Using Direct Debit functionality

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 instructions, create mandates, import existing instructions and how to view and manage all current instructions and payments

This guide covers:

1 Setting up Direct Debit Details for tenants
2 Manage Direct Debits screen
3 Receipts from Statement

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:

1 Set up a new Direct Debit instruction
2 Import an existing Direct Debit instruction into the system

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

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
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