Configuring Payment Forms

'Manual Payments' are payments that are made without any integration to Onestop.

Payment forms can be used for a wide array of use cases for handling payments that can be validated without using any of the digital payment methods available on Onestop. This includes cash payments, bank transfers that are not integrated into Onestop, mobile money payments that are not integrated into Onestop, checking valid payments against a your internal systems, and so forth.

The beautiful thing about configuring payments with a payment form is that you create a standard Onestop Form that is created by the form builder. This allows you to configure a form that has fields for payment info needed and validate that payment info in a number of ways without the need to code. The possible scenarios are:

1. Manual Payments

2. Payments validated against a third party system not integrated to Onestop

3. Payments with codes validated against a dataset you manage in Onestop.

Configuring Billing for Payment Forms

To configure a workflow that will use a payment form, follow the steps below:

• Create your workflow and ensure it has a billing task.

• Make sure the bill task has no online payment methods selected. This will ensure payment defaults to using a payment form that exists for the payment task

• Add a payment user task to your workflow

• Open the payment task and click Use Payment Form

Setting Payment Task to "Use a payment form"

• In the drop down field that appears, select a payment form to use

Selecting a payment form

• If you have no payment forms setup, click the plus button to create a new one as shown below

Button to add new payment form

Creating the new payment form

• You can then edit the payment form by clicking on the edit button. This will open the form builder

The edit button for a payment form

Configuring Manual Payments

For these types of payments, a client must attach a proof of payment that is confirmed by an authorized officer with the permission 'Can Confirm Confirm Manual Invoice Payment'.

There is a standard way to configure this in Onestop:

• Create a payment form workflow as instructed in the previous section of this page.

• By default, a file field is added called "Attach Proof of Payment". You can change this to any field that can help you confirm payment manually.

• After doing that, finally you need to link the payment task to the payment confirmation task. We do this using the data association node link.

• So to make the data association:

  • First create a "Payment Confirmation" user task.

Creating the Payment Confirmation Task

• Link the Payment task to your "Payment Confirmation" step in your workflow. Note that this step can also be configured to come later in your workflow after other steps.

• Next, open your previously created payment task and in the drop down labelled Set data association node, select the Payment Confirmation task just created.

Setting data output association node for the Payment task to be the Payment Confirmation task

• Finally (the last finally 😂), ensure the payment confirmation task is assigned to a team and add the following permissions to that team:

  • Can Confirm Manual Invoice Payment

  • Can Reset Invoice to Pending

To read more about teams and permissions, go to Managing Teams and Permissions

The permissions required to confirm payment manually

Configuring Validation of Payments against a dataset

You can do this by setting a payment task to use a manual payment form. Then in that form, configure a field with Field Validators.

Configuring Validation of Payments against an arbitrary API

You can do this by setting a payment task to use a manual payment form. Then in that form, configure a Remote Request field type to validate the provided input against your system / API. Note you need to have a Onestop enterprise setup to do this.