Contents
DDI Mandates
Updated
by Caroline Buckland
The process
This document will provide guidance on how to run the Direct Debit collection process. Typically the collection process will run automatically on the overnight batch schedule but instructions are included here to run it manually which will be useful when testing the processes.
- Create a Direct Debit Mandate
To access the direct debit mandate screen navigate to: Main Menu – Accounts Receivable – AR Processes – Direct Debits – DDI Mandates
Enter the correct Company Number and then Select Search.
- Start Date: the start date for the mandate. Good practice is to set this to be the first collection date
- End Date: this isn’t a mandatory field. If left blank the mandate will be active until it is cancelled. If entered then the mandate will cease to make collections after the end date.
- Calendar: depending on your direct debit requirements this field may be left blank. If you do enter a valid calendar then the frequency field must be left blank.
- Frequency: select a frequency from the drop-down list only if the calendar has not been set.
Bank Code: enter a valid bank code where the collected payments need to be deposited.
File Format – Select the correct File Format (generally BACS)
Auto Bank Code: enter a valid auto bank code. This calculates the processing days.
Ledger/Customer: Enter the ledger and customer account code for the customer you wish to make collections
Customer Bank Details: enter valid bank details for the customer. Pressing the Validate Account button will confirm the bank account exists at the entered sort code.
Notification Letter Print: these fields are optional. If the customer has multiple addresses you can confirm which address to send the DD notification letter to.
Once you’ve completed all the fields press the Save button. The mandate will now have a status of DDI Submission. Select Return to take you to the Mandate Enquiry screen.
Keep this session open as you will need to come back to this shortly.
- Creating AUDDIS File
Mandates will only be able to collect direct debits once the status changes from DDI submission to DDI Active. To change the status a process needs to be submitted. This process will do three things:
1. Change the status of the Mandate from DDI Submission to DDI Active.
2. Create a DD Notification letter that can be sent to the customer to confirm their mandate has been set up.
3. Create an AUDDIS file that needs to be sent to BACS via your BACS-IP software to lodge the mandate with the bank.
Usually, the mandate process will run automatically on the overnight batch schedule (the frequency of which will be determined). The guidance below shows how to submit the process manually for testing or if you don’t wish the batch schedule to handle the process.
Navigate to: Main Menu - Accounts Receivable - AR Processes - Direct Debits - Direct Debit Processes - Submit DD Mandate Process
Select Submit and Submit again.
Open your DDI Mandate session open again and your mandate will now show with a new status of DDI Active.
- Retrieving the AUDDIS File
Submitting the process above will have created the AUDDIS file. You need to retrieve it from Files Management in MyWorkplace in order to send it to BACS via your BACS-IP software.
Navigate to MyWorkplace, from your Desk open Files Management
In the search field enter KBXZEXT. The file will be shown. Download the file.
- Amending Mandates
To amend a mandate first go to the mandate list.
To access the direct debit mandate screen navigate to: Main Menu – Accounts Receivable – AR Processes – Direct Debits – DDI Mandates
Enter a DDI Reference if you have one or select Search to view the full list. Find the mandate you wish to amend double click the entry to amend. Make your changes e.g. Change of Bank details and select Save. Select Return to view the list.
You will notice the status has changed from DDI Active to DDI Update Request.
Repeat steps 2 and 3 to process the mandate and the status will revert back to DDI Active.
- Cancelling Mandates
To cancel a mandate first go to the mandate list.
To access the direct debit mandate screen navigate to: Main Menu – Accounts Receivable – AR Processes – Direct Debits – DDI Mandates
Enter a DDI Reference if you have one or select Search to view the full list. Find the mandate you wish to cancel and double click the entry to amend. From the status drop down on the right hand side of the screen select DDI Cancel Request.
Select Save. Select Return to view the list.
You will notice the status has changed from DDI Active to DDI Update Request.
Repeat steps 2 and 3 to process the mandate and the status will change to DDI Cancelled.
