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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This article outlines how to use the Direct Debit functionality within Reapit Agency Cloud, 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:


 Set up a new Direct Debit instruction

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


 Import an existing Direct Debit instruction into the system


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


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


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

Manage Direct Debits screen

The Manage Direct Debits screen displays all Direct Debits which are due to be processed


 Read more...

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


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:

  • Switch the Display mode to Report
  • Right-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


Receipts from Statement

The Direct Debits file can be imported into the system via the Import receipts from Bank Statement option


 Read more...

From the Lettings/Rentals main menu:

  • Click Daily Accounts Processes and select Import Receipts from Bank Statement
  • Import Receipts from Bank Statement allows you to allocate the Direct Debit payments against the direct debit transactions



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