In this article:
Creating an export
If you already offer direct debit as payment method for the parents, you can easily apply payments and create a file with the required details to upload to your bank or direct debit provider.
You'll need the 'Show Financial Reports' permission and the 'Manage children's invocies' permission enabled.
To do this:
Entering bill payers details
First, you need to enter the account details for each bill payer such as account name, sort code, and account number. You will also need to mark the bill payer as paying via Direct Debit. To do this:
Go to the child's profile and click on the Bookings tab
Click on the bill payer, in the 'Bill payers' box
A pop-up will open, where you should click 'Edit' next to the bill payer's name
A new window will open (as below)
Here, you can enter the account details for each bill payer and mark them as paying via Direct Debit. Click 'Update'
The bill-payer will then appear in the list of bill payers in 'All Invoicing Activity', in the 'Revenue and Debt' app.
You may need to contact us at email@example.com in order for us the enable the bill payer details if they do not already show.
Downloading the Direct Debit file
When you are ready to download the direct debit file, you will need to:
Log in to the app and click on the 'Apps' menu
Go to the 'Revenue & Debt' app and click 'All Invoicing Activity' at the top.
Next, click the top filter to the left and select Direct Debit Files.
To the right, you will need to click the 'Make new Direct Debit run' button.
Before creating the direct debit run, you are asked if you'd like to create a payment for all bill payers, equal to each of their outstanding balances, which will bring the balance of their accounts back to £0.
This will be applied to their account on the payment date chosen.
When clicking 'Create', the bill payer's account details and their outstanding balance of the account will be added to a spreadsheet file, ready to be downloaded
You can then upload the spreadsheet to your bank or a direct debit provider
Since payments are automatically applied to accounts when you make a new Direct Debit run, it is always a good idea to check your bank statement to ensure that you have actually received the money. In the case a Direct Debit payment has been rejected by the bank, you will need to enter it in the app, in order to get the right account balance for the bill payer. You can do this two ways:
Delete the Direct Debit payment from the bill payer's account
Perform a balance adjustment to the bill payer's account, in order for the bill payer to see the rejection. To do this, follow the instructions in the article below: