The Ooooby system doesn't integrate with GoCardless as a payment processing option. However, a tool to manage GoCardless payments has been built for hubs that move on to Ooooby while still locked into a contract with GoCardless.
This guide provides step-by-step instructions on how to match customer details, export new payments, and reconcile transactions, ensuring a smooth payment flow and minimizing errors.
Matching Customers
To ensure accurate matching between Ooooby and GoCardless customer accounts, the system primarily uses email addresses. However, discrepancies may arise due to differences in email information. In such cases, linking the customer’s Ooooby ID to their GoCardless account is a reliable solution.
Finding and Adding the Ooooby ID:
Locate the Ooooby ID:
Access the customer’s account in Ooooby.
Note the ID from the URL, which resembles
3f6cd6a2-6929-4931-b0d6-0ca7b77adf66.
Link to GoCardless:
Find the customer’s account in GoCardless and choose to edit.
Add a Custom Field named
IDwith the value being the Ooooby ID previously copied.
Generating New Payments
When exporting new payment data from Ooooby for GoCardless processing, a lodgement date is recorded against each customer’s account. To prevent double-billing, the system excludes customers from new exports if their payments have been exported within the last five days. This measure ensures accuracy and avoids generating duplicate payment requests.
Reconciling Payments
Reconciliation of payments from GoCardless into Ooooby is crucial for accurate financial records. The system will overlook any payments created before the hub’s start date and reconcile transactions marked as confirmed, paid out, failed, or charged back. Notably, if a payment initially marked as successful later fails, a reverse charge will be recorded for the affected customer.
Addressing Possible Errors
Several common errors might occur during the import and export process, including:
Error Reading CSV File: This error indicates a mismatch between the expected format and the uploaded file. Ensure the correct file is selected and that it follows the required format.
Populated CSV File: If the CSV already contains payment amounts, verify that the correct template is being uploaded. The file should be the output from GoCardless, not previously modified by another tool.
Multiple Mandates: When an email is associated with multiple mandates in GoCardless, adding a custom ID field to the primary mandate can resolve identification issues. Follow the “Matching Customers” steps to set a preferred account.
Failed to Find Email or Mismatched ID: This error occurs when an Ooooby email doesn’t match any in GoCardless or when the GoCardless account's ID doesn’t correspond to the intended Ooooby account. Rechecking and updating the information as needed can correct these mismatches.
Conclusion
By carefully following these steps to match customer details, export new payments, and reconcile transactions, hubs can enhance their payment processing efficiency with GoCardless. Addressing common errors promptly ensures a smooth and reliable payment system, contributing to overall operational success and customer satisfaction.
A video guide to GoCardless payment management: