Skip to main content
Contact

Create Direct Debit Template (AU)

To create an Australian Direct Debit Template, follow the steps below:

  1. Go to the Receivables > Templates screen
  2. Click New on the Control Bar
  3. Click Direct Debit Template

  4. Complete the sections below
Direct Debit Information
  1. If you are entitled to more than one Division, select the Division under which the template will be created
    Did you know that you can setup a default Division? Click here to find out more.
  2. Select the account the funds will be credited To
Direct Debit Details
  1. Enter a Template Name up to 16 characters. This will become the Direct Debit Name when you create a direct debit from the template.
  2. Enter a Template Description up to 40 characters
  3. Enter a Direct Debit Reference up to 18 characters. This will appear as part of the narrative on the debit account and payer's statements and on direct debit reports.
  4. Enter a Statement Narrative up to 40 characters. This will appear as part of the narrative on the debit account statement.
  5. Select a Direct Entry User ID from the drop-down list
  6. Select the Disable Payer changes for Direct Debits created from this Template checkbox if you need to prevent users adding new payer or editing details of existing payer in direct debits created from this template
Payer Details
  1. Click Add to add a direct debit instruction to the list
    DDPayerDetailsAU.png
  2. Add Payer
    Add Payer from your Payer List
    Click in the Payer Name field and select a payer from the drop-down list. You can also use the Search Payers feature to find a payer in your Payer List.
    Add New Payer
    New Payers will automatically be added to your Payer List.
    1. Click in the Payer Name field and click Add New Payer
      If Add New Payer isn't visible, you do not have entitlements to create payers.
    2. Enter the Payer Name
    3. Enter the 6-digit BSB associated to the Payer Account Number (no spaces or hyphens)
    4. If available, enter an Email Address
    5. Enter the payer's 9-digit Payer Account Number (no spaces or hyphens)
    6. Click Proceed
  3. The Lodgement Reference contains the Direct Debit Reference and can be changed for this payer if required. The Lodgement Reference can be up to 18 characters and will appear as part of the narrative on the credit account and payer's statement and on direct debit reports. 
  4. Enter the Amount to collect from the payer or leave the amount as zero (then enter the amount when you create the direct debit from the template)
  5. If required, click Payer Direct Debit Details to update the following:
    Remitter Name
    The debit account short name is displayed in Remitter Name and can be changed for this payer if necessary. The Remitter Name can be up to 16 characters and will appear as part of the narrative on the payer's statement. 
    Trace Account
    By default the Trace Account in the Batch Defaults is selected but can be changed for this payer if necessary.
  6. Repeat above steps to add each payer to the template
To remove one or more direct debit instructions from the list, tick the checkbox next to the instruction number and click Remove.
Review and Submit
  1. After you have completed all the template information, click Review & Submit at the bottom of the screen:
    Click Close on the Control Bar to discard the template.
    Click Save as Draft on the Control Bar to complete the template at a later time.
    Error?
    1. View the error message displayed:
    2. Review the highlighted fields on screen and update as required. If a payer has an error, there will be a warning message in the direct debit instruction:
      Click Payer Direct Debit Details to view the error in the Payer Direct Debit Details pop-up window:
  2. Review the template details and click Submit to submit the template:
    If the template details are not correct, click Previous to return to the previous screen and edit the template as required.
    RESULT:
    • If your organisation requires Templates to be approved, a confirmation pop-up window is displayed advising that the template has been submitted for approval. The template will need to be approved (or rejected) before it can be used to create a direct debit. 
    • If your organisation does not require Templates to be approved, a confirmation pop-up window is displayed, and the template is ready to be used to create a direct debit. Note that you may need to approve new payers added to the template before a direct debit can be made.