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Direct Debit Submissions

Direct Debit submissions refer to the process by which organizations or businesses submit instructions to collect payments directly from their customers' bank accounts. Tally, as an FMS, keeps a record of all the direct debit submissions and collections, ensuring financial security and maintainence.

To view the direct debit functionality, click on Engage and then navigate to Tally. In the main menu, select Direct Debits to populate the Direct Debit Submissions screen.

show direct debit screen

Overview of the Direct Debit Submission Screen​

Tally maintains several instruction batches, collection batches and reports, that collect and pay regular givings coming in from Engage. The Direct Debit Submissions screen shows a list of all these batches in the form of a table under separate tabs.

Instruction Batch​

An instruction batch keeps a record of all the regular givings created and set up using direct debit payment method. Under the Instructions tab, each instruction batch includes:

  1. Instruction batch reference.
  2. Closed date indicating the date the batch was closed to any new regular giving payments.
  3. Submitted date indicating the first date the batch was created and open to new regular giving payments.
  4. Status of the batch as complete, submitted or awaiting approval, etc.
  5. Down arrow to view the collection detail or download an Excel or CSV file for the instruction.

Collection Batch​

A collection batch keeps a record of all the direct debit payment collections for each regular giving created before. Under the Collections tab, each collection batch includes:

  1. Collection batch reference.
  2. Collection date indicating the date the batch is supposed to collect payments.
  3. Closed date indicating the date the batch was closed to any new regular giving payments.
  4. Submitted date indicating the first date the batch was created and open to new regular giving payments.
  5. Status of the batch as complete, submitted or awaiting approval, etc.
  6. Down arrow to view the collection detail, confirm it or download an Excel or CSV file for the collection.

Reports​

Reports are important to the Direct Debit process, ensuring smooth and efficient handling of payment instructions between organisations and banks. These reports are specific to the direct debit scheme in the UK and are preloaded by the N3O team, but can be manually uploaded as well. Click Upload Report, select the type of report and upload it.

Under the Reports tab, you can view a list of all uploaded reports:

  1. Report reference.
  2. Types of reports; DDICA, AUDDIS, ARUDD, ADDACS, REFT.
  3. Uploaded on date.
  4. Downloadable file and status of file as new, processed, processing or error.

Process for Direct Debit Submissions via Tally​

Whenever a regular giving is processed, following a direct debit payment method, a status Setting Up appears on the regular giving's detailed screen in Engage. All these regular givings are added in instruction batches with status open and collected as payments via collection batches through Tally.

1. Click an instruction batch reference to view the detailed batch screen. Each instruction batch shows:

  • A mandate breakdown matrix telling about the number of submitted, failed and processed mandates.
  • A timeline of events and dates indicating when the instruction was submitted, approved, closed, and confirmed. You can also view this via View Log.
  • A mandate list specifying the account reference, name, number, mandate reference and status.

instruction batch detail

2. As soon as the instruction batch is confirmed and approved, the status of each mandate becomes active.

3. Now ready to collect payments, a collection batch is created 5 days prior to the collection date. Click any collection reference and view its details.

  • A payments breakdown matrix telling about the number of submitted, failed and paid payments.
  • A timeline of events and dates indicating when the instruction was submitted, approved, and closed. You can also view this via View Log.
  • A payments list specifying the account reference, name, number, mandate reference, amount, collection date and status.

collection batch detail

4. When a collection date for a regular giving is reached, the direct debit system automatically collects the payments and changes the status for a payment from Processing to Paid. If, for any reason, the direct debit instruction is gone to error, then the payment will show status as declined or failed.