Setting Up Direct Debit Profiles

When setting up direct debit profiles, you need to add the basic profile information, and then set up and associate the profile to a direct debit policy (or set of rules).

Hint: In order to delete a profile, all account types must be removed from a policy in order to delete a policy. Once a profile or policy has been used, they cannot be deleted. (Removing all account types, however, will make them “inactive.”)

Note: In order to work with direct debit profiles, you must first be given sufficient access rights using Master Setup. Ask your administrator to enable you with the Maintain Direct Debit Profiles task.

1. Click SETUP on the Main Menu screen and then select the Profiles and Policies tab on the Receivables Setup screen that appears.
2. Click DIRECT DEBIT. The Browse Direct Debit Profiles screen opens with all available direct debit profiles displayed in a table.
3. Click on the toolbar. The Add Direct Debit Profile Wizard is initiated.
4. Enter a descriptionto identify the profile and then enter the company TIN.
5. Specify the default file location,default file name and the backup file location.
6. Click START, review the profile information, and then click FINISH to save and add the new profile. The Main tab of the Maintain Direct Debit Profile Setup screen appears with the new "active" direct debit profile displayed.

Hint: If a record is active, it is available for you to work with elsewhere in the program. Uncheck this checkbox for records you no longer wish to use.

7. Select the Direct Debit Policies tab and click on the toolbar. The Add Direct Debit Policy Wizard is initiated.
8. Enter the name for the direct debit policy in the description field (when reviewing a customer’s account, this is what you will see) and enter the effective date (the date range of when the policy is in effect).
9. Enter the payment description and choose the appropriate payment type (such as Direct Debit).

Hint: You can set up a Direct Debit payment type in the Setup area of the program. See "Setting Up Payment Types"

10. Select the type of calculation to use from the drop-down list.
11. Check the checkbox if the payment is based on business days and then enter the day to use as the payment date.
12. Check the checkbox if you want to reserve payments for selected transactions.
13. Click START, review the policy’s information, and then click FINISH to add the new policy. The Direct Debit Policies tab of the Maintain Direct Debit Profile Setup screen appears again with the new "active" direct debit profile displayed in the table.

Map Account Type(s) 

14. Select the Account Types Included sub-tab at the bottom of the screen.
15. Click to add an account to the new direct debit policy. The Add Account to Direct Debit Policy Wizard appears. The direct debit profile and direct debit policy you just added is displayed on the first step of the wizard.
16. Select the accounttype to be affected by this policy from the drop-down list (such as Tenant Accounts Receivable).
17. Click START, review the account type’s information, and then click FINISH to map the account type to the direct debit profile. The Account Types Included sub-tab appears again with the newly mapped account type displayed in a table.

Map Transaction Type(s)

18. Highlight the account type you want to work with and click the TRANSACTION TYPES button at the bottom of the screen. The Maintain Transaction Types for Direct Debit Policies screen opens.
19. Click on the toolbar and check the checkbox(es) of the transaction types you want to map.
20. Click START and then click FINISH to apply your changes and map the transaction type(s) to the direct debit profile.

Now that you are finished setting up the needed information to make a direct debit application for accounts possible, you can now set up direct debit and prenote capability for the appropriate customers. See "Setting Up Direct Debit & Prenotes"

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