- A representation collection is an additional attempt to collect a direct debit that has been marked as unpaid through the ARRUD process
- Flow has a setting: ‘Max payment attempt retries’ which specifies how may retry attempts through the representation are to take place before the customer’s mandate is cancelled
- If the representation collection is unpaid that record will be processed again through ARRUD file
Prepare representation collection file:
- Navigate to the payment collection sub-module
- Select ‘DD representation’ as the payment collection type
- Specify the facilities you wish to generate a collection against (currently selects all)
- Select a collection date range, or a single day selection
- Click ‘prepare data’ to display a list of records for collection
View representation collectable amount:
- The representation collection now has a status of ‘pending’ to allow administrators to scrutinize 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 representation payment collection file:
- Once the file has been generated it can be reviewed if necessary
- Note: do not edit the file or make any changes, this will corrupt the file and will result in failed collections
- 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 representation collection as 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
Instruction is cancelled after maximum amount of representations:
- Based on the Max payment attempt retries setting the instruction will be cancelled after this is reached
- In the example this is set to ‘2’ then after two failed collections (the first being a collection and then a representation) the customer’s BACS code is updated to ‘0C - Instruction Cancelled’
- 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