Create Direct Debiting Order

Explanation

The Create Direct Debiting Order activity is used to create a customer direct debiting order from an acknowledged direct debiting proposal. The direct debiting order contains output data on file or other media, depending on payment format. A payment advice per customer can also be printed depending on the customer setup. It is also possible to send a payment advice directly to AR customer contact of the respective customer at the time of printing the payment advice. The payment advice will be sent to customer based on the output media connected to AR customer contact. The output media types Email, Mail to Fax, XML and Printout are supported for payment advice.

Prerequisites

• The direct debiting proposal must have been Acknowledged before the Create Direct Debiting Order activity can take place.
• The Generate Payment Advice check box should have been selected in the Payment Formats per Company window for the required payment format in order to print the payment advices.
  Note: In the Payment Formats per Company window, right click and click Payment Formats  if you want to select the Generate Payment Advice check box.
• If you want to generate payment advices in batches based on proposal ID, output media, language and payment format, select the Payment Advice as a Single Print Job check box in the Payment Formats window..
• Open the Customer window and select At Create Order or Depending on Format from the Payment Advice list if a payment advice is to be printed with the customer direct debiting order. If you select At Create Order, a payment advice will be generated when creating a direct debiting order without checking for any specific condition. If you select Depending on Format, conditions for the respective payment format should be satisfied in order to generate a payment advice when creating a direct debiting order.
• Select the name of the AR customer contact and output media from the AR Customer Contact group box in the Payment tab of the Customer window, if the payment advice needs to be sent to a customer directly based on the selected output media.

The following prerequisites should be met in order to send the payment advice using output media:

• IFS/Print Server and IFS/Connect has to be installed.
• Print Server Archiving has to be enabled.
• The PDF_REPORT_CREATED event must be defined and enabled.
• If the payment advice  should be sent as an Email, select E-mail from the Communication Method field in the Customer/Comm Method tab and specify the receiver's e-mail address in the Value field for the respective customer. The customer's AR Customer Contact should be entered using list of values in the Customer/Payment tab. And also select E-mail as the output media type from the Customer/Payment tab.
• If the payment advice  should be sent using Mail to Fax, select the Fax Server from the Communication Method filed in the Company/Comm Method tab and specify the fax server in the Value field for the company.  In the Customer/Comm method tab  fax should be selected as communication method and the receiver's fax number should be specified in the Value field for the respective customer. The customer's AR Customer Contact should be entered using list of values in the Customer/Payment tab. And in the Customer/Payment tab select Mail to Fax as the output media type.
• If the payment advice  should be sent as an XML file, in the Customer/Comm Method tab a communication method and a corresponding value for the communication method should be added. The customer's AR Customer Contact should be entered using list of values in the Customer/Payment tab. And in the Customer/Payment tab select XML as the output media type.

System Effects

As a result of this entry, direct debiting orders are created. There are no customer payments created within the system until the debiting is confirmed from the payment institute. This is done by using the Acknowledge Direct Debiting activity. Then invoices and payments on account are removed from the direct debiting order. Invoices included in a direct debiting order cannot be selected into a new direct debiting proposal.

Payment advices are generated with the direct debiting order creation.

If the Payment Advice as a Single Print Job check box is selected in the Payment Formats window;

• The system will distribute the payment advice to each customer/payer based on the value connected to the output media when the selected output media is Email or Mail to Fax.
• The system will generate a single xml file for all the customers/payers having the output media type XML.
• The system will generate a single PDF file for all the customers/payers having the output media type Printout.
• All the payment advices generated are grouped based on the output media and language of the customer/payer and shown in the Report Archive window.

If the Payment Advice as a Single Print Job check box is not selected in the Payment Formats window;

• The system will distribute the payment advice to each customer/payer based on the value connected to output media when the selected output media is Email or Mail to Fax.
• The system will generate an XML file per customer/payer for all the customers/payers having output media XML.
• The system will generate a PDF file per customer/payer for all the customers/payers having output media Printout.
• All the payment advices generated per customer/payer will be shown in the Report Archive window.

Restrictions

Unicode Restrictions - File Generation in Finance

Window

Customer Payment Proposals

Related Window Descriptions

Customer Payment Proposals

Customer Payment Orders

Create Direct Debiting Order dialog box

Procedure

To Create Direct Debiting Order:

1. Open Customer Payment Proposals. Use Populate or Query to view existing proposals. Select acknowledged payment proposals to be included in the order.
2. Right-click and click Create Direct Debiting Order. This will open the Create Direct Debiting Order dialog box.
3. Select the payment method to be used to make payments for the proposal from the LOV.
4. Select Use Only Installments Specified with Default Payment Method check box if you want to make the payment only for the installments specified with a payment method defined as the default payment method for the customer(s).
5. Select the payment institute to be used to make the payments for the proposal from the LOV.
6. Enter the currencies in which the payments are to be made.
7. The current date will be entered by default in the Payment Date field. Change this if necessary and click Ok. This will open the Cash Accounts dialog box.
8. Select the Run in Background check box if you want the creation of the direct debiting order to be performed as a background job.
9. Change the cash account defined for any currency in the table if necessary.
10. Click Ok to create the direct debiting order.