The donor has moved the direct debit to another account at the same branch. For example, the original direct debit was setup with City Bank on Acacia Avenue in Carlisle with the sort code 99-99-99 and account number 00220222. It moved within the City Bank, Acacia Avenue branch to sort code 99-99-99 and account number 00330333.
As the branch sort code has not changed, you only need to change the bank information on the pledge or recurring gift, then save and close the gift record.
The donor has moved the direct debit to another account at a different branch of the bank. For example, the original direct debit was setup with City Bank on Acacia Avenue, Carlisle with the sort code 99-99-99 and account number 00220222. It moved within the City Bank to the Queen Street, Glasgow branch with the sort code 99-88-88 and account number 00440444.
- Add the new bank information to the pledge or recurring gift record
- On the Gift tab of the gift record, click the Details button
- On the Instruction Details screen, make the following changes:
- Mark the Send Instruction? checkbox
- Select New for the Type
- Delete the values for the New Instruction Sent and Date Adv Notice Sent fields
- Click OK
- On the Gift tab of the gift record in the Acknowledge drop-down, select Not Acknowledged
- Save and close the gift record
- Send an Advance Notice Letter to the donor to confirm the change has been recorded. This Mail process automatically updates the Date Adv Notice Sent field.
- The first payment made from the new bank will be included in the relevant transaction set/transmission file once the Advance Notice Period has expired. This payment will have the transaction code First Direct Debit (01).
The donor has moved the direct debit to a different bank. For example, the original direct debit was setup with City Bank on Acacia Avenue, Carlisle with the sort code 99-99-99 and account number 00220222. It was moved to First Bank on Main Street in Newcastle with sort code 20-20-20 and account number 76424454.
Follow the steps listed under Scenario 2.
Note: For audit purposes, consider adding a note to the constituent or the gift to include the original bank information, the date the change was made, and the original New Instruction Sent and Date Adv Notice Sent field information.
If the next transaction on the Recurring Gift or Pledge falls due before the No of Advance Notice Days in Configuration, General expire, you must skip the next transaction on the Recurring Gift or write off the next installment on the Pledge.
This is to ensure that donors are given sufficient time to cancel the change if they so wish, following the Advance Notice Letter in step 7 above.
For example, if the bank is changed and the Advance Notice Letter sent on the 4th of the month and the next transaction falls due on the 15th of the month, you would add the 4th to the No of Advance Notice Days. The transaction should be skipped / installment written off if the result is greater than 15.
If the installment frequency is something other than monthly then you may wish to contact the donor to arrange for the transaction to be collected the following month. Otherwise, when the frequency is annual for example, skipping the transaction could result in no payment being collected this year.
Please contact your Sponsoring Bank for more information on BACS Advance Notice requirements.