Create and Manage Direct Debit template – ANZ Digital Services Help

Geography: This article is applicable for ANZ Transactive Global customers banking in Australia and New Zealand
Full details are available in Features by Geography.

Australia - Create

About Direct Debit Templates (Australia)

What is a Direct Debit template?

Australian Direct Debit templates allow you to setup frequently used direct debit instructions to withdraw funds from AUD accounts domiciled in Australia and belonging to approved payers. The funds are then deposited into an Australia-domiciled AUD account registered in ANZ Transactive Global.
Direct Debits containing between 1 and 100,000 instructions, up to a maximum total value of $99,999,999,999.99.

Once successfully created, you can use the preconfigured template to create your direct debit instructions.

Direct Debit template rules

Disable Payer changes prevent users from adding or editing any payers when a direct debit is created from a template.
Fields marked with an asterisk (*) within a template are considered mandatory. Additional information can be added at time of direct debit, including value date, and release time.
Template Approvals are required if your organisation needs Approval for templates when creating, editing or deleting a template. Once approved, the template can be used to create a direct debit.
New Payers added to a template may need to be approved before the template can be used to create a direct debit.

Direct Debit Templates input screens

Direct Debit Template screen

The following image is an example of a Direct Debit Template screen with fields including the division, account, template name and description, direct entry user ID, and payer details.

Payer Details screen

The following image is an example of a Payer Details screen to manually add a Payer with the Payer Name, Email Address and Payer BSB & Account Number.

Payer Direct Debit Details screen

The following image is an example of a Payer Direct Debit Details screen to input or edit additional payer and direct debit details.

Create Direct Debit Template (Australia)

To create a direct debit template, follow the steps below:

STEP

ACTION

Click Receivables > Templates menu.

Click New on the Control Bar.

Click Direct Debit Template.

If required, select the Division the direct debit will be made from.
If you are entitled to more than one division, you can set a default division for future direct debits.

Select the Account the funds are to be credited to.

Enter a Template Name up to 16 characters. This will become the Direct Debit Name when you create a direct debit from the template.

Enter a Template Description up to 40 characters.

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.

Enter a Statement Narrative up to 40 characters. This will appear as part of the narrative on the debit account statement.

Select a Direct Entry User ID.

If required, select the Disable Payer changes for Direct Debits created from this template checkbox to prevent users adding or editing payer details in direct debits created from this template.

To reduce the risk of fraud, ANZ recommends you always confirm payer details when processing a direct debit.

Control Bar

CONTROL BAR ITEM	DESCRIPTION
Add	Add individual Payer details to the direct debit instruction.
Remove	Tick the checkbox next to the Payer details, then click Remove.
Batch Defaults	Update Batch Defaults for including the trace account, transaction code and remitter name for every subsequent payer added.
Filter	Filter data on the screen. Enter criteria into one or more text boxes that are under each column heading to display matching records.

Click Add to add one or more payer details using the following options:

Add Payer from your Payer list

Search and select the Payer from the Payer Name field, then proceed to next steps. If required, click Add again to add additional payers.

Add New Payer

Users must have entitlements to create new payers to complete these steps.
New Payers will automatically be added to your Payer List.

STEP	ACTION
1	Click Add New Payer from the Payer Name field.
2	Enter the Payer Name.
3	Enter the 6-digit BSB associated to the Payer Account Number without spaces or hyphens.
4	If required, enter the Payer's Email address.
5	Enter the Payer Account Number without spaces or hyphens.
6	Click Procced.
7	If required, click Add again to add additional payers. Proceed to next steps.

If required, add or edit the Reference 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.

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).

If required, click Payer Direct Debit Details icon to view or update additional payer information:

Add or update Payer Direct Debit Details

STEP	ACTION
1	Add or edit Payer Name.
2	Add or edit Direct Debit Amount.
3	Add or edit Direct Debit Reference.
4	Add or edit Remitter Name The credit account short name is displayed by default but can be changed, up to 16 characters and will appear as part of the narrative on the payer's statement.
5	By default, the Trace Account in the Batch Defaults is selected but can be changed for this payer if necessary.
6	If required, select the Transaction Code.
7	Click Save

Do you wish to continue the direct debit template at a later stage?

Yes - Click Save as Draft, then click OK, then click Close to exit out to the direct debit template and return to the Current Direct Debits screen. Direct Debit template will be in a Draft status.
No - Continue steps below.

Click Review & Submit.

Click Submit.

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.

Errors and Alerts

Error and alert messages such as 'fields validations' display information about the impacted field(s) and highlights the field(s) in red. Error messages are specific to the direct debit template, fields available and particulars validations. You can update the information within the impacted field(s) and continue processing the direct debit template.

Mandatory field validations:

Australia - Errors - Mandatory Fields.png

Next Steps

When the direct debit template has been successfully submitted for approval and is in a Pending Approval status, the next steps can be:

Approve Direct Debit Template or,
Reject Direct Debit Template back to the initiator for editing or deleting.

When the direct debit template has been successfully approved and is in an Approved status, the next steps can be:

Use Direct Debit Template
Manage direct debit templates to copy, delete, edit, recall, reject, submit or view.

New Zealand - Create

About Direct Debit Templates (New Zealand)

What is a Direct Debit template?

New Zealand Direct Debit templates allow you to setup frequently used direct debit instructions to withdraw funds from NZD accounts domiciled in New Zealand and belonging to approved payers. The funds are then deposited into a New Zealand-domiciled NZD account registered in ANZ Transactive Global.
Direct Debits containing between 1 and 100,000 instructions, up to a maximum total value of $99,999,999,999.99.

Once successfully created, you can use the preconfigured template to create your direct debit instructions.

Direct Debit template rules

Disable Payer changes prevent users from adding or editing any payers when a direct debit is created from a template.
Fields marked with an asterisk (*) within a template are considered mandatory. Additional information can be added at time of direct debit, including value date, and release time.
Template Approvals are required if your organisation needs Approval for templates when creating, editing or deleting a template. Once approved, the template can be used to create a direct debit.
New Payers added to a template may need to be approved before the template can be used to create a direct debit.

Direct Debit Templates input screens

Direct Debit Template screen

The following image is an example of a Direct Debit Template screen with fields including the division, account, template name and description, direct entry user ID, and payer details.

Payer Details screen

The following image is an example of a Payer Details screen to manually add a Payer with the Payer Name, Email Address and Payer Account Number.

Payer Direct Debit Details screen

The following image is an example of a Payer Direct Debit Details screen to input or edit additional payer and direct debit details.

Create Direct Debit Template (New Zealand)

To create a direct debit template, follow the steps below:

STEP

ACTION

Click Receivables > Templates menu.

Click New on the Control Bar.

Click Direct Debit Template.

If required, select the Division the direct debit will be made from.
If you are entitled to more than one division, you can set a default division for future direct debits.

Select the Account the funds are to be credited to.

Enter a Template Name up to 16 characters. This will become the Direct Debit Name when you create a direct debit from the template.

Enter a Template Description up to 40 characters.

Select Authorisation Code.

If required, enter Particulars up to 12 characters that will appear as part of the narrative on the credit account statement.

If required, enter a Code up to 12 characters that will appear as part of the narrative on the credit account statement.

If required, enter a Reference up to 12 characters that will appear as part of the narrative on the credit account statement.

If required, select the Disable Payer changes for Direct Debits created from this template checkbox to prevent users adding or editing payer details in direct debits created from this template.

If required, tick Individual Credits if you need one statement entry for each transaction processed.

To reduce the risk of fraud, ANZ recommends you always confirm payer details when processing a direct debit.

Control Bar

CONTROL BAR ITEM	DESCRIPTION
Add	Add individual Payer details to the direct debit instruction.
Remove	Tick the checkbox next to the Payer details, then click Remove.
Batch Defaults	Update Batch Defaults for including the trace account, transaction code and remitter name for every subsequent payer added.
Filter	Filter data on the screen. Enter criteria into one or more text boxes that are under each column heading to display matching records.

Click Add to add one or more payer details using the following options:

Add Payer from your Payer list

Search and select the Payer from the Payer Name field, then proceed to next steps. If required, click Add again to add additional payers.

Add New Payer

Users must have entitlements to create new payers to complete these steps.
New Payers will automatically be added to your Payer List.

STEP	ACTION
1	Click Add New Payer from the Payer Name field.
2	Enter the Payer Name.
3	If required, enter the Payer's Email Address.
4	Enter the Payer Account Number: bank (two digits), branch (four digits), the body (seven digits) and the suffix (two or three digits).
5	Click Procced.
6	If required, click Add again to add additional payers. Proceed to next steps.

If required, enter Particulars up to 12 characters. This will appear as part of the narrative on the credit account statement.

If required, enter a Code up to 12 characters. This will appear as part of the narrative on the credit account statement.

If required, enter a Reference up to 12 characters. This will appear as part of the narrative on the credit account statement.

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).

If required, click Payer Direct Debit Details icon to view or update additional payer information:

Add or update Payer Direct Debit Details

STEP	ACTION
1	Add or edit Payer Name.
2	Add or edit Direct Debit Amount.
3	If required, select the Transaction Code.
4	Add or edit Remitter Name The credit account short name is displayed by default but can be changed, up to 16 characters and will appear as part of the narrative on the payer's statement.
5	If required, add or edit the Particulars, Code and Reference.
6	Click Save

Do you wish to continue the direct debit template at a later stage?

Yes - Click Save as Draft, then click OK, then click Close to exit out to the direct debit template and return to the Current Direct Debits screen. Direct Debit template will be in a Draft status.
No - Continue steps below.

Click Review & Submit.

Click Submit.

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.

Errors and Alerts

Mandatory field validations:

New Zealand - Errors - Mandatory Fields.png

Next Steps

When the direct debit template has been successfully submitted for approval and is in a Pending Approval status, the next steps can be:

Approve Direct Debit Template or,
Reject Direct Debit Template back to the initiator for editing or deleting.

When the direct debit template has been successfully approved and is in an Approved status, the next steps can be:

Use Direct Debit Template
Manage direct debit templates to copy, delete, edit, recall, reject, submit or view.

Create Template from Direct Debit

To create a direct debit from a template that is in Approved status, follow the steps below.

STEP	ACTION
1	Click Receivables > Templates menu.
2	Seach and select the template to create a direct debit. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to create a direct debit from the template: Method 1: Right-click on the template and click Create Direct Debit on the Context Menu. Method 2: Select the template and click Actions > Create Direct Debit on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Create Direct Debit on the Control Bar.
4	Click Yes. RESULT: A confirmation message is displayed advising that the direct debit has been created. You can now enter the remaining direct debit details as required.

Manage

About managing direct debits templates

Eligible users with Direct Debit role permissions and account access can approve, copy, delete, edit and view direct debit templates from the Receivables menu. You can also recall, reject, stop and submit direct debit templates in a particular status.

Manage Direct Debits

Approve Direct Debit Template

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to approve. Choose from: Click View > Pending Approval from the Control Bar. Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to approve the template: Method 1: Select the template(s) and click Approve on the Control Bar. Method 2: Right-click on the template(s) and click Approve on the Context Menu. Method 3: Select the template(s) and click Actions > Approve on the Control Bar. Method 4: Click on the template to display the Template Details screen and then click Approve on the Control Bar. RESULT: A confirmation message is displayed advising that the template(s) has been approved and the template status changes to Approved.

Copy Direct Debit Template

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to copy. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to copy the template: Method 1: Right-click on the template and click Copy on the Context Menu. Method 2: Select the template and click Actions > Copy on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Copy on the Control Bar. RESULT: The template details are copied into a new template that is in a Draft status. Click Save as Draft on the Control Bar to complete any template updates at a later time. Click Template Audit History on the Control Bar to view the template's audit history. Click Close on the Control Bar to discard any updates made to the template.

Delete Direct Debit Template

You can delete a direct debit template in the following statuses: Draft, Needs Repair, Approver Rejected or Approved.

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to delete. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to delete the template: Method 1: Right-click on the template and click Delete on the Context Menu. Method 2: Select the template and click Actions > Delete on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Delete on the Control Bar.
4	Click Yes. RESULT: A confirmation message is displayed advising that the template(s) has been deleted and the template status changes to Deleted.

Edit Direct Debit Template

To edit a submitted template that is in Pending Approval status, you must first recall the template.

You can edit a direct debit template in the following statuses: Draft, Needs Repair, Approver Rejected or Approved.

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to edit. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to edit the template: Method 1: Right-click on the template and click Edit on the Context Menu. Method 2: Select the template and click Actions > Edit on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Edit on the Control Bar.
4	Edit the template as required.
5	Click Review & Submit.
6	Click Submit. 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.

Recall Direct Debit Template

To recall a submitted direct debit template in a Pending Approval status, follow the steps below, which will update the status to Draft.

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to recall. Choose from: Click View > Pending Approval from the Control Bar. Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to recall the template: Method 1: Right-click on the template and click Recall on the Context Menu. Method 2: Select the template and click Actions > Recall on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Recall on the Control Bar. RESULT: A confirmation message is displayed advising that the template(s) has been recalled and the template status changes to Draft. You can now edit the template.

Reject Direct Debit Template

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to reject. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to reject the template: Method 1: Right-click on the template and click Reject on the Context Menu. Method 2: Select the template and click Actions > Reject on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Reject on the Control Bar.
4	Select a reason for rejecting the template(s) or choose Other and enter your reason. Then click OK. RESULT: A confirmation message is displayed advising that the template(s) has been rejected and the template status changes to Approver Rejected.

Submit Direct Debit Template

You can submit a direct debit template in the following statuses: Draft, Needs Repair, or Approver Rejected.

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template to submit. Choose from: Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to submit the template: Method 1: Right-click on the template and click Submit on the Context Menu. Method 2: Select the template and click Actions > Submit on the Control Bar. Method 3: Click on the template to display the Template Details screen and then click Submit on the Control Bar. 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.

View Direct Debit Template

STEP	ACTION
1	Click Receivables > Templates menu.
2	Search and select the template(s) to view. Choose from: Click View > Pending Approval or Approved or Required Action from the Control Bar. Use Filter on the Control Bar. Enter one or more criteria under the relevant column headings to display records that match your selections. Click a column heading to sort the data in ascending order and click again to sort in descending order.
3	Use one of the following methods to view the Template Details screen: Method 1: Click on the template in the list. Method 2: Right-click on the template and click View on the Context Menu. Method 3: Select the template and click Actions > View on the Control Bar.

Use Direct Debit Template

About direct debit templates

Using a preconfigured direct debit template, reduces time and provides consistency for your frequently used direct debit instructions.

Create a direct debit using a template

To create a direct debit or periodic direct debit using a preconfigured template, from the Create Direct Debit / Credit Periodic Direct Debit screens, follow the steps below.

STEP

ACTION

Direct Debits:

Click Receivables > Create Direct Debit > User Direct Debit Template

Periodic Direct Debits:

Click Receivables > Create Periodic Direct Debit > Use Direct Debit Template

Search and select your direct debit template from the grid.
Using single or multiple search criteria(s), locate one to many direct debits that meet the searchable elements. You can enter part or all of the following searchable criteria:

Template Name,
Template Description,
Credit Account or
Direct Debit Currency.

Click Yes

RESULT: Direct Debit is created based on your preconfigured template instruction and in a Draft status.

Next Steps

When the direct has been created from a template you can choose from the following options:

Update the direct debit instruction
Review and submit the direct debit instruction
Save as Draft

What is a Direct Debit template?

Direct Debit template rules

Direct Debit Template screen

Payer Details screen

Payer Direct Debit Details screen

Create Direct Debit Template (Australia)

Mandatory field validations:

Next Steps

What is a Direct Debit template?

Direct Debit template rules

Direct Debit Template screen

Payer Details screen

Payer Direct Debit Details screen

Create Direct Debit Template (New Zealand)

Mandatory field validations:

Next Steps

About managing direct debits templates

Manage Direct Debits

About direct debit templates

Create a direct debit using a template

Next Steps

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