To collect payments from Sales Ledger Customers via Direct Debits, three parameters should be reviewed/completed.
Nominal Ledger Parameters > Bank Account > The Direct Debit option should be ticked, the Direct Debit Originator Reference must be entered and the Direct Debit File Format selected from the dropdown list, depending on which Direct Debit Service is being used by the dealerships bank.
Sales Ledger Parameters – on the Transaction Parameters tab, the Direct Debit Originator Reference should be entered and the Direct Debit File Format selected from the dropdown list, depending on which Direct Debit Service is being used by the dealerships bank ONLY IF the details have not already been entered in Nominal Ledger Parameters (above).
Sales Ledger Account Maintenance - customers who have agreed to pay by Direct Debit require the DD flag enabling, along with their bank account details and the dealership bank account that the receipts are to be paid into. If ‘Default’ is selected, then the bank account flagged in Nominal Ledger Parameters as the default bank account will be used.
Sales Ledger invoices and credit notes are only included for Direct Debit processing if they are due based on the specified settlement days, are not part paid, are not set as queried transactions and the customer DD details have been completed on the sales ledger account. Once the parameter set up is complete, receipts are processed by selecting Cash Book > Direct Debits option from the main menu.
On entering the Cash Book, the system will calculate the number of transactions that are due based on the date entered. By ticking the ‘Include Credit Notes’ tick box on the Direct Debits Receipts popup, the process will include any due credit notes when calculating the transaction count and due amount for each account.
If multiple bank accounts exist, then a count per bank account will display.
Double click on the line and a list of sales ledger customer accounts and receipt values will be presented for confirmation before processing.
Click on any account to view details of the transactions to be paid for the account. To query an individual transaction from the Direct Debit run, double click on the transaction from the Cash Book, this will display a dialog box to query the transaction and enter a relevant narrative. A queried transaction will not be processed. Removing the query flag will re-enable the ability for Direct Debit collection of this transaction. From the Direct Debit Processing screen, if the Direct Debit values are correct, click ‘Accept’ to continue.
Once processing has been confirmed, a file can be downloaded, in the format that was specified in the Sales Ledger Transaction Parameters, which can now be sent for processing.
This contains the dealership bank details and origin code, as well as the Sales Ledger account bank details and payment values.
A daybook can be printed to confirm the details of the receipt.
A receipt entry will be written to the selected bank account and allocated to the sales ledger invoice transactions which are now marked as paid.