Direct Debits - Customers

DIRECT DEBITS - Customers

INTRODUCTION

Agility Pro uses SEPA in two ways: Direct Debits for customers and BACS for paying suppliers.
When a customer is set up as a Direct Debit Customer there is no need for the company to match payments against transactions this will be done by the software. Also, ensure that there are no split transactions.


BANK ACCOUNT

Your bank records must indicate if they are to receive direct debits or for making payments to suppliers.  Select the bank that will receive the direct debit file or payment is taking from for paying suppliers

Location: Nominal/Ledger Maintenance/Cash Book Accounts 


There are five fields that must be completed for direct debits




















  • Sort Code: NA
  • Account Number:    NA
  • BACS Ref. Number: NA
  • BACS Type: NA
  • Direct Debit Type:    
    Select bank which Agility supports for direct debits.  Contact support if bank is not listed.
  • Originator No:        

Unique number assigned to you by the bank for direct debits

  • Name on Account:    

Your information that appears on the customer’s account, so they know who took the payment.

Default Nominal – Create a new Nominal Account or assign to a current one - Confirm


COMPANY DETAILS

Location: Nominal>Ledger Maintenance>Company Data>Company Details













SEPA 

This section needs completed for both collecting payments from Customers and making payments to Suppliers


Enter the information given by Bank

XML File Type: BOI and AIB




BACS Type is the file format required from the bank for paying suppliers SEPA, Standard and Barclays
Select SEPA 

DIRECT DEBITS: Collecting Payments from Customers

Bank Holidays


Agility checks on loading whether direct debits should be processed on the current day, to do this it takes the current day and calculates the next direct debit processing date.  This will be three days later taking into consideration weekends and bank holidays.  Bank holidays need to be maintained and to set up current bank holidays or to edit the existing data.

Location: Tools/Tools Menu/Companies/Analysis and Reporting Tools/DD Banks Hols


To reset all the dates to click on “Reset Bank Holidays”

Ensure Bank holidays are entered as this will then account for when files will be processed



CUSTOMER INFORMATION

Each customer from whom you are going to debit money directly must be updated with their bank details. 


NOTE: You must obtain a signed direct debit mandate before you can include a customer in direct debit processing.


Location: Sales>Ledger Maintenance>Customer Details 

Click on the Direct Debits TAB. Click on this checkbox ‘Direct Debit Customer’ to reveal all DD fields and complete as follows






Unique Mandate Reference:

The UMR is a free text field up to 35 characters which must be the same for the first direct debit payment and each subsequent payment    
Example: Use your customer account code Andy01 and add 0’s at the end Andy0100
IBAN Code & Swift/BIC Address    
Information should be collected from the Direct Debit Mandate the customers will sign.

Sequence   

First: A new customer – After the first run this then changes to recurring
Recurring: Once the first payment is taken from a new customer the software moves this to recurring 
One Off: Self Explanatory
Final Last Payment linked to last deduction
Collect Every: Monthly, three seeks, two weeks or weekly
Last Deduction: For Final Payment and customer cancels DD mandate
Date of Signature: When customer signed the Direct Debit Mandate
Next Request Due Date: This automatically changes when a DD has been processed
Debit Type: 
Calc. from Balance - Standard Setting
Calc. by Aging – Only applies to Aged Balances - Anything that is outside of the terms of the customer
Fixed Payment - Agreed Payment amount and addition field opens to the right to enter the amount
Once the data has been set up the due date is locked.  It will be moved on automatically by the system when direct debits are processed or by the statement run if nothing is due.

PROCESS

Once all settings have been done the process is as follows:
1. Run your statements for thed irect debit customers
2. Run the Direct Debit program
3. Happy with everything create the SEPA file
4. Load the SEPA file to your bank
5. Once payment has been made Finalise the SEPA file in the run direct debit program


STATEMENTS

When the statements program has been ran additional data is collected preparing the direct debits program to be ran.


RUN DIRECT DEBITS

To produce the direct debit file go to Sales>Ledger Maintenance>Run Direct Debits to display the following screen

This shows the list of customer who direct debits have been set up for and after running the statements a balance can be collected from them.



If the rows are red then there is an error against the account. Double click the red line, and then click Update - Agility will try and tell you where the error is.


Scroll to the right where there are two fields; Final Payment and Exclude. Leave unticked or select accordingly

Export the information to an excel or a csv file

DELETE: If a row is select that contains the customer account number and then delete the following message appears 

  • Delete complete account select YES
  • Delete only the row selected the NO
  • Cancel the delete select CANCEL



Select a row with only transaction data 








NOT ENOUGH DAYS

This message appears due to there not being enough time to process the payments and agility changes this date to ensure collection correctly.










When the finalise button is selected and direct debits processed they will be posted on the date even if done earlier.

After SEPA file has been created get above message




Create SEPA File: The file is stored on the template directory normally T:\SEPA which then is uploaded to the bank 

After the file has been uploaded to your bank and verified then open Direct Debits again. This message appears:


As the statements have already been ran then there are no records but a SEPA file has been created and to process the payments in agility then the SEPA file needs to loaded.


From the drop down menu select the current file:


After the file is selected the data is loaded


The above button change

When Finalise is pressed the following message appears:






Select YES












Select YES when ready










If this is the last file then select YES and Agility will move ALL Direct Debit Accounts to the following month dates for collection.

If not SAY NO and the dates remain the same










Selecting YES this is the final message










Select OK



Once done the file is no longer visible






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