The steps below relate to both Paper direct debits and Paperless direct debits.
Not all of the steps are relevant to Paper direct debits.
Paper Direct Debit
This is when a constituent fills in a Direct Debit Instruction (DDI) on paper and signs the form. This mandate is then either sent to their own bank or transmitted electronically to BACS (via AUDDIS), who then notify the relevant banks of the Direct Debit Instruction
For more detailed information please view the Electronic Fund Transfer (EFT) Guide.
Paperless Direct Debit
The Paperless Direct Debit service enables a service user to sign up its customers for Direct Debit collections by telephone, the internet, telephone keypad, face-to-face or interactive TV. Service users can set up a Direct Debit Instruction (DDI) without the payer having to sign a paper DDI.
For more detailed information please view the Paperless Direct Debit Guide
For more information on the BACS Direct Debit Scheme, please consult your Service User’s Guide or contact your Sponsoring Bank for a copy of this user guide.
- If you use Paperless mandates, in Configuration, General, check the box for Paperless Mandates Used and fill in the No. of advance notice days field.
- Enter your Sponsoring Bank in Config, Financial Institutions.
- Enter a Pledge or Recurring Gift with the Pay Method of Direct Debit. Tick the EFT? checkbox and enter the bank account information. Also complete the ref no / date fields to the right of the Pay Method – these fields are only visible when the Pay Method is set as Direct Debit.
- If paperless, enter the DDI source and date the signed DDI received. To locate theses fields on the gift, click the Details button.
According to AUDDIS rules, you cannot send any paperless mandates until your organisation receives the Direct Debit Instruction (DDI) from the payer. Therefore, The Raiser's Edge does not generate any new instruction records or first payments until a date is entered in the DDI source date field.
- Send an advance notice letter to the donor. The advance notice letter should usually be sent no less than 14 days before the first collection date of a pledge or recurring gift. An advance letter normally includes:
- Collection scheduleNOTE: If paperless and you process the advanced letters through Mail, the Date Adv. Notice Sent information on the gift can be automatically updated; otherwise, this field must be filled in manually via the Details button on the gift.
- Charity name
- Amount to be collected
- Due date of first payment
- Direct Debit Guarantee
- In Batch, from the Tools menu, select Automatically Generate Transactions/Payments. If paperless and you only want to generate instructions in the batch, select the option for Generate Instructions Only. Any gifts that are processed will be loaded into the Batch. To view the paperless instructions generated, select Instructions from the View menu in the batch.
- Create an EFT transmission file. Then save and close the batch. The batch should not be committed at this time, as awaiting confirmation from BACS that they have completed the process.
- Once the transmission file has been processed and confirmation received from BACS, update the rejection codes field in the batch for any transactions or instructions that appear in the BACS online rejection report.
- Commit the batch. The instruction record information defaults into the Details screen of the gift record.
- The next time you Automatically Generate Transactions/Payments in Batch, the first payment request is sent to BACS. However, if the appropriate number of days has not passed since the advance notice letter has been sent, the payment does not generate. For more detailed information, please view the Paperless Direct Debit Guide.