Setting up a Direct Debit (block management)

Owned by Fiona Wilson
Last updated: Jun 17, 2022
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

To allow for collection of service charges, Direct Debit can be set up per unit

For information on how to process Direct Debit payments, click here

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

 

Selecting this option pulls in existing Direct Debit information and allows you to delay the next collection if required

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

 

Clicking Calculate offers the option to set the collection amount from the percentage of recurring service charges

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