How to Use Payment Assist
Payment Assist is a financing solution integrated into Garage Hive that allows customers to apply for finance to pay for their vehicle services or purchases. It allows the garage business to offer customers flexible payment plans for vehicle services or purchases, making managing larger bills easier.
Table of contents
Table of contents
Payment Assist Registration
To register for Payment Assist, please fill out the form below:
Payment Gateway Card Setup
This card contains all the settings required to connect Garage Hive with your Payment Assist account. To setup this card:
In the top right corner, select the search icon, enter Payment Gateways and select the related link.
Enter the following details:
- Code: A unique code for the payment gateway, e.g., PAYASSIST.
- Key & Secret: Log in to your Payment Assist Account, select Settings, and then API. Copy the API Key and Secret code. Enter the unique API Key and Secret in these fields. These are essential for authenticating and securing the connection.
- PayAssist Customer No.: Select the internal customer account used for posting the commission invoices.
- Commission Acc.: Select X-1201 as the General Ledger (G/L) account where the commission charges from Payment Assist will be posted.
- Auto-Post Commission Document: If you enable this, the system will automatically post the commission invoice as soon as the finance application is successful and the service document is posted. If it's disabled, the invoice will be created but will need to be posted manually.
- Default Payment Plan: You can select a default finance plan (e.g., '4-Payment'). This will be the pre-selected option when you create a request, but you can change it for individual transactions.
- Notification Source Code: Create PayAssist notification source code.
- Payment Notif. Emails: Enter the email address (or multiple addresses separated by semicolons) where you want to receive status notifications for each finance application.
- Enabled: This slider must be on to activate and use the Payment Assist integration.
Payment Method Setup
You need to set Payment Assist as a payment method for it to appear as an option on documents.
In the top right corner select the search icon, enter Payment Methods and select the related link.
Click New to create a new line and fill in the following fields:
- Code: Enter a unique code, for example, PAYASSIST.
- Description: Give it a clear name, such as Payment Assist.
- Bal. Account Type: Set this to
G/L Account. - Bal. Account No.: Select X-1202 G/L account number where funds received via Payment Assist should be balanced.
The next step is to make Payment Assist option available at a specific garage location. Search for and open the Location Payment Methods page.
Click New to create a new line. You must do this for each location that will offer Payment Assist.
- Location Code: Select the relevant location (e.g., MAIN).
- Payment Method Code: Select the PAYASSIST code you created in the step above.
- Payment Gateway Code: Select the PAYASSIST gateway code from the dropdown.
Payment Assist Pre-Approval
The Payment Assist Pre-Approval feature in the Jobsheet, Estimates and VI Estimates allows the garage business to request pre-approval from Payment Assist for customers before proceeding. This helps in knowing whether the customers are pre-qualified for financing before any work begins. Here's how it works:
Before requesting the pre-approval, ensure the customer's address and postcode are filled in the customer's card to avoid getting an error.
From the Service document, select Payments/Posting, then choose Payment Assist Pre-Approval.
This opens the Finance Pre-Approval page with the customer information and the Pre-Approval Date field. Click on the Request Pre-Approval action for the system to send a pre-approval request to Payment Assist.
If approved, the system updates the customer's Pre-Approval Date field with the current date and time (If declined, an error message is shown).
This pre-approval date has also been updated in the customer's card.
Note: Pre-approvals are valid for one week. After that, a new pre-approval request is required.
How to Create a Payment Assist Financing Request
From a Jobsheet, Sales Order, or Sales Invoice, select the option Payment/Posting from the menu bar, followed by Take Payment.
In the Document Payments window, click the Request Payment Assist Finance button.
The Initiate Finance Request page will open and be pre-filled with the customer's details. Verify that their name, address, postcode, email, and mobile number are correct.
Review the Finance Plan Type field.
- It will be pre-filled if you set a Default Payment Plan on the payment gateway card.
- You can click the ellipsis (...) to select a different plan to send to the customer.
- Alternatively, you can leave the field blank. This allows the customer to choose their own plan from their Payment Assist account when they complete the application.
Click OK. The system will perform a pre-approval check and send an application link to the customer. You will be notified that "The finance request has been initiated."
Checking the Application Status
To view the real-time status of any request, select Payment Gateway Entries from the Document Payments page, or search for Payment Gateway Entries using the search icon in the top right corner and open the Payment Gateway Entries page.
The status will show as Created, Pending, Successful, or Failed.
Payment Assist Finance Application
After requesting Payment Assist financing, the customer will receive an email with a link to begin the finance request process. The customer clicks on the 'Complete Your Application' link to start the process.
The customer should complete all the required information in Payment Assist and click Continue on each page. The financing details are shown on the right-hand side.
The customer should enter their card details to use for the instalments with Payment Assist on the payment method page.
After clicking Finish, the process will be done.
Completing the Financing in Garage Hive
When the financing is authorised in Payment Assist, a notification will appear on the Attention tile on the Role Centre page.
To open it, click on the tile and then on the Jobsheet No. with the authorised payment.
Select Payment/Posting and then Take Payment from the Jobsheet. By default, the Payment Gateway Amount field along the Payment Assist Payment method line should be filled. Enter in the Amount field with the same amount and click Close.
You can now post the document by selecting Payment/Posting and then Post.
Posting Commission Invoice Manually
After posting the document, a commission invoice will be generated with the customer name as Payment Assist. If the Payment Gateway setup is not set up for the commission invoice to be posted automatically, follow these steps to post the invoice:
In the top right corner, choose the search icon, enter Sales Invoices, and select the related link.
Open the invoice with the customer name Payment Assist from the list of Sales Invoices.
The invoice has two lines: one for the total amount of the recently posted jobsheet and another for the audit and accountancy fees charged by Payment Assist or any other commission account that is added to the setup.
The invoice total will be the total amount on the Jobsheet minus the Audit and Accountancy fees.
To post the Sales Invoice,go to the menu bar and select Post under the Take Payment split button within the Home menu.
The payment is now finalised and recorded correctly in your accounts.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.