Direct Debits in the Billing Wizard
Billing Type
There are two types required to utilise direct debit billing. These can be found within File > Maintenance > Documents > Document Styles called Direct Debit and Direct Debit Credit Note
Once the Template has been added and enabled, navigate to File > Maintenance > Documents > Document Styles By Company/ Office and add the templates into the relevant Company and office where required.
Billing Wizard
A field is available from the field chooser in Stage Two of the Billing Wizard, called P Type (Payment Type), which when added to the Stage 2 grid shows which transactions are linked to an assignment marked as Direct Debit (D) / Request for Payment (R) or blank
Stage 2 to Stage 3
When moving from Stage 2 to Stage 3, the following message is shown if the Bill amounts are mixed with both Direct Debit and Request entries
As a bill cannot contain both Direct Debit and Request entries, you are unable to advance from Stage 2 until this has been resolved. The bill can be made up of standard entries (where they are NOT associated with an assignment marked as either Direct Debit or Request) and Direct Debit entries OR standard entries and Request entries.
If a bill only contains Direct Debit entries, when progressed to Stage 3, the Direct Debit tick box is automatically ticked and the Style is populated with the Direct Debit style that was added within Document Styles.
Where the bill contains standard and Direct Debit entries, the following pop-up is shown, when moving to Stage 3.
- Yes - This marks the whole bill as Direct Debit.
- No - This removes the Direct Debit from the entire bill.
For a new bill template to appear within the Style drop-down option within Stage 3, the bill template must beadded to the 'Available' list for the relevant Practice under File > Maintenance > Documents > Document Styles Company/Office.
Main Billing window
On the final Main Billing page, if the Direct Debit flag was not added within Stage 3 it can be updated here along with the appropriate Invoice template
If the Request box is ticked, the following pop-up is shown. If Yes is selected, then the tick for Request is persisted and the Style is updated. If No is selected, then no changes are made
If the Direct Debit box is ticked, the following pop-up is shown. If Yes is selected, then the tick for Direct Debit is persisted and the Style is updated. If No is selected, then no changes are made
Bulk Bill Extra Fields
The Direct Debit template has been included within Bulk Bill Extra Fields. The standard rules apply, eg:
- Bill template is within the 'Available' list for the relevant Practice.
- Billing Paragraphs set and marked as 'Default' against the relevant assignments.
- The Extra Field Category/Field is set as a Field and populated against clients
- Addresses are present on clients
No other function changes have been made within Bulk Bill Extra Fields.
On Step 3 of 3 (Bulk Bill Validation) a reason of 'No default document style set for client' is shown when the Assignment selected does not have the Direct Debit flag AND the Billing Template selected is Direct Debit. This ONLY applies if a Specific Billing Company is selected.
Client > Bills Tab
The Direct Debit field has been added to the Field Chooser within the Bills tab of the Client. This shows which invoices have been posted as Direct Debit.
Bills to Approve Homepage
The Direct Debit field has been added to the Field Chooser within the Bills to Approve Homepage Control. This shows which invoices have been marked as Direct Debit
Debtor Enquiry
The Direct Debit field has been added to the Field Chooser within the Clients' Sales Ledger. This shows which invoices have been posted as Direct Debit
Reporting
The Direct Debit field has been added to reporting called Is Direct Debit, enabling Practices to report on which invoices have been flagged as Direct Debit. The field can be found under Practice Management > Invoice Details > Sales Invoices
