Using Direct Debit functionality

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

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

3. Mandate sent

• The Mandate Sent date will be automatically entered
  
  The journal keeps a log of key Direct Debit activity

To send another mandate:

• Click Options and select Resend Direct Debit Mandate
  
  The option to Cancel new Direct Debit instruction is also available from this menu
  
  

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

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

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

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

1. Access Manage Direct Debits screen

From the Lettings/Rentals main menu:

• Click Daily Accounts Processes and select Process Direct Debits
  
  The Manage Direct Debits screen is displayed

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

3. Report option

Previously processed Direct Debits can be viewed via the Report option

From the Manage Direct Debits screen:

• Switch the Display mode to Report
  
  
• Double-click to open the file
  
  
• Right-clicking the file gives further options, shown above
  
  
• Right-click over grid headings for further options, such as export to an Excel spreadsheet