to the batch" tickbox and click "Add Batch" to create a populated batch. Important Note: Q: Who will be added to my batch? A: All clients with invoices due up until the Action Date of the batch will we included. Eg. action date is 1 June 2011 - all clients with invoice due date before or on 1 June 2011 will be added.
• To add pending clients manually leave the "Add all pending clients to the batch" tickbox unticked and click "Add Batch" to generate an unpopulated batch. Once the batch has been created you well need to add clients to it by using the "Build" function.

Your debit batch will now be created in SnapBill.

Important note: The moment a client is added to a debit batch - whether automatically or manually - a "payment processed" email is sent to the client along with an account statement. The payment processed email will tell the client what amount the debit is for and what invoices have been marked as paid.

Below is an example of a batch created without ticking the "Add all pending clients to batch" tickbox.

3. How to edit your batch:

Your batch has now been created and will be displayed in the "Debit Batches" table in Billing -> Manage Debit Batches

It's batch state will display as "ready". See below for states and explainations:

Batch states:

• Ready - This means that the batch has been created and can be edited eg. you can add and remove clients
• Submit - This means the batch has been submitted to SnapBill for security clearance and approval and can no longer be edited.
• Submitted - This means that the batch has been cleared by SnapBill, submitted to Netcash and requires your approval.
• Ok - This means that the batch has successfully been run and has completed automated recon in SnapBill

Click on the batch number to begin editing it:

1. Click "Build" to add all pending clients to the batch (if you haven't already done so by ticking the "Add all pending clients to batch" tickbox)

2. Click "Modify" to edit the batch type, submit and action date:

3. Remember to always set the submit date to the day you are submitting the batch on as it often displays a default date.

4. Now use the "Clients" option to see who is included in the batch and check if all the correct clients have been added to it.

When you are done and happy with your batch and it's contents you are ready to submit the batch to SnapBill for security clearance and approval.

3. How to submit a batch:

You need to complete two steps to successfully submit your batch:

1. To submit your batch click "Submit" in the left navigation menu when in Billing -> Manage Debit Batches -> Batch #001. This submits the batch to SnapBill for security clearance and approval.
2. After you have done this send an email to support@snapbill.com containing the following details:
   • The batch number eg. Batch #001
   • Your SnapBill username
   • A request to submit the batch eg. Please submit the following batches- #001, #002, #003 for username "testuser".

This allows us to ensure that the batch is being submitted by the user and prevents batches that you haven't authorised from being submitted on your account.

Important notice: If you do not send an email requesting batch submission to support@snapbill.com your batch will not be submitted. Batches will be cleared and submitted Mondays to Fridays 08:30am to 16:30pm. Remember to factor this into your batch submission dates to ensure that there is enough time for batches to be cleared and submitted.

4. How to authorise a batch:

Once we have received your email we will submit your batch to Netcash and send you an sms/email instructing you that your batch is ready for authorisation at Netcash. Login to Netcash and authorise your batch there to finalise the submission process.

5. Automatic reconciliation:

All batches submitted through SnapBill will automatically recon 7 to 14 days after the batch action date. Invoices that are marked as "pending" will automatically be changed to "paid" if the debit was successful and "unpaid" if the debit was unsuccessful.

6. FAQ

Q: I submitted my batch through SnapBill, but missed my action date in Netcash, so couldn't authorise my batch. What do I do now?

A: The correct procedure to change a batch type to same day or the action date is to click on the batch date in Netcash. Just choose a new date, it will show same day automatically, if that option is available and then save. Then authorize the batch. There is no need to ever make a manual batch even if you want to change a action day or batch type. Making a manual batch in Netcash will render SnapBill unable to perform automatic recon and, for clients making use of integrated custom stats, cause batch stats to be inaccurate.