Intro to ARRUD - Representation Collection (not for Cardless customers)

A representation collection is an additional attempt to process a direct debit payment that was previously marked as unpaid through the ARRUD process.

Note: The Flow system has a setting, Max Payment Attempt Retries, which specifies the maximum number of retry attempts before a customer’s mandate is canceled.

If a representation collection remains unpaid, it will be processed again through the ARRUD file.

Please note that you will need to first import and process the report(s) as per this article.

Steps to Prepare a Representation Collection File

1. Access the Payment Collection Module:

   • From the home page, go to the Finance module.
     
     
     
     
   • Go to the Payment Collection sub-module.
     
     
   • Click on Initiate Payment Collection
     
     
     
     
   • Select DD Representation as the payment collection type.
     
     
   • If for a single day collection, tick 'single day collection and select the date via the calendar icon.
     
     
     
     
   • If for a date range, leave Single Day selection unticked and select the
     'Last collection date from' date the 'Last Collection Date to' date via the calendar icons.
     
     
     

2. Prepare Data:

   • Click Prepare Data to display a list of records eligible for collection.

Review Representation Collectable Amounts

Once data is prepared, the representation collection is assigned a status of Pending, allowing administrators to review generated values.

• Preview Data:
  
  
  • Each row in the preview table shows a detailed breakdown of total instructions, collectable amounts, and values by facility.
  • You can either cancel the collection or click on view.
  • Total amounts are displayed for all facilities.
    
    
    
    
  • Proceed:
    • You can either cancel the collection or proceed by clicking Generate Payment File.
      
      

Generate the Representation Payment Collection File

1. Generate the File:

   • Once generated, you may review the file if necessary.
   • Important: Do not edit or alter the file. Changes will corrupt it and result in failed collections.

2. Mark as Completed:

   • After generating the file, a Mark as Completed button will appear.
     
     
     
     
   • Until marked as completed, the collection can still be canceled.
   • The payment collection file is then submitted to the Bureau for processing.

Mark Representation Collection as Complete

Once the Bureau processes the collection file, they will provide a receipt number or reference.

1. Enter Receipt Number:

   • Enter this receipt number in Flow when marking the collection as complete.
     
     
     
     

2. Automatic Updates:

   • Flow updates each customer’s instruction based on successful completion of the collection.
   • Unsuccessful collections are reported via the ARRUD file.

Automatic Cancellation of Instructions After Maximum Attempts

If an instruction reaches the Max Payment Attempt Retries limit, it is automatically canceled.

For example, if the maximum retries are set to 2:

• After two failed collections (an initial attempt and one representation), the customer’s BACS code updates to 0C - Instruction Cancelled.

As with successful collections, Flow updates the customer’s instruction, with any failures noted in the ARRUD report.