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Clients, BACS processing

Security

You’ll only be able to view these BACS details, and run the BACS output routine, if you have appropriate Access Rights set for “Client BACS details” (see “Setup, Users”).

The BACS Screen

To access the Durell BACS screen, starting from the Durell Main Menu…

What It Doesn’t Do

This utility does not actually transmit BACS information, for which you’d need separate software such as that available from Bottom Line Technologies (see www.bottomline.co.uk). Nor does it include a “modulus” check to verify the entered bank details, as this check is typically included in most BACS transmission systems (e.g. it is in Bottom Line’s one).

What It Does do

Use this utility to…

So you can use it on a regular basis to process monthly DDs, or on a one-off basis for annual DDs, and for both cases it would produce a BACS output file, like that shown below, to be read and processed by your separate BACS transmission software.

562309,78654723,ANTHONY CONSTABLE,004256,34.67,17

457632,00786543,AARON F AND G,004251,78.00,17

674523,00005678,BLOGGS FRED AND DELILAH,004252,56.78,17

 

The BACS File

This BACS output file is always called BACS.csv, and always stored in your Durell data folder (i.e. in \Imw-Data\BACS.csv) so that you can set-up your separate BACS transmission software to always read this

New Accounts

If you’re starting a new customer for whom you’ve never processed a direct debit before…

This sends a “0N” command to the bank to initiate the account, after which you must wait for three working days before sending any normal payment requests. Actually Durell plays safe and allows five days in case of week-ends. When you run the BACS file generator it’ll collect all such “0N - New” commands and set the two associated dates, the first of which shows when the “New” command was sent, while the second shows the date, five days later, after which normal commands will be allowed, as shown below.

All “0N – New” commands, and all “0C – Cancel” commands are always sent with a monetary value of 0.00, as shown below, regardless of the “Amount” set on the BACS screen.

457632,00786543,AARON F AND G,004251,0.00,0N

Re-Sending a New Command

In the unlikely event that you need to re-send the “New” command (e.g. because it fails the modulus check in your separate transmission software), you can click the button entitled “Click to clear dates and resend “0N – New”, which will reset the record ready to send another “New”. If you click this by mistake and don’t really wish to re-send another “New” you should additionally clear the “Start process by…” tick-box.

Existing Customers

If you’ve already got a DD account running with a customer, and have just started using Durell, then you won’t need to “Start process by issuing a New command”, in which case you should simply clear the tick.

On-Going Payment Command

For your on-going payments…

Clearing and Re-entering

To clear everything on the entire screen click the “Clear” button.

Annual DDs and Repeating “1 Only” Commands

The repeat period can be set to every “1 Year”, but if the annual DD amount is likely to change each year you would be advised to set it to “1 Only” instead. You could then use one of your user-definable Durell mailshot date fields to hold the repeat date (see “Setup Field Names”) to provide the annual reminder, or General Insurance Brokers could use their “Renewals Checklist”. To re-run the “1 Only” command each year…

Generating the BACS file

Once you’ve set-up your clients’ BACS details, some of which will probably include “New” commands, you can generate the file to be sent by your separate BACS transmission software as follows, starting from the Durell Main Menu…

You’ll get one of the following two messages…

  1. The above message shows you have no outstanding “New” commands, in which case you should repeat the process for the “Other commands”.
  2. The message below shows you have produced a BACS file with “New” commands in it, which you should then process with your separate BACS transmission software. DO NOT GENERATE ANOTHER BACS FILE till you have transmitted the first one, as the generated BACS.csv file gets over-written each time.

When you’ve finished transmitting the “New” commands, repeat the process for the “Other commands”…

…up to the date you select on the following screen…

Note the following….