| □ | To process direct debit transactions, your organisation must send instruction records to Banks Automated Clearing System (BACS). Paperless mandates provide three types of instruction records — New, Set-up, and Cancel — and are used to generate direct debit transmission files to send to BACS. Paperless mandates help optimise time efficiency and reduce the amount of paperwork to maintain. To use paperless mandates to send instruction records to BACS, configure the paperless mandates settings for your organisation. For information about how to enable paperless mandates, refer to Paperless Mandates. |
| □ | To use paperless mandates to send instruction records to BACS, enter information about the Direct Debit Instruction (DDI) for the constituent. According to Automated Direct Debit Instruction Service (AUDDIS), the branch of BACS that helps set up a constituent’s payment process with your organisation’s sponsoring bank, you cannot send a paperless mandate until you receive the constituent’s DDI. |
| □ | Run the paperless mandate instruction process. For information about this process, refer to Start a Paperless Mandate Instruction Process. |
| □ | To inform constituents when a payment will be debited from their bank accounts, you must send an advance notice letter. The letter must include the instalment or payment schedule, the total payment amount, your organisation’s name, and the due date of the first instalment or payment. According to BACS, your organisation must send the advance notice letter to a constituent 10 to 14 days before the due date of the first instalment or payment. To create an advance notice letter, add an acknowledgement process with merge fields for advance notice information. For information about the acknowledgement process, refer to |
| □ | After you generate an advance notice letter for a transaction, update the transaction with the Advance notice sent date. You can edit the payment information or include the transaction in an Update advance notice sent date global change process. For information about how to edit the payment information, refer to Edit Payment Information. For information about the global change process, refer to |
| □ | When you update the advance notice sent date for a new transaction, the program automatically generates a pending New instruction for the transaction. To send instruction records to BACS to notify them when constituents want to donate to your organisation through direct debit, add the paperless mandate instruction process to use. This process generates a transmission file to send instruction records to BACS electronically as paperless mandates. For information about this process, refer to Generate Paperless Mandates Instructions. |
| □ | Add the payment process to use to generate pledge transactions. For information about this process, refer to Generate Payments. When you add a generate payments process, you must select a revenue batch to create the transmission file. |
| □ | Run the pledge payment process. For information about this process, refer to Start a Generate Payments Process. |
| □ | To transfer funds electronically from a constituent’s bank account, you must create a direct debit transmission file to send to BACS by way of your sponsoring bank. Add the direct debit file process you will use to create the transmission file. For information about this process, refer to Add BACS Direct Debit File Processes. |
| □ | Run the direct debit file process. For information about this process, refer to Start a BACS Direct Debit File Process. |
| □ | When you write off a direct debit pledge or generate the final instalment or payment for a direct debit pledge or recurring gift, you must create a pending Cancel instruction. The Cancel instruction informs BACS of the final instalment or payment of the transaction. You can edit the payment information or include the transaction in an Update to send cancel instructions process. For information about how to edit the payment information, refer to Edit Payment Information. For information about the global change process, refer to Global Changes. |