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This guide has been reviewed against our global client base and classed as relevant to all regions |
This article outlines how to use the Direct Debit functionality within AgencyCloud, including how to set-up new Direct Debit instructions, create Direct Debit Mandates, import existing Direct Debit instructions into the system and also how to view and manage all current Direct Debit instructions and payments
Setting up Direct Debit Details for tenants
If a tenant wishes to pay rent using Direct Debit functionality, this is managed from the tenancy screen
See sections below for instructions on how to:
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| title | Set up a new Direct Debit instruction |
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1. Access Manage Direct Debits From the tenancy: In the Accounts Functions panel (bottom right), click Manage Direct Debits
The Manage Direct Debits screen is displayed
Click Create new Direct Debit instruction
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 Image Added | 2. Complete details for new DD instruction Reference, Collection Amount and Frequency are
automatically entered but can be altered, as required
Complete the First Collection and bank account information in A/C Details
Click Send Direct Debit Mandate and, where applicable, choose the appropriate template to create the mandate
The Mandate will be displayed on screen
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|  Image Added | 3. Mandate sent To send another mandate: |
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 Image Added | 4. Mandate received When the Direct Debit Mandate has been received: From the screen shown in step 3, click Mark Direct Debit Mandate as received
The option to Send Advance Notice is made available
Click Send Advance Notice option
The status is updated to Pending Notice
Where applicable, choose the appropriate template to create the notice
The notice letter will be displayed on screen
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|  Image Added | 5. Create instruction sent to queue The status is updated as Create instruction sent to queue
The instruction will now show in the Manage Direct Debits screen as Pending
See later Manage Direct Debits Screen section
The Advance Notice Sent date is automatically logged and the option to Resend the Advance Notice is also made available
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| title | Import an existing Direct Debit instruction into the system |
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1. Access Manage Direct Debits From the tenancy: In the Accounts Functions panel (bottom right), click Manage Direct Debits
The Manage Direct Debits screen is displayed
Click Enter details of existing Direct Debit instruction
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When the tenancy involves more than one tenant, a Direct Debit instruction can be set-up for each tenant |
| 2. Enter details Complete all fields
In Collection Amount, click Calculate
Options are given to: use the rent instalment amount
Or, in the case of multiple tenants... Calculate the amount as an equal or percentage share between tenants
Click Accept to save and close
The status of the
Direct Debit is now Active
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When the rent is due, this instruction will automatically appear in the Manage Direct Debits screen as ready to collect See Manage Direct Debits section below |
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Manage Direct Debits screen
The Manage Direct Debits screen displays all Direct Debits which are due to be processed
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| title | Click here for more information |
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1. Access Manage Direct Debits screen From the Lettings/Rentals main menu: |
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|  Image Added | 2. Create Direct Debits file From the Manage Direct Debits screen: The Action column shows the status of the Direct Debit
This can be changed, if required
Save file to allows you to choose where to save the Direct Debits file
Click Process to create the file
Direct debit files are automatically saved
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On opening, the Display mode is set as To process This means details of all Direct Debits payments pending creation, collection, resubmission or cancellation are shown |
| 3. Report option Previously processed Direct Debits can be viewed via the Report option From the Manage Direct Debits screen: |
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 Image AddedRight-clicking over the file gives further options, shown above Double-click to open the file Right-clicking over the grid headings gives such option as to export the file to an Excel spreadsheet
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Receipts from Statement
The Direct Debits file can be imported into the system via the Import receipts from Bank Statement option
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| title | Click here for more information |
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From the Lettings/Rentals main menu: |
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| Excerpt |
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How to use Direct Debit functionality - including how to set-up new instructions, create mandates, import existing instructions and how to view and manage all current instructions and payments |
