A4W supports direct debit collection from clients as a payment method for care charges. This involves creating mandates, generating BACS output files, updating client accounts, and handling any refused payments. This article covers the full direct debit process.
📌Note: Direct debit functionality requires site-specific setup including BACS output file settings, user groups, and letter templates. Contact your system administrator if these have not been configured.
Set up direct debit parameters
Before processing direct debits, ensure the following are configured (typically done once during setup):
Direct Debit Parameters — configure the processing rules and defaults.
BACS Output File Settings — define the output file format and destination for your BACS bureau.
User Groups — set up the user groups that have permission to process direct debits.
Letters — configure the letter templates for mandate confirmations and notifications.
Create a direct debit mandate
Open the Direct Debit Details screen.
Search for and select the client.
Click New to create a new mandate.
Enter the client's bank account details (sort code, account number, account name).
Enter the payment amount and frequency.
Save the mandate.
Modify a mandate
Change the payment amount
Open the mandate for the client.
Update the payment amount.
Save the changes.
Change account details
Open the mandate for the client.
Update the bank account details.
Save the changes.
Cancel a mandate
Open the mandate for the client.
Use the cancel option to end the direct debit arrangement.
Save the changes.
Process direct debits
Preview
Open the Process Direct Debits screen.
Run a preview to see which direct debits will be collected in this run.
Review the preview to check amounts and client details are correct.
Generate the BACS file
Run the Generate process to create the BACS output file.
The file is saved to the configured output location for submission to your BACS bureau.
Update client accounts
After the BACS file has been submitted and processed, run the Update process.
This credits the collected amounts to the relevant client accounts in A4W.
Handle refused payments
If a direct debit is refused by the bank:
Open the direct debit processing screen.
Mark the relevant payments as Refused.
The refused amount is reversed on the client's account.
📌Note: You may need to follow up with the client to arrange an alternative payment method or resolve the issue with their bank.