Purpose
It is possible to create and process direct debit batches prior to holiday periods, so that staff are not required in the office to process the direct debits during this time
Process
To complete this, the following steps should be undertaken (the Christmas holiday period is used as an example here):
On the final business day (eg. the 24th), complete the daily processing as usual.
Once the direct debits for the 24th have been completed and the file uploaded, the following steps must be completed for each day of the holiday period you wish to process in advance:
- Run a direct debit report for the advance day (eg. 25th December – 25th December)
- Once this is checked, Post Direct Debits for the 25/12 (Start and End Date)
- Upload the file to the bank – the files are created with the intended direct debit date, so will not be processed by the bank until that day, or the next business day. (eg. A file dated the 27th, will not be processed by the bank until the 27th, even if it is uploaded on the 24th)
Repeat for each day
Notes:
- It is exceptionally important that each file is uploaded to the banking software before the new file is created, as the Argos export files are overwritten each time the post direct debit process is run.
Any changes that are required to the direct debit file, would need to be made against the direct debit batch in the Argos cashbook, and the file re-created within the banking software, and then the old file would need to be deleted, and the newly exported file uploaded.
Alternatively, the change can be made directly in the banking software, and then the adjustment made in the Cashbook when processing resumes again.
Leases
Setup
Some initial setup is required for Leases.
In the Lease | Edit/View Control details dialog, enter the number of days for the advance posting days.
You can also set the DD files to append with a date so that multiple files may be created:
- Cashbook| Edit/View Bank Details of the bank account you direct debit from
- [Export Files]
- Under the Lease Instalment DD File, change the file name to be NameofFileDDMMYY. E.g. If your Direct Debit file is named DDFile, then you would change this to be DDFileDDMMYY
Processing for Leases
Post Lease Instalments Due Routine should be run for the advance day.
- Cashbook | Edit/View Statement Transactions
- Locate the direct debit batch created above (it will show with today’s date)
- [Edit] the Cashbook batch and change the date to the advance date
- [Save] the Batch
From the browse ensure the batch is selected and click [DD File] to re-create the batch with the correct date.
The file can now be uploaded to your banking software, (Note: your banking software may also require you to change to a future date)
Notes:
- If you have not changed the setting so the date is appended to the file name, you will need to upload each file between posting the direct debits.
- The batches cannot be run in advance of a month end date.