How to check mandate status in GoCardless Direct Debit transactions?

Introduction

Before you can collect any Direct Debit payment, your club members must issue you with a mandate. This allows you to perform a certain action on their behalf.

• This article will help you understand how to check Direct Debit transaction mandate status in case of GoCardless payment provider. 
• This article will be helpful to PG Champion, Administrator, Accounting and Finance, Club Manager and Club Owner.  

Before you start 

• You need to have GoCardless set up as your payment provider. Check more information on GoCardless. 
• Merchant account must be configured for using billing request API when using Client Portal with redirection to payment provider. 

Instruction 

• Mind that since R87 system version, adding a new Direct Debit payment source can be done in two ways:

  • via Client Portal, which redirects you to the payment provider's page. This process offers shorter waiting period for the mandate authorization. 
  • via PGM. This process takes longer than in the case of redirecting you to the payment provider's page. 

Below instruction shows differences in data that will be displaying depending on the way a new Direct Debit payment source was added.  

How to check mandate status in GoCardless Direct Debit transactions?

1. Go to the PGM -> Clients -> Club members.
2. Select a member from the list and open their Profile. 
3. Click on Transactions.
4. Select the E-payments tab. 
5. Find a given GoCardless transaction on the list. 
6. Click on the ●●●. 
7. Select Details.
8. A new pop-up window will be displayed, i.e. Direct Debit registration. 

Here, you will find the following information:

• SOURCE ID - this is the member's bank account number.
  • When adding a bank account number via PGM, the bank account number will be displayed correctly.
  • When adding a bank account number via Client Portal, which redirects to the payment provider's page, the bank account number will display as 000000000. 
• AGREEMENT NUMBER - this is the mandate. 
• AUTHORIZATION STATUS - this is the status of the mandate taken from the payment provider, i.e. GoCardless. 
  • I.e. Pending - it means that the payment submission to the bank is in progress. More information on GoCardless statuses. 
• STATUS (FROM PGM) - this is the status of the registration process in PGM only.
• PAYMENT ID (FROM PROVIDER) - this is the payment ID generated by the payment provider, i.e. GoCardless
  • It will be displayed only when registering via the Client Portal with redirection to the payment provider's site. 
• PAYMENT ID (FROM PGM) - payment ID generated by the PG system.
  • It will be displayed when registering via the Client Portal with redirection to the payment provider's site. 
  • When the registration process is done via PGM, both Payment ID fields will be empty. 
• MERCHANT ID - this is the club identification number taken from the payment provider. 
• AMOUNT - it will be displayed when payment is done during registration.
  • It is done only with Client Portal.
  • Payment can be related to Contract or Product.
• APPLICATION - It can be PGM or Membership Portal which corresponds to Client Portal.
  • When it is done via the Kiosk, it will also display the Membership Portal. 
• RELATED TRANSACTIONS - All related Contract transactions will be displayed here. 
  • Mind that this field will be empty when relating to a Product purchase.
• PROVIDER RESPONSE - this is the last status received from the payment provider.
  • This field also provides more information on the mandate status.
  • It is useful when the process is stuck. 

When status Billing request is pending - this is a response from API. It can also display mandate status, like Pending. 

Examples

Example 1

• Here, you can see that the Direct Debit authorization was initiated on October 18th 2022.
• You can see the Source ID displaying correctly. That's how you know the Payment source was registered via PGM. It is also confirmed by empty Payment ID fields. Moreover, in the Application field, you can also find PGM.
• Mandate of this transaction is MD000PAQRNHMJM. It was Authorized on November 16th 2022.
• Payment provider is GoCardless and the Merchant number is OR0000441HHQ86.
• You see the Ok displaying in Status from the PGM field. Also, Provider's response confirms that this process was done successfully. 

Example 2 

• Here, you can see another successful Direct Debit authorization, however, this time done via the Client Portal with redirection to the GoCardless site. 
• Now, you can see the Payment ID from the provider, which is BRQ000138DYMJ91 and from Payment ID from PGM, which is e6a5c97b-8c39-4502-99cf-99aba45a5a17.
• There is an amount of the transaction displayed.
• Also, as this was a Contract payment, two related transactions will be displayed. 

Hints

Since R87, in PGM-> Clients -> Club members-> Member profile -> Data -> Payment source, instead of bank account number, the mandate will be displayed. 

You will also see the mandate status displayed:

• Pending - means that the mandate is in progress. In GoCardless, it corresponds to Pending submission or Submitted. 
• Cancelled - means that the mandate was cancelled, expired or transferred (the bank account changed)
• Authorized - means that the mandate was successfully authorized. 
• Failed - means that the mandate authorization failed. 

When clicking on Payment Source -> Details, these statuses will be also displayed. Another place you could see them is in the Client Portal.