How to process Direct Debit instructions? (not for GoCardless Customers)

Summary

This guide provides a step-by-step process for initiating and completing AUDDIS files in the Finance module. AUDDIS files are essential for setting up new Direct Debit instructions with your Bureau.

Step-by-Step Guide

1. Initiate the AUDDIS Process

1. Go to the Finance module from the Home page.
   
   
   
   

2. Select Direct Debit Instructions.
   
   
   
   

3. Click on AUDDIS FILES.
   
   
   
   

4. Click Initiate AUDDIS Process.
   
   
   
   

   Note: If there are no new instructions, a notification will appear.
   
   
   

2. View New Instructions

• After initiating, a list of pending customer instructions will appear, allowing for further review.
• You can:
  • Check customer records if needed.
  • Cancel any pending instructions if necessary.
  • Filter or search through instructions as appropriate.
    
    

3. Check Customer Instruction Status

• Before generating the AUDDIS file:
  • Review customer records to confirm that new instructions show a BACS code of “ON” (New Instruction).
  • This status will change to 01 (First Collection) after the AUDDIS file is completed.
    
    

4. Check Customer Membership Status

• For new memberships without an existing instruction:
  • The membership status will show as “Pending” until the AUDDIS file is marked complete.
• For existing members with active instructions (BACS Code 17), any new memberships move to “Active” upon payment of any initial fees.
  
  

5. Download the AUDDIS File for Submission

1. Click Download AUDDIS File to generate it for submission to your Bureau.

2. Verify the file contents by checking that customer records are included.

   Note: Do not edit the file before submission, as this may corrupt it.
   
   
   

6. Mark the AUDDIS File as Complete

1. After submitting the AUDDIS file to the Bureau, obtain a submission receipt or reference number.

2. In Flow, mark the AUDDIS file as Complete and enter the Bureau’s receipt or reference number.

3. This final step updates the customer instructions within the file.
   
   
   
   

   A confirmation pop-up will appear upon successful completion.
   
   
   

7. Customer Billing Status Update

• Once marked complete, the BACS code for customer billing updates to “01 – First Collection.”
  

  Note: Flow will update all records to 01 unless any rejections are identified in the AUDDIS Advice Report.
  
  
  

8. Customer Membership Becomes Active

• After marking the AUDDIS as complete and updating the BACS code, customer memberships move to “Active” status.
  
  
  
  
• Key features like cancellation and freezing are now enabled for these memberships.
  
  
  

The AUDDIS process is now fully complete, and all customer instructions and memberships have been successfully updated.