Intro Direct Debit Collection/Payment Collections (Not for GoCardless Customers)

Summary

This guide outlines how to generate a collection file in Flow to initiate payment collections through BACS. Once the collection file is submitted to the Bureau, payments are assumed successful until any rejections are received via the ARRUD process.

Step-by-Step Guide

1. Prepare a Collection File

1. From the Home page, go to the Finance Module.
   
   
   
   
2. Select Payment Collections from the sub-module within Finance.
   
   
   
   
3. Click on Initiate Payment Collection.
   
   
   
   
4. Choose DD Collection.
   
   
   
   
5. Select either Single Day Collection or specify a Date Range for the collections.
   
   
   
   
6. Click Prepare Data to view a list of records ready for collection.
   
   

2. Review Pending Collection Details

• The collection file status will display as Pending, allowing administrators to review all values generated for collection.
• In the Preview Data table:
  • Each row shows total instructions, collectables, and values by facility.
  • Total amounts for all values are displayed at the bottom.
• Options at this stage:
  • Cancel the collection if necessary, or
  • Proceed to Generate the Payment File.
    
    

3. Generate and Download the Payment File

1. Once the data has been reviewed, click Generate Payment File.

2. Important: Do not make any edits to the generated file, as modifications may corrupt it and cause failed collections.

3. After generation, you may view the file if needed (click on View).
   
   
   
   

4. When satisfied with the file, click Download Payment File.
   
   
   
   

5. A new button, Mark as Completed, will now be available:

   • Until the collection file is marked as complete, it can still be cancelled if necessary.
     
     
     
     

6. Submit the downloaded payment collection file to your Bureau for processing.

4. Mark the Payment Collection as Complete

1. After the Bureau processes the collection file, they will provide a receipt number or reference as confirmation.
2. In Flow:
   • Enter this receipt number when marking the collection as complete.
     
     
     
     
   • Once marked complete, Flow assumes all collections were successful unless indicated otherwise in the ARRUD report.
     
     
     
     

5. Customer Instructions and Membership Updates

• Once the collection is marked complete, Flow updates customer records:
  • If a customer had a BACS code of '01 – First Collection', it updates to '17 – Ongoing Collection'.
  • For customers already marked with '17 – Ongoing Collection', the code remains the same.
  • Membership statuses will remain as Active unless otherwise impacted by ARRUD-reported rejections.

This process ensures efficient and accurate submission of collections, providing seamless updates to customer records and membership statuses.