There may be occasions when you need to collect an additional payment from a customer. This can be done by adding an ad hoc payment to their contract. Ad hoc payments appear as separate entries in the Payments Tab, rather than being combined with the regular payment amount. You must ensure the customer is informed that this payment has been scheduled for collection.
Ad hoc payments can be added to a contract before its start date; however, if the contract status is Pending to Activate, the payment is likely to be returned unpaid. This is because the new Direct Debit instruction may not yet have been lodged with the bank where the payment date is scheduled after the AUDDIS submission period. In addition, if a customer has AUDDIS warehousing enabled, payments cannot be collected before the contract start date.
For this reason, we recommend waiting until the contract status shows as Active before adding an ad hoc payment to the contract.
Create an ad hoc payment via Quick Actions
Click the Direct Debits tab on the left hand side.
Scroll down to the Quick Actions panel.
From the Quick Actions panel, select Create Ad-Hoc Payment.
Click Choose a customer and search by name, email address or reference.
Click Choose a contract and select the active contract.
Enter an Amount in the box provided.
Click the dropdown under Payment Due Date and select the collection date.
Enter a note in the Payment Comment box.
Click Create Ad-Hoc Payment.
A confirmation message will appear to confirm that the payment has been successfully created.
Create an ad hoc payment within the customer panel
Click the Direct Debits tab on the left hand side.
Locate the relevant customer from the Customers/Contracts table.
Click the customer’s record to view their details.
Click the Payments tab.
Select Create Ad-Hoc Payment.
Click Choose a contract and select the active contract.
Enter an Amount in the box provided.
Click the dropdown under Payment Due Date and select the collection date.
Enter a note in the Payment Comment box.
Click Create Ad-Hoc Payment.
A confirmation message will appear to confirm that the payment has been successfully created.
📌Note: When selecting the Payment Due Date, it may differ from the customer’s usual collection date for both rolling and fixed contracts. Please ensure you allow for the required working‑day cut‑off when adding payments, so there are enough working days before the collection date.
Ensure the payment appears in the Payments tab with a status of Pending, and that the Payment Type is set to ad hoc. While an ad hoc payment remains in the Pending state, it can be amended or deleted up until 12:00 noon on the payment submission deadline for the relevant collection date.