A newly created debit order collection batch will be in “new” status and the Pre-process button will be available on the right side of the screen. When you click this, you are prompted to confirm the action date, which is the date on which payment will occur. You will also choose the type of payment to use, for example same-day, 2 day, etc.
By default the action date is the same as the invoice batch date from which the collection batch was created, however you can modify it. Once the batch has been pre-processed, the Send for Payment button is displayed, and when clicked, the payment file will be sent to the payment provider. The collection batch will then move to the Batch Collections > Sent Batches screen.
Billdozer creates debit order batches from previously open invoice batches, and displays them on the Batch Collections: Open Batches screen. You can then manage the required debit order batch as described below.
Information is provided about debit order batches under the following headings:
- Batch Date – Shows the date on which the debit order batch was created. Click the Work With Batch icon next to the batch date to open a detailed view of the selected debit order batch. See Work With Batch below. Click the View Batch (magnifying glass) icon next to the batch date to open a detailed view of the selected debit order batch. See View Batch below.
- ID – The debit order batch identification number. Mouse hover over the Linked to….. chain link icon to see the associated invoice batch number.
- #items – The number of invoices included in this batch.
- Batch Total – The total amount outstanding on all debit orders in this batch.
- Collect on – The date on which the debit order will be collected.
- Collection Total – The amount to be collected, i.e. batch total less payments made (if any).
- Stage – New or Prepare for Payment.
- Status – The status of the batch, namely Complete.
- Progress – The progress of the batch (% complete).
- Actions – Reuse Batch – Opens a new dialogue from which you can select a date on which to reuse the debit order batch. Delete Batch – To delete the selected debit order batch. You can only delete a debit order batch if the action date (as shown on the View Batch screen – see below) is not in the past. Once the debit order batch is deleted, the invoice batch is automatically re-opened and more invoices can be added.
- Click Pre-process (see Pre-Process Batch below for details) or Send for Payment (as required).
- Messages – shows messages (if any) linked to the batch.
Work With Batch
Click the Work With View Batch icon next to the batch date to open a detailed view of the selected batch, and to manage the debit orders in the batch (see Actions column below). Each debit order linked to this batch is displayed, including details such as:
- Collection – the planned collection date.
- Account # – the account number.
- Contract # – the contract number.
- Client Name – the name of the client.
- Pay Ref – the payment reference number.
- Bill Amt – the total outstanding.
- Collect on – the collect on date (if calculated).
- Action Amt – the total amount to collect.
- Arrs – the arrears amount (if relevant)
- Status – Click Select and filter the column on one of the following:
- New
- OK
- Error
- Out of Range
- Actions – Additional actions available for each invoice debit order batch, options include:
- Move debit order to another batch – click Move debit order to another batch if you want to move the selected debit order to another batch.
- Edit Bill – click Edit bill if you want to edit the selected bill. The Edit Bill screen is displayed. Edit the required information, such as Contract Number, Group (if required), and Collection Amount, and click Save Bill when complete.
- Delete Bill – click Delete Bill if you want to delete the selected bill. A confirmation dialogue box is displayed, click Yes to confirm deletion or No to cancel.
Click Back to Open Batches to return to the previous screen.
View Batch
Click the View Batch icon next to the batch date to open a detailed view of the debit order batch. Note that this is only available once the debit order batch has already been pre-processed. The following information is provided for each batch:
- Action Date – Click the View Contents magnifying glass icon next to the date to open a detailed view of the selected batch. Batch details are displayed as follows:
- Issued – the batch issue date.
- Contract Number, Account Number, Client Name and Reference
- Bill Amount
- Action Date
- Action Amount
- Arrs – a check box indicating if the account is in arrears.
- Status – Click Select and filter the column on one of the following:
- OK
- Unpaid
- Paid
- Error
- Rejected
- Messages – if applicable
Click the Download CSV icon if you want to download this batch to a csv format, which can be opened in, for example, Microsoft Excel.
A summary of the selected open batch is displayed above the detailed view, namely:
- Type
- Statement Date
- Action Date
- #
- Currency
- Total Batch Amount
- Total Action Amount
Click Back to Open Batches to return to the previous screen.
Pre-process Batch
A debit order can be generated and sent to the appropriate financial institution in order to issue a payment instruction for payment collection for the amount still outstanding on the invoice.
- Click Pre-process next to the relevant debit order batch. The Payment Pre-processing screen is displayed.
- Complete the following fields:
- First payment action date: – Choose the required date from the calendar.
- Mandate processing Range: – .
- Transaction Type: – Choose the required radio button, 2 Day – the debit order batch must be processed and authorized by 12pm (evening) two working days prior to the requested action (deduction) date. Funds are transferred to your account on the action date. Same Day – the debit order batch must be processed by 11am on the action (collection) date. Funds are transferred to your account the next working day or NAEDO – where the account is tracked and the debit order will be deducted as soon as your salary is detected.
- Process mandates due from: – Choose the required date from the calendar.
- Process mandates due to: – Choose the required date from the calendar.
- Where action date is unavailable: – Select either the Roll forward – next available action date radio button or the Exclude – out of range radio button.
Note: If you want to make additional edits to the debit order batch, click the Reset to Work with Batch icon in the Action column.
Send for Payment
Once a debit order batch has been pre-processed (see above), it can be sent to the payment service for collection:
- Click Send for Payment to send a debit order batch to the payment service. A confirmation dialogue box is displayed, click Ok to continue or Cancel to abort the process.
- Once the debit order batch has successfully been sent for payment, the batch is moved from the open status (on the Batch Collections > Open Batches screen) to the sent status (on the Batch Collections > Sent Batches screen). See Batch Collections > Sent Batches for more information on debit order batches that have already been sent for payment.
See also:
