- A collection file is generated in Flow that includes all collections specified in a date range
- Flow will provide a file to be submitted to the Bureau to attempt collection through BACS
- Once the file is marked as complete the collection is assumed to be successful until any rejections are provided through the ARRUD process
Prepare a collection file:
- From the home page, go to the Finance Module.
- Go to the ‘Payment Collections’ sub-module within Finance
- Click on 'Initiate Payment Collection'
- Select 'DD Collection'
- Select Single Day Collection or Choose Date Range
- Click ‘prepare data’ to display a list of records for collection
View pending collection values:
- The collection now has a status of ‘pending’ to allow administrators to scrutinise the values generated
- Each row in the ‘preview data’ table shows a breakdown of total instructions, collectables and values by each facility
- Total amounts are displayed for all values
- The collection can be cancelled, or the admin can proceed to ‘Generate the payment file’
Generate the payment file:
- Once the file has been generated it can be reviewed if necessary (click on 'view).
- Note: do not edit the file or make any changes, this will corrupt the file and will result in failed collections
- If happy, click on 'Download Payment File'
- On file generation a new button will appear to ‘Mark as Completed’
- Until the collection is marked as completed it can still be cancelled
- The payment collection file is then submitted to the Bureau for processing
Mark the payment collection complete:
- Once the collection file is processed by the Bureau a receipt number / reference is provided
- This receipt number can be entered on Flow when marking the collection as complete
- Flow assumes that all collections at the point of completion were successful, updating the Customer’s instruction accordingly
- If any collections are unsuccessful, these are picked up through the ARRUD report
Customer instruction updated to '17':
- Once the payment collection is marked as completed the customer record is updated accordingly
- In the case of a customer with a BACS code of ‘01 – First Collection’ their code is changed to ‘17 – Ongoing Collection’
- For Customers included in the collection have already been collected against, their code will remain ‘17 – Ongoing Collection’
- Membership statuses will remain ‘active’