Payments can be uploaded into the system using CSV or Excel spreadsheet files. The steps outlined below explain how to access the import template, prepare the payment data and complete the upload process.
Before importing any file, it’s recommended to run an up‑to‑date Customer List report. The system does not validate customer references during upload, so this check helps prevent issues such as duplicated payer records or missing customer references.
Please ensure that each payment file is uploaded only once. If any records are marked as invalid, correct or remove those entries rather than attempting to re‑upload the same file.
📌Note: For files containing more than 100,000 payment rows, allow up to one hour for processing between the upload and submission stages.
Upload payment files via the Upload Payment File panel
When completing the System New Debit Payments spreadsheet, you will need to complete the table shown below:
| The Direct Debit reference of the contract you use to collect the payment. (This may differ if using a Custom template). |
Amount | The amount of the payment required (e.g. 4.99). |
DueDate | The date that you would like to collect the payment in DD/MM/YYYY format (e.g. 01/03/2023). |
Comment | A comment about the payment you would like to store in the database. |
Click the Direct Debits tab on the left hand side.
Scroll down to the Upload Payment File panel.
Under Download Template, click System New Debit Payments.
Open the template and complete the four fields shown in the table above.
Save the completed spreadsheet as a .csv or .xlsx file.
Select Click to upload or drag and drop to upload your saved file.
Click Process File.
Under Recent Uploads, click Submit next to the file to review the summary.
Click Submit again to confirm and the file status will update to Submitted.
Upload payment files via File Upload
Click the Direct Debits tab on the left hand side.
Click the File Upload tab.
Select Manage Templates on the right hand side.
From the template list, select System New Debit Payments or a custom one.
Click Download, then complete the template using the four fields listed above.
Save the completed spreadsheet as a .csv or .xlsx file.
Select the checkbox next to the template you want to use.
Click Upload with Selected to upload your completed file.
Under Template, ensure System New Debit Payments is selected.
Select Click to upload or drag and drop to upload your saved file.
Click Upload File.
Once the file validates successfully, click Submit this file.
If errors occur after uploading, correct the issues in your file, re‑upload it and then download a Future Payments Due report to confirm that all payment details have been submitted correctly.