Unpaid Direct Debits
Related topics: Collections, Export, Suggested Collections, Returns
Access Accounts allows you to create a Direct Debit Instructions file for a customer that can then be sent to the customer’s bank using 3rd party software.
Once an instruction has been initiated, you can select which of the customer’s invoices should be paid by Direct Debit. The system then creates and posts the receipt for the selected invoices and updates the allocation. A collections file is created which, again, can be sent to the customer’s bank using 3rd party software.
A report listing unpaid Direct Debit payments (ARUDD) can be downloaded from the payment services website and then imported into Dimensions so that the invoices can be unallocated, any necessary changes made to the Customer record, and the process repeated as necessary.
For example:
A Customer's invoice has been selected for payment by Direct Debit, the receipt has been created and allocated to the invoice, the Collections file has been created and sent to the Customer's bank but the payment could not be collected.
You wish to download the report listing the unpaid Direct Debit payments so that you can make necessary changes and reprocess.
To use this feature, you must have the necessary Security Profile permissions.
Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.
Unpaid Direct Debits window
This shows a list of all imported unpaid Direct Debits so that you can decide which ones to process.
Import
This opens a standard Browse dialog allowing you to locate the file. Once the file has been selected then all transactions from that file are displayed in the list.
Process
You must select at least one transaction for update; on selecting to process, each selected transaction in the list is processed in turn:
the system unallocates the DD receipt from all invoices so that the invoices are returned to a status of outstanding to pay;
the system generates an adjustment to balance the receipt and update the allocation, and a Receipt Adjustment screen is opened for each transaction which contains default information that can be amended;
the system updates the Customer record DD Status to “XX – Rejected collection”; and
the system updates the Direct Debit Collections history with the return and reason.
The remainder of the process is performed manually. Once the required information has been obtained from the payer and updated to the Customer record, you should re-set the DD Status on the Customer record to “18 – Re-presented collection”.
As before, you can then select for which invoices to collect payment and create the export file with the updated customer details. A new receipt is generated and allocated, and the Customer DD Status is reset to “17 – Subsequent collection” for future collections.
Reports
There are two ACR Debtors reports that are available:
Direct Debit Collections History (Summary); and
Direct Debit Collections History (Detailed.