Setting up a Direct Debit (estate management)

1. Select unit

From the estate record, Blocks/Units list:

• Double-click the relevant unit

2. Access Direct Debit screen

First check that the leaseholder details are entered and correct, including their bank details

• Click Direct Debit from the toolbar at the top

3. Create new Direct Debit

• Click Create new Direct Debit instruction - see step 4
  
  OR
  
  
• Click Enter details of existing Direct Debit instruction - see step 3a

4. Creating a new instruction & sending the mandate

Various fields will be completed for you

• Reference will be automatically added
  
  
• Collection Amount, Frequency and A/C Details are completed from details already added on the unit
  
  
• Clicking Calculate gives an  alternative option for calculating the Collection Amount - see 4a
  
• Enter the First Collection date
  
  
• Click Send Direct Debit Mandate
  
  The Letter Generator will be displayed - double-click the appropriate template to create the mandate
  
  
• The Mandate Sent date will be automatically entered
  
  
  The Journal keeps a log of key Direct Debit activity

5. Marking the mandate as received

When the Direct Debit Mandate has been received

• Click Mark Direct Mandate as received
  
  Options are also now displayed to allow you to Resent Direct Debit Mandate or Cancel new Direct Debit instruction

6. Send Advance Notice

• When the mandate has been marked as received you now have the option to Send Advance Notice
  
  The Letter Generator will be displayed - double-click the appropriate template to create the notice
  
  
• The Direct Debit status is Pending Notice

7. Advance Notice sent

• When the Advance Notice has been sent, you now have the option to Resend Advance Notice
  
  
• The Direct Debit status is Create instruction sent to queue