Setting up and using Direct
Debit facilities in RMS.
This function is designed for those who have the facility to directly withdraw monies outstanding from customer’s accounts and deposit into your own account.
Set-up
From the Main Menu select SETUP and then Accounts.
You will see a green screen. Click SETUP on the bottom of this screen.
You will see a form with several Tabs’ along the top. Select Banking.
Fill out your banking details as per the example below.
Note. Your bank name should be 3 chars only.
Account Name
Your business Account name that funds are deposited to
Bank Name
Your three-letter Banking institution code, i.e. WBC, CBA, BEN, NAB
Branch Name
The Branch location of your account
BSB Number
The six digit Bank and Branch code (no spacing or punctuation)
The account number of your account
Direct Entry User Id
The supplied User Id from your bank for these direct entries (supplied by your bank)
Transaction Description
The description of this transaction that will appear on your customer’s bank statement
Setting up bookings to be Direct Debited
Any booking within RMS can be set-up to be included in the batch direct debits processing. The frequency of this processing is entirely up to you.
Display any applicable reservation and click on the client name to display the client record.
You will see a series of Tabs’ running across the top of the screen. Select Banking.
Fill out the Customers banking details accordingly. See example below.
Account Name
The customers Account Name
Bank Name
The Customers three-letter Banking institution code, i.e. WBC, CBA, BEN, NAB
Branch Name
The Branch location of the held account
BSB Number
The six-digit Bank and Branch code (no spacing or punctuation)
Account Number
The account number of your customers account
Active Direct Debit
RMS will only direct debit this account if this option is ticked.
If a customer wishes to withdraw from direct debits
you should remove this tick.
Processing Direct Debits
Considering that you have set-up each account with direct debit details as described above, you can now automatically process any outstanding balances using the Client Direct Debits utility in the Utilities menu.
Note.. You cannot exclude any one account when batch processing. Please ensure that any customer who has requested removal from direct debits has had the tick removed from the Active Direct Debit option in the client record.
To begin processing, from the Main Menu select Utilities.
Press the Client Direct Debits Button.
You will see a screen similar to that below.
You may not see all of the account types listed as the example shows above.
If you wish to process only balances owing for Rent (for example) take the tisks out of all other account types.
The “As Of” date allows you to process amounts as per the balance that was on the account as of that date.
When ready to begin simply press the Process button.
RMS will begin to place payments onto accounts as required and will show a count for the number of accounts processed.
Once processing is complete a report will be displayed which you MUST print.
This
is the only opportunity to print this report.
Once processing is complete, a file is generated which must be used for your banks direct debit notification.
The format of this file has been pre designated by all banking institutions for this purpose.
The file name is displayed in the processing details box,
i.e. c:\rmswin\Direct Debits\20001215.aba
You will have to submit this file to your bank for processing.
The file name itself is derived from today’s date.
20001215.aba
2000 = Year, 12 = Month, 15 = Day
Results
You will see the following results when processing is successful.
- All accounts will have Direct Debit receipts automatically created on the account.
- You will have a printed report of all those accounts and amounts processed.
- A file has been produced that now must be processed by your bank.
Related Questions & Answers
Q. How do I set-up this facility with my bank?
A. Please contact your bank to set-up direct debit facilities.
Q. What do I do with the processed transactions file?
A. This file must be processed by the bank.
This is done either electronically on site, or by taking the file to the bank to be processed. Your banking institution will provide you with directions.
Q. My customers pay money into my account at a pre-determined amount each week/month, how do I process this?
A. The Direct Debit facility does not cater for this scenario. You may place this type of payment onto the respective accounts using the Direct Debit method of receipting.