How do I create direct debits?

i-Reserve has a built in Direct Debit system. A Direct Debit is an instruction from a customer to the bank (via i-Reserve in this case). It authorises i-Reserve to collect varying amounts from the customers account. This is only allowed if the customer has given advanced authorisation of the amounts and dates of collection.

A Direct Debit can be set up in two ways. Option one is to use a standard invioce; the second option is through a batch system.

The first option can be set up if the following requirements are fulfilled:

• there is a reservation or invoice that has not yet been paid;
• the i-Reserve payment method has been chosen and activated;
• there is a subscription with a payment provider that suports Direct Debit, and is set up via i-Reserve;
• the customer has a valid bank account number;
• the user has rights to set up a Direct Debit.

If the requirements are fulfilled an 'Action block' will appear on the reservation- or invoice dashboard, giving the option to 'SET UP DIRECT DEBIT'. The following a pop-up screen will give optional services. The first section show customer details, including the customers bank account number. (Note that this does not guarantee that the account number is corresponding to the rightful account holder. It is only set up in the technically correct way). The second section show details of the invoice or reservation. The third section has a table that will show customer transactions still in the process, if there are any at all. (It is possible there are a few days delay between the initiation date and execution date). The last section give the possibility to customize details.

• the Direct Debit amount can be increased or decreased;
• the date is by standard set up, showing the date of today. Alternatively, it can show a date in the future. This must have been selected in the set up at the payment method.
  It is possible to to change the date;
• a description;
• The payment method. In case there are more than one, the different options will appear here.

A Direct Debit will be initiated by klicking on the "Set up Direct Debit" button. If all requirements are met a pop-up will appear with the message "Set up Direct Debit". To see if the requirements are met, a 'Payment' block can be set up on the dashboard.
The status of the payment will automatically be updated, however, a Direct Debit is not definite until the bank debits the amount. The customer can also stop or reverse the amount. The exact debit date can be requested from your bank.

The second option is meant to debit all outstanding invoices is one payment via Direct Debit. There are however restrictions to debit more than one invoice at one time.

is bedoeld om alle openstaande facturen in een keer via incasso te verwerken. Het aanleveren van zo een bulk heeft enkele beperkingen;

• the system will automatically determine the amount. This is normally the outstanding amount and it cannot be changed manually. If another amount is required, a separate Direct Debit has to be set up.
• the system will automatically choose the description. If another description is required, a separate Direct Debit has to be set up like in option one.

To use option two, klick on the triangle in the Invoice map and choose 'Create Direct Debit'. The invoice will appear with the following:

• the status of the invoice;
• outstanding amount;
• completed;
• the Direct Debit payment method.

These definitions can be changed to a filter with the following code: Deze definitie is zelf om te zetten naar een filter met de volgende code:

To select one or more invoices, check the box corresponding with the invoice. If you want to select all invoices, check the box above all invoices and all of them will be automatically selected. Following the payment method needs to be chosen. In most instances there will only be one option. If that is the case, it will automatically be selected. Continue to 'CONFIRM'. The task is now set up within the system and can take a few minutes to be processed. Once it has been processed it is possible that a few of the invoices are not converted/linked to a Direct Debit.

Dubbel klick on the task and a message will appear explaining why the Direct Debit is not linked. This can be solved by checking that all steps have been correctly filled in. Following the Direct Debit will be set up. The confirmation can be found in three places under the invoice dashboard, by 'Invoice details', 'In process' or 'Payments'.