Online Payment Service User Guide OTIS Online Payment Service User Guide 0
Contents Page 1. Introduction....2 What the OTIS Online Payment Service means to you 2. Accessing the OTIS Online Payment Service...... 3 How to logon to the OTIS Online Payment Service for the first time 3. Direct Debit......... 6 Registering your nominated bank account 4. Viewing and Paying Invoices...... 7 Viewing current outstanding invoices You Decide What To Pay! (Submitting an allocated payment) Part-payment of invoices 5. Registering Your Credit Card.........10 MasterCard and Visa Cards only accepted 6. Submitting and Unallocated Payment.......11 Submitting and unallocated payment via Credit Card Submitting an immediate unallocated payment via Direct Debit 7. Payment History.....13 View Payment History Reprint Payment Receipts 8. Preferences.....14 Changing your account details Passwords Email Address OTIS Online Payment Service User Guide 1
1. Introduction Welcome to the OTIS Online Payment Service. In essence, the OTIS Online Payment Service offers the following benefits: The ability to pay your maintenance or repairs invoice online at your own convenience 24/7 via MasterCard or Visa credit cards, or direct debit from either your nominated cheque or savings account. The ability to maximise your cash flow by allowing you to allocate your own payments against specific invoices. We are sure you will enjoy the benefits and flexibility that the OTIS Online Payment Service offers to your business. OTIS Online Payment Service User Guide 2
2. Accessing the OTIS Online Payment Service How to logon to the OTIS Online Payment Service for the first time The OTIS Online Payment Service can be accessed online by navigating to www.otis.com/site/au. Click on the link OTIS Online Payment System (circled below). Otis Online Payment Service User Guide 3
Once connected, you will be asked to enter your login details which include your Account Number and your password. Your Account Number is the first 7 digits of your BPAY Bill Reference Number located on the front bottom right of your invoice. In the example below, your account number would be 1309446 Otis Online Payment Service User Guide 4
Your initial Password is the postcode as appears on the front of your invoice. After logging in for the first time, for security reasons you will be asked to create a new password, which will then be your nominated password to access this site. This password must be between 5 and 16 characters in length. This will now be your password to logon to the OTIS Online Payment System. Please Note You are responsible for keeping your Account Number & password secret to prevent inappropriate use. If an unauthorised person learns your username & password, they can assume your identity and their actions will be attributed to you. Your password is not known to staff at OTIS, and you should not reveal your password to staff at OTIS. If you forget your password please click on the forgotten password link to have your password sent to your previously nominated email address. Please refer to Section 8: Preferences of this document which describes the process to nominate your email address for use with this website. Otis Online Payment Service User Guide 5
3. Direct Debit Registering your nominated bank account To make a payment via Direct Debit, the details of your nominated bank account need to be registered on the OTIS Online Payment Service website first. To do this, from the Home Page, click on the Bank Account tab on the left hand side (under the Your Details menu) and this will direct you to the Direct Debit Request screen, where you will be asked to enter your bank account details including: Bank Account Number Bank BSB Branch Number (000-000 format) Name of the Financial Institution Name of the Account holder Suburb the Bank is located in; and State the Bank is located in. Once you have made sure all details are correct click on the Update button and it will direct you to our Direct Debit Service Agreement form, which you will need to read and agree to, to complete your registration. Enter your bank account details here. Once you have accepted the agreement and entered your password, your bank account details will have been registered and you now will be able to make a payment via Direct Debit. Otis Online Payment Service User Guide 6
4. Viewing and Paying Invoices To make payments you ll first need to view your invoices. Viewing current outstanding invoices To view unpaid invoices, click on the View Invoices link under the Quicklinks menu on the left side of the screen. From this screen you have the option of viewing what invoices are in Current, Overdue and previously paid or Cleared as shown below. Click on the period the invoice corresponds to view all invoices in that period. (i.e. for overdue invoices, click on the overdue tab, current for current invoices, and cleared for historically paid invoices) OTIS Online Payment Service User Guide 7
You Decide What to Pay! (Submitting an allocated payment) One of the benefits the OTIS Online Payment Service brings is the ability to choose which invoices to pay and how much to pay. To do this, select the invoices you desire to pay in the Overdue and Current periods then click Calculate Total. You can choose whether to pay using credit card or direct debit from the drop-down box next to Payment Type:. Select whether to pay via Credit Card or Direct Debit Select which period the invoice falls in to select the document that you wish to pick up Select the invoices you wish to pay Click Calculate Total to see the total amount you have agreed to pay After you have confirmed all your selections, click Next>> and the payment confirmation screen will appear. Based on the Payment Type you have selected and if you have pre-registered your bank account and credit card details on the system, these will already be populated on the payment confirmation screen as shown below. On the payment confirmation screen, you can enter a payment reference which will appear as the reference on your credit card statement or bank account statement. You can also add any comments that you would like to send to OTIS along with your payment, in the Comments box. You can choose whether the payment will be made immediately or at a later date Enter your credit card details here. If you have pre-registered your credit card details these fields will already be populated. Press Calculate. Currently the surcharge on credit card payments is 0.75% Enter any comments you would like to send with you payment to Otis here. Otis Online Payment Service User Guide 8
Part-payment of invoices If there is a dispute with the value of an invoice and you wish to make a part-payment of that invoice as a result, the OTIS Online Payment Service caters for this function. To make a part-payment on an invoice, first select the invoice that you wish to part pay. Click on the Pay Amount box relating to that invoice and enter the amount you wish pay of that invoice. Before you can click on Calculate Total you will be asked to enter a reason, please enter your reason in the text box under Variation Reason. Select the invoice you wish to part pay and enter the amount you wish to pay here. Please enter a reason here Once you have confirmed the final payment amount of the invoice you wish to part-pay and have selected any other invoices you wish to include in this payment then click Calculate Total. Note: You cannot make a part-payment of an invoice without entering part-payment Variation Reason. To submit this payment click Next then follow the steps shown previously. Note that the system only displays the past 12 months of your invoices. If the invoice you need to pay is not listed in the View Invoices section of OTIS Online Payment Service please refer to section 6 on how you can pay it as a manual payment. Otis Online Payment Service User Guide 9
5. Registering Your Credit Card (MasterCard or Visa Cards only accepted) Please note that this feature is for your convenience only. It is an optional requirement; you do not have to register your credit card details on this page to make a payment to us. To avoid having to re-enter your credit card details each time you may register your nominated Credit Card on the OTIS Online Payment Service. To do this, click on the Credit Card tab from the menu options on the left hand side which is under the Your Details heading. This will direct you to the Credit Card Authority screen, where you will be asked to enter details of you nominated credit card, including the credit card number, name of credit card holder and the expiry date of credit card. Enter your Credit Card details here. After entering your credit card details, click on the Update button and that will lead you to our Credit Card Authority statement. To proceed further, you will need to agree to this statement and enter your password to confirm your identity as an authorised user. Once this is done your credit card details will now be saved on the website in an encrypted format and will appear each time you make a payment via Credit Card so you will not need to fill out these details each time you make a payment. Otis Online Payment Service User Guide 10
6. Submitting an Unallocated Payment Submitting an unallocated manual payment via Credit Card If the invoice you need to pay is not listed in the View Invoices section of OTIS Online Payment Service you can now make a payment into your OTIS account directly from your nominated credit card. To make a payment with your credit card, click on the Manual Payment link under the Quicklinks menu on the left hand side. Select the Credit Card - Purchase option from the Payment Type options available (this will be the default option). If you have previously registered your credit card details, the credit card detail fields will already contain your credit card details. From there you need to enter the following details: Credit Card 3-digit security code located at the back of your credit card. (Optional) Payment Amount The amount you would like to pay Description Please enter the invoice number/s that you are paying here, and if any of the invoices are part payments, the amounts to be applied to each invoice number Comments Any additional comments to be sent to OTIS along with your payment, e.g. reason for part payment of invoices. Once you have entered all your payment details and made sure they are all correct, click on the Calculate button (currently the surcharge on payments via credit cards is 0.75%) to make your payment to OTIS. If any errors have occurred you will be notified on by the status bar below and be asked to make the needed adjustments. Enter your Credit Card 3-digit Security Code, Payment Amount, Payment Reference and Comments here. Otis Online Payment Service User Guide 11
Submitting an immediate unallocated payment via Direct Debit Once your bank details have been registered, you can make an unallocated payment into your OTIS account directly from your nominated bank account. To do this, click on the Manual Payment link under the Quicklinks menu on the left hand side. Select the Direct Entry Debit option from the Payment Type options available. You can now enter the amount which you would like to pay and any comments (e.g. invoice number, if available) that you would like to be referenced on your payment so that we can allocate your payment manually. Press the Calculate button to finalise the amount you want to pay. To proceed with payment click on the Submit Payment button once. Otis Online Payment Service User Guide 12
7. Payment History View Payment History The OTIS Online Payment Service also keeps a record of all your historical payments made via this system. To view all historical payments, click on the Payment History link under the Quicklinks menu. You can specify your search details here. For additional search criteria click on this button and enter search details here Click on the drop down box and select View Details to see the details of the payment. Enter your search criteria, such as the date of payment, receipt number and amount. For additional criteria to search under click on the Additional Criteria>> and this will open up more options you can search under. Once you have found the particular payment you are searching for, click on the drop down box under the Actions menu and select View Details. Here you will see all the payment details including approval of payment, bank account details and details of the documents which you have paid. Reprint Payment Receipts To reprint payment receipts, find the payment which you wish to reprint by following the above steps. After locating the payment you wish to reprint, click on the drop down box under the Actions menu and select View Details. You will now be able to reprint the payment receipt. Otis Online Payment Service User Guide 13
8. Preferences Changing your account details Passwords To change you password, click on the Preferences link under the Your Details menu. On that screen you will be able to change your password by entering your current password and then your new nominated password and then confirming this by entering it again. Your password must be between 5 and 16 characters in length. Enter your new email address here Enter your new password here Email address To change your email address, follow the above menu path and from the same screen you will be able to change your email address. This email address will be the designated email address where any email correspondence (e.g. forgotten password requests) will be forwarded to if requested. For further information on the topics covered or if you are experiencing any further issues separate to the userguide please feel free to contact your local accounts receivable representative (phone numbers are listed on the front of your invoice). Otis Online Payment Service User Guide 14