# Create a one-time payment manually

### Step 1. Navigate to the One-Time Payment Section

1. In the menu bar, select **One-time** under Payments.
2. Click on the **Create** button at the top-right corner of the page.&#x20;

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2Fsnt75YyZY3CIjeEpdoDv%2FScreenshot%202025-01-10%20at%2010.12.04.png?alt=media&#x26;token=91c16229-e7b5-4d41-afc3-dc21d5b35621" alt=""><figcaption></figcaption></figure>

3. If multiple payment methods are active on your account, a modal will appear allowing you to choose between creating a **Debit Order** or a **DebiCheck** payment, otherwise, a modal will immediately appear with three tabs to complete.

* [**Customer**](#step-1-complete-the-customer-tab)
* [**Bank Account**](#step-3-complete-the-bank-account-tab)
* [**Payment**](#step-3-specify-payment-details)

<div align="center"><figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2F5MXWOxNSNN6gVF63cpHs%2FScreenshot%202025-02-10%20at%2011.51.16.png?alt=media&#x26;token=dd3437ea-ce23-4003-b9dc-ef1f4f1838b0" alt="" width="422"><figcaption></figcaption></figure></div>

{% hint style="danger" %}
When creating a DebiCheck payment, juristic entities (Business/Corporate Accounts) cannot be processed. Ensure that the payment is created for an individual account.
{% endhint %}

### **Step 2:  Complete the Customer tab**

The Customer tab requires the personal information of the client.&#x20;

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2FZFXhWqWoK5NMpDv9mG7e%2FScreenshot%202025-01-10%20at%2010.10.54.png?alt=media&#x26;token=9da0cf46-db1d-4b48-b1e3-a977562a3529" alt="" width="285"><figcaption></figcaption></figure>

1. **Customer reference:**  The customer reference is usually a unique identifier for your internal records, such as an account number or customer ID.  If a customer has multiple payments, the same customer reference can be used to identify the customer.
2. **Name & Surname:** If you are creating a payment for an individual, you will add their name and surname OR **Company name:** If you are creating a payment for a company, you will click on the link to add a company name.

{% hint style="danger" %}
When creating a DebiCheck payment, juristic entities (Business/Corporate Accounts) cannot be processed. Ensure that the payment is created for an individual account or create an EFT debit order if the payment is for a business account.
{% endhint %}

3. **ID Type:** Select between **South African ID, Passport, or Temporary Residence**.\*
4. **ID Number:** Enter the corresponding identification number.\*

{% hint style="warning" %}
If you are creating a **DebiCheck payment,** the **ID Type** & **ID Number** fields are mandatory to complete.
{% endhint %}

5. **Email:** Add the primary email address for communication.
6. **Contact Number:** The customer’s phone number.

{% hint style="warning" %}
When creating a DebiCheck payment with the approval window set to Real Time (TT1), the **Contact Number** field becomes mandatory to complete.
{% endhint %}

7. **Billing Address Line 1:** The first line of the customer's billing address.
8. **Billing Address Line 2:** Additional address details if applicable.
9. **Town/City:** The city of the billing address.
10. **Postal Code:** The postal code for the billing address.

Once all fields are completed, click '**Next step'** to navigate to the [**Bank Account tab**](#step-3-complete-the-bank-account-tab).

### **Step 3: Complete the Bank Account tab**

In the **Bank Account** tab, all fields are mandatory. Please ensure the customer's banking information is entered accurately.

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2F2se0WAqluxz55tV6V2xQ%2FScreenshot%202025-01-10%20at%2010.11.00.png?alt=media&#x26;token=72267f4d-db57-47d4-95aa-544777460770" alt="" width="282"><figcaption></figcaption></figure>

1. **Account Holder Name:** The full name of the individual or business that owns the bank account.
2. **Account Number:** The unique number assigned to the bank account.
3. **Account Type:** The type of bank account (e.g., **Cheque/Current, Savings, or Transmission**).
4. **Bank Name:** The name of the bank where the account is held (e.g., **Standard Bank, FNB, Absa, Nedbank**).
5. **Branch Code:** The specific code identifying the bank branch where the account was opened.

{% hint style="success" %}
The system includes a **built-in CDV (Customer Data Verification) check** and will notify you if the bank details are incorrect.
{% endhint %}

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2FrmeASGbtvsOXiDGZYQrv%2FScreenshot%202025-02-25%20at%2015.24.45.png?alt=media&#x26;token=f2dbd8fa-cce3-4759-97d0-b30e91b7f8ea" alt="" width="281"><figcaption></figcaption></figure>

After completing the details, proceed to the [**Payment tab**](#step-3-specify-payment-details) by clicking **'Next step'**.

### **Step 4: Complete the Payment tab**

Please follow the steps based on the payment method:

1. [**EFT Debit Order**](#id-1-eft-debit-order)
2. [**DebiCheck Debit Order**](#id-2-debicheck-debit-order)

#### **1. EFT Debit Order**

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2FXnaNIBEAk6ATPE4Zm7Zw%2FScreenshot%202025-02-25%20at%2015.34.18.png?alt=media&#x26;token=b1f4d37e-4ec3-40d2-ba72-22da4b6a647e" alt="" width="282"><figcaption></figcaption></figure>

1. **Transaction reference:** You can add a custom transaction reference for internal use. This reference applies only to one-time payments and helps streamline the reconciliation process, especially if your account is integrated with bookkeeping systems like **Xero**.
2. **Amount**: Enter the **amount** to be collected for this one-time payment.
3. **Date to process:** Choose a processing date of at least **7 days in advance.**

{% hint style="info" %}
This rule ensures that if an error occurs during the payment submission to the bank, there is sufficient time to correct it before the processing date.
{% endhint %}

4. Ensure that the "**Set the payment status to running?**" checkbox is ticked:

**a. Checked (Default):** The payment is activated immediately. The status will show as [**Running**](https://help.kwik.co.za/~/revisions/ak0iH9Iy0jMbe4UWjw6A/payments/payment-statuses-explained), and the client will receive an email with the mandate and payment details.

**b. Unchecked:** The payment will remain **Pending** until it is set to **Running** to activate the payment.

{% hint style="warning" %}
The system blocks Pending payments from being set to Running if the processing date is less than 7 days away. For example, if you schedule a one-time payment for 7 days from now and mark it as Pending, you won't be able to set it to Running 5 days before the processing date because the payment window has closed.
{% endhint %}

5. Optionally, click on '**Show advanced options'** to change the type of payment if needed.

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2FjtOfzeV62ndJER7QUUqL%2FScreenshot%202025-01-10%20at%2010.11.23.png?alt=media&#x26;token=b88c1c26-6e7e-4e7a-a8ca-cc6975a2cb4e" alt="" width="222"><figcaption></figcaption></figure>

6. Click **Submit** to save the payment.

{% hint style="success" %}
The [**transaction**](https://help.kwik.co.za/~/revisions/ak0iH9Iy0jMbe4UWjw6A/payments/transactions-overview) will be available to view once the payment has been successfully submitted to the bank for processing.
{% endhint %}

***

#### **2. DebiCheck**

{% hint style="danger" %}
Business and corporate bank accounts do not support DebiCheck mandates. Create an [**EFT debit order**](#id-1.-eft-debit-order) if the payment is for a business account.
{% endhint %}

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2F0rB4xl4ilXzQYmYc7WQG%2FScreenshot%202025-02-25%20at%2015.44.51.png?alt=media&#x26;token=e07dcef5-81b6-4804-b00a-3e7f0e3601cc" alt="" width="283"><figcaption></figcaption></figure>

1. **Contract reference:** This reference will be referenced on the statement of your clients. It must be unique per transaction and may not contain spaces in the reference, or be blank.
2. **Transaction reference:** You can add a custom transaction reference for internal use. This reference applies only to one-time payments and helps streamline the reconciliation process, especially if your account is integrated with bookkeeping systems like **Xero**.
3. **Amount:** Enter the instalment **amount** that must be collected for this one-time payment.
4. **Date to process:** Choose a **processing date** of at least **7 days in advance.**

{% hint style="info" %}
This rule ensures that if an error occurs during the payment submission to the bank, there is sufficient time to correct it before the processing date.
{% endhint %}

5. Optionally, click on '**Show advanced options'** to adjust default account settings if needed before submitting the payment:
6. **Type of payment,** which is the purpose of this collectio&#x6E;**.**
7. **Allow payment tracking?:** Track an account for up to 10 days if the payment fails on the processing date.
8. **Max payment tracking days:** Choose up to how many days you want to track the account.
9. [**Approval window**](https://help.kwik.co.za/~/revisions/ak0iH9Iy0jMbe4UWjw6A/settings/payment-methods-overview/debicheck/debicheck-configuration/approval-windows-explained)**:** This is the time limit you set for the client to approve their DebiCheck payment.

<figure><img src="https://1837705675-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfaYWB8vEj5QaW8uzEQWK%2Fuploads%2F6vzCd6IH6KKpcNKSSCzB%2FScreenshot%202025-02-25%20at%2015.48.10.png?alt=media&#x26;token=bf73331f-d223-4c74-9fb5-d54e467824f9" alt="" width="283"><figcaption></figcaption></figure>

{% hint style="info" %}
**Advanced options** are the default configuration for your account. Please refer to the [**DebiCheck payment method configuration** ](https://help.kwik.co.za/~/revisions/ak0iH9Iy0jMbe4UWjw6A/settings/payment-methods-overview/debicheck/debicheck-configuration)section to modify these settings.
{% endhint %}

6. Click **Submit** to save the payment.

   The [**payment status**](https://help.kwik.co.za/~/revisions/ak0iH9Iy0jMbe4UWjw6A/payments/payment-statuses-explained) will remain **Pending** until the client approves the DebiCheck request.&#x20;

{% hint style="success" %}
Upon submission, the customer can approve these mandates via **USSD**, mobile banking app, or online banking.
{% endhint %}

&#x20;
