Users can now process Debtor Auto Payments. This will eliminate the need to individually process Cash Receipts for Customers that you have arranged a direct debit agreement with (in which you initiate the debit transaction from the Customer’s account). To set the Customer up to qualify for Debtor Auto Payments you would need to select Auto Pay under Customer Maintenance > Bank and key in their banking details into the available fields.
Upon opening Debtors > Tasks > Debtor Auto Payments you will be faced with the below qualification screen:
Users can enter a Customer or Customer range, Date range for outstanding Invoices and can select the applicable bank account.
A list of Invoices/Receipts (with their amount and balance) for Customers that meet the criteria set in the initial qualifying screen will then be presented to the Operator. This screen displays the payable amount for the Customer as well as the Batch total. This screen has clickable Headings so Users can easily sort to their liking.
- Users can include/exclude Invoices/Receipts from the total the Customer owes using the tick boxes.
- A Report can be printed to show the details of the batch
- Customers that weren’t included initially can be manually added using the ‘Add Customer’ button
- Debit Advices can be printed or sent electronically to all Customers that have their email address set for the new ‘Direct Payment Advice’ in Customer Maintenance >B2B > eDocuments. Sites will need to initially set the Reply Email Address/Subject/Attachment/Email Body in eDoc Document Types before any advices can be sent electronically. The order in which the Debit Advices physically print will be the order that is displayed on the Auto Payments screen (remember this order can be changed using the clickable headings).
- The ‘Add Customer’ Button will allow the User to add in a Customer the system hasn’t automatically included based on the qualifiers.
- All Credit Claims can be removed/included with the ‘Remove/include All Credits’ button .
- The ‘All Payable Customers Off’ button will untick all Payable Customers
- Pressing Process will complete the batch. The system will ask the User to enter in the Pay Date and will then create the Cash Receipt as well as automatically allocate payments against the selected Invoices.
Debtors > Tasks > Bank Direct Debit Control List
After the batch is processed the User is able to run the Bank Direct Debit Control List (new Menu Item) This function will produce a Control List of all previously unprocessed type Direct Pay Cash Receipts. This function also prepares the data for the Direct Debit Output Utility function and creates a single Cashbook entry for the total of the batch.
Debtors > Tasks > Direct Debit Output Utility
This function enables output of a previously prepared Bank Output File, which you can then import into your Bank’s software to process the specified Direct Debit Payments. Upon selection of this function you will be presented with the Output screen which will be automatically populated with the last batch created from the Bank Direct Debit Control List function.
Note: If you wish to re-output a previous batch this can be achieved by simply changing the ID to that of the previous one.
Configurations
- Prior to running the Direct Debit Output Utility for the first time Users will need to configure the Sites Banking details in Auto Bank Configuration > Direct Debit.
- Please click here to read about Auto Payments preferences in Debtor Configuration.
- Please contact ACR to arrange to install your ‘Direct Debit Advice’ edocument