Signature Learning Direct Debit Management Set Up Processing

Signature Learning Direct Debit Management Set Up & Processing Activities (Version 1. 08) Developed by:

• The information herein (intellectual property) has been compiled by and is owned by Signature Software for the explicit use by clients and staff of Signature Software. • No part of this information may be re-sold, re-used in a professional capacity by a third party or reproduced in any way without written permission from an authorised representative of Signature Software. • While the information contained herein has been formulated with all due care, Signature Software does not warrant or represent that the information is free from errors or omission, or that it is exhaustive and fit for specific purpose other than general information. • Modifications to this material may also occur without notice. Data displayed is fictional Slide 2

Action performed on this screen Explanation of content found in these slideshows Additional information about this screen Blue circle gives number of the step to be followed on a slide Green box gives instructions for step to be followed on a slide Pale yellow box provides additional information about a field Data displayed is fictional Slide 3

To understand the setup and processing involved with Direct Debit within the ICE Business System. To access the Direct Debit Management, you will need access to the ICE Business System Premium Edition UPG file. This can be obtained by contacting your Signature Software representative. Data displayed is fictional Slide 4

Direct Debit Setup 6 Allocate Transactions 32 Utility File 7 Batch History 44 System Defaults 9 Direct Debit Reversals 60 Payment Types 13 Direct Debit Reversals 61 Bank Accounts 15 Direct Debit Reversal to Cheque 68 Customer Master File 17 Reversal to Cheque 69 Direct Debit Processing 21 Direct Debit Reporting 73 Accounts Receivable Invoicing 22 Customer Statements 74 Accounts Receivable Banking 27 Data displayed is fictional Slide 5

Direct Debit Setup Data displayed is fictional Slide 6

Utility File The following instructions will advise how to set up the Direct Debit Management within the ICE System. To obtain access to the Direct Debit process, you will need to run the ICE Business System Premium UPG file. This can be obtained by contacting your Signature Software representative. Open the Utility File. Select menu path: Security > Users and Groups Data displayed is fictional Slide 7 2 1

Utility File Select the ‘Groups’ tab. 3 Click the ‘Security’ sub tab. Ensure ‘Auto Direct Debiting’ is ticked. Data displayed is fictional 4 5 Slide 8

System Defaults Select menu path: Admin > System Defaults Data displayed is fictional 1 Slide 9

System Defaults Select the ‘Branches’ tab and the ‘General sub tab. (Cont. ) sub tab. 2 A new ‘Customer Direct Debit’ box will be available. Data displayed is fictional Slide 10

System Defaults Select the ‘Branches’ tab and the ‘General sub tab. 2 The checkbox for creating a dishonour fee is currently not used. To set the ‘Authorisation Password’, click on ‘Set’. Data displayed is fictional 4 Check to allow invoicing on Direct Debit when the account is set to stop credit. Slide 11 3

System Defaults 5 Enter the new password details and click ‘OK’ to save. Data displayed is fictional Slide 12

Payment Types Select menu path: Admin > Setup > General > Payment Types Data displayed is fictional Slide 13 1

Payment Types If the “Bank Summary” field is left ticked, any Direct Deposits entered will incorrectly display on the banking summary report. 2 Data displayed is fictional Confirm that the DDR – Auto Direct Debit payment type is ticked to ‘Display” and the. ‘Bank Summary’ is left un-ticked. Slide 14

Bank Accounts Bank accounts now have separate settings for Direct Debit ABA file creation. As part of the upgrade process, when Direct Debiting is already active, these new settings will be copied & populated from the EFT Payment Details settings. Select menu path: Admin > Setup > Accounting > Bank Accounts Data displayed is fictional Slide 15 1

Bank Accounts The Direct Debit Details will populate automatically from the EFT Payment Details. Data displayed is fictional Slide 16

Customer Master File Select menu path: Admin > Customer Data displayed is fictional 1 Slide 17

Customer Master File Search and select the 2 customer from the ‘Browse’ tab, then click on the ‘Account’ tab. If Direct Debit is required, click ‘Yes’. Data displayed is fictional Slide 18 3

Customer Master File Upon checking ‘Direct Debit’ in the previous screen, a new ‘Direct Debit’ tab will be activated. Check the ‘Direct Debit Active’ box and enter the applicable dates. 4 Select which ‘Invoice Source Types’ will have Direct Debiting applied to. Selecting this option will place the Direct Debit payments on hold until unchecked again. Data displayed is fictional Slide 19 5

Customer Master File Enter the maximum value to which any one direct debit can be processed for. 6 Enter the customers Bank Details. Data displayed is fictional 7 8 Click ‘Apply’ to save details. This functionality will be available in a future releases. TIP: If in the future you would be offering discounts to your customer for payment by direct debit, do consider populating this field to eliminate data entry at a later stage. Slide 20

Direct Debit Processing Data displayed is fictional Slide 21

AR Invoicing 1 Select menu path: Accounting > Accounts Receivable > Invoices/Credits/Sales Orders Data displayed is fictional Slide 22

AR Invoicing Payment Due Date now appears automatically. Note: The ‘Payment Due Date’ is correctly calculated based on the invoice date and trading terms. This is automatically calculated and cannot be changed. Data displayed is fictional Slide 23

AR Invoicing – System Invoicing A new note will display on the invoice advising the customer payment is not required and will be direct debited from their nominated account. Data displayed is fictional Slide 24

AR Invoicing – Service Invoicing A new note will display on the invoice advising the customer payment is not required and will be direct debited from their nominated account. Data displayed is fictional Slide 25

AR Invoicing – Auto Bill Invoicing A new note will display on the invoice advising the customer payment is not required and will be direct debited from their nominated account. Data displayed is fictional Slide 26

AR Banking Select menu path: Accounting > Accounts Receivable > Banking Data displayed is fictional Slide 27 1

AR Banking A new ‘Automatic Direct Debiting’ tab is now available. Search for transactions using the search criteria available. 2 Clients now have the ability to select ‘All Branches’ to save time processing transactions in bulk at the branch level. Note: Searches can be made based on Due Date, Trading Terms and/or Branch. Only transactions for customers set up with Direct Debit where the transaction is within the selection criteria and under the Max DDR amount are shown. Data displayed is fictional Slide 28

AR Banking Invoices attached to a Finance Company associated with any customer flagged to Auto Direct Debiting are now able to be excluded from the Direct Debiting Process (Accounting > Auto Direct Debiting) via a new check box option. By default this option will display as un-checked. This feature is available from V 2. 37 forward. From V 2. 37, clients will have the ability to select ‘Include finance Invoices’ in their search criteria. Data displayed is fictional Slide 29

AR Banking Selects customer transaction. Selects transactio n. Selects all transactions for that customer. Selects all customer s. Data displayed is fictional Slide 30

AR Banking Enter the applicable Banking Date. 4 Click on ‘Manager Approved’. Data displayed is fictional 3 Only when transactions are in the bottom grid will is the ‘Manager Approved’ button enabled. be enabled. Slide 31

AR Banking 5 Enter the Password and click ‘OK’. Note: This password will be the password created in System Defaults. Data displayed is fictional Slide 32

AR Banking When the ‘Manager Approved’ button is selected, all customers are checked to ensure that the total of payments does not exceed the Maximum DDR Amount set up for that customer. Once the correct password is entered, the ‘Auto-Generate DDR’ box will be enabled. Click on ‘Auto. Generate DDR’. Data displayed is fictional 6 Slide 33

AR Banking Clicking the Auto Generate button will create a Banking header and split for each customer selected and allocates to the selected transactions. Select the ‘Details’ tab. 7 The Payment Type will default to ‘Auto Direct Debit’. The amount is automaticall y allocated. Data displayed is fictional Slide 34

AR Banking Once generated the banking file will require updating. 8 Data displayed is fictional Update to checklist and audit trail as per standard process. Change the status to “Ready” for update then right click on the title bar. Slide 35

Auto Direct Debiting – Creating the file for export The following instructions will outline the steps required to create the aba file which is exported/uploaded into your banking software to collect the customer payments. Select menu path: Accounting > Auto Direct Debiting Data displayed is fictional 1 Slide 36

Auto Direct Debiting – Creating the file for export Select the ‘Allocate Transaction’ tab. 2 Clicking here will return the “Unallocated Transaction” back into the banking form with a payment type set to ‘Cheque’ as a reversal awaiting update. Note: Only those AR banking entries that have been updated within AR Banking will appear here. Data displayed is fictional Click on ‘New Batch’. Slide 37 3

Auto Direct Debiting – Creating the file for export Users are now able to change the Direct Debit date when a new batch is created. This allows for establishing various ABA files for processing regardless of the day the batch was produced. 4 Select the batch date. Data displayed is fictional Slide 38

Auto Direct Debiting – Creating the file for export Click on ‘OK’ to continue. Data displayed is fictional 5 Slide 39

Auto Direct Debiting – Creating the file for export Select the transaction s required and assign to the batch. 6 Note: Multiple selections can be assigned by using the Ctrl key and mouse simultaneously. Data displayed is fictional Slide 40

Auto Direct Debiting – Creating the file for export 8 Click to unassign any records from the batch. Each batch processe d has its own unique ID. Data displayed is fictional The batch total is the sum of all payments being collected. 7 Select ‘Direct Debit Approval’. Confirm the location of where the aba file will be saved. Selecting “Cancel Batch” will release all transactions from the batch and remove the batch. Slide 41

Auto Direct Debiting – Creating the file for export A report will be displayed listing all transactions within the batch. Note: This report can be exported to CSV, Excel and PDF. Data displayed is fictional Slide 42

Auto Direct Debiting – Creating the file for export 9 Select ‘Process Batch’. Click here to change the export folder if required prior to step 7. Data displayed is fictional Slide 43

Auto Direct Debiting – Creating the file for export A confirmation request will appear to warn when the transaction date of the assigned payments is not equal to the Direct Debit batch date. 10 Data displayed is fictional Select ‘Yes’ to proceed. Slide 44

Auto Direct Debiting – Creating the file for export The ‘Process Batch’ button will generate the Audit Trail “Checklist” first. Review all transactions before closing. Should an entry require amendments the process is simpler prior to being updated. Data displayed is fictional Slide 45

Auto Direct Debiting – Creating the file for export 11 Click ‘Yes’ to proceed with the update. Select “No” if the batch did require amending. If selected, the screen will return to the main form. Data displayed is fictional Slide 46

Auto Direct Debiting – Creating the file for export 12 Click ‘Ok”. This message confirms that the batch has been successfully created. If an error with the batch did occur a warning message would display. Data displayed is fictional Slide 47

Auto Direct Debiting – Batch History Select the ‘Batch History’ tab. 1 Click ‘Show Batch Details’. 2 All previously processed batches are displayed. Data displayed is fictional Slide 48

Auto Direct Debiting – Batch History Batch details are displayed. Data displayed is fictional Slide 49

Auto Direct Debiting – Batch History 3 ‘Regenerate Batch’ when selected will re-create the aba file for uploading to bank. Data displayed is fictional Slide 50

Auto Direct Debiting – Batch History 4 Select ‘Yes’ to continue and “No” to close. Data displayed is fictional Slide 51

Auto Direct Debiting – Batch History 5 Data displayed is fictional Select ‘Ok’ to continue. The newly created aba file is now saved in specified location and is ready for upload. Slide 52

Auto Direct Debiting – Batch History 6 Data displayed is fictional Select to assign/update the Bank Transaction ID. Slide 53

Auto Direct Debiting – Batch History 7 Data displayed is fictional Enter required detail and select ‘Ok’. Slide 54

Auto Direct Debiting – Batch History 8 Data displayed is fictional Select to reprint the batch audit trail. Slide 55

Auto Direct Debiting – Batch History Data displayed is fictional Slide 56

Auto Direct Debiting – Batch History 9 Data displayed is fictional Select to remove a batch from the Bank Reconciliation. Slide 57

Auto Direct Debiting – Batch History Selecting yes will remove the record from the Bank Rec, but will not reverse the transaction if an error has been made. Marking as ‘Unsent’ simply holds the payment back – this function is of use when a file has been sent in ICE to the bank, is appearing on the bank rec but is not being physically uploaded to banking software until a later date. Data displayed is fictional Select ‘Yes’ to remove from the Bank Reconciliation. 10 Slide 58

Auto Direct Debiting – Batch History Any ‘Unsent’ batches can be quickly identified using the ‘Unsent’ filter option. Any batches showing as ‘Unsent’ will require to be resent to the bank account. Data displayed is fictional Slide 59

Auto Direct Debiting – Batch History Once ‘Yes’ is selected, the status will revert to ‘Sent’ and will again display on the Bank Rec as processed. Data displayed is fictional 12 Select ‘Yes’ to continue. Select ‘Send to Bank’ when ready to resubmit to bank. Slide 60 11

Direct Debit Reversals Data displayed is fictional Slide 61

Auto Direct Debiting – Reversal Select the ‘Reversal’ tab. Note: The most common reasons why a reversal may be required are: 1. The bank receipt was incorrectly flagged as ‘Direct Deposit’ and should have been a standard customer payment type. 2. The file for payments has been uploaded into your online banking software and the direct debit has failed. Data displayed is fictional 1 If a Direct Debit has been processed to batch within this form, but has not been physically uploaded and will be in the near future- a reversal is not required. The batch can simply be marked as ‘Unsent’ instead. Slide 62

Auto Direct Debiting – Reversal 2 Locate required batch by searching from within any of these fields. Alternatively use F 12 to clear the search and view all transactions. Data displayed is fictional Slide 63

Auto Direct Debiting – Reversal Select the transaction required and click ‘Reverse’. Data displayed is fictional 3 Slide 64

Auto Direct Debiting – Reversal A confirmation window will appear. 4 Data displayed is fictional Select ‘Yes’ to proceed. Slide 65

Auto Direct Debiting – Reversal The Direct Debit Receipt has been reversed. Data displayed is fictional Slide 66

Auto Direct Debiting – Reversal 6 5 Accounting > Accounts Receivables > Banking > Details Update as normal. The Direct Debit Receipt reversal is automatically allocated to the originating direct debit. Data displayed is fictional Slide 67

Auto Direct Debiting – Reversal The reversed transaction will display in a grey font. Data displayed is fictional Slide 68

Direct Debit Reversals to Cheque Data displayed is fictional Slide 69

Auto Direct Debiting – Reversal to Cheque 1 2 Data displayed is fictional Select the ‘Allocate Transaction’ tab. Select the transaction to be reversed. Select ‘Reverse to Cheque’. Slide 70 3

Auto Direct Debiting – Reversal to Cheque 4 Data displayed is fictional Select ‘Yes’. Slide 71

Auto Direct Debiting – Reversal to Cheque The Direct Debit has been reversed to cheque and will no longer display here. Data displayed is fictional Slide 72

Auto Direct Debiting – Reversal to Cheque 5 Return to Accounts Receivables Banking. The Direct Debit has been reversed to cheque. Update as normal. Data displayed is fictional 6 Slide 73

Direct Debit Reporting Data displayed is fictional Slide 74

Customer Statements Select menu path: Reports > Customer Statements… Data displayed is fictional Slide 75 1

Customer Statements 2 Data displayed is fictional Select options from the available Select options from the search selection criteria and click ‘Preview’ or ‘Print’. Slide 76

Customer Statements Invoices shown with an * are automatically direct debited. Data displayed is fictional Slide 77