Both Head Offices and stores are involved in this process. 

First, Head Offices generate the bank upload file for each store, then share them with the stores. 

Then, the stores process the file in their own online banking. For the next step, see Reconcile Direct Debit Payments for Centralised Customer Accounts.

Process for Head Office

  1. Run statements at the end of the month. See Print statements for Centralised Customer Accounts or Email statements for Centralised Customer Accounts.
    Statements for Centralised Customer Accounts enrolled in direct debit will have some differences in the footer, showing:
    1. the amount to be debited
    2. bank account details of the store

The ageing section will not appear on statements for direct debit accounts.

Not Direct Debit

Direct Debit

Pay this amount xx.xx

$xx.xx will be debited from your registered bank account

Ageing section

Bank details of the Master store

  1. From Customer Management, click the Functions menu and select 5. Create Direct Debit Files.
    The Create Direct Debit File window is displayed.
Note: When CCA is enabled, this option is only available to Head Office users.
  1. In the Create Direct Debit File window, set the fields as required.
  1. Month Ending
    • The last date included in the statement
    • The default value is the last day statements were run for
  2. Processing Date
    • The date on which the bank should process the payments
    • The default value is the 5th of the current month. If that date has passed, it will default to the current date
  3. Select store
  4. Account Balance Threshold
    • Exclude accounts below a minimum balance from being direct debited
    • The default value is 0 to include all outstanding accounts
Note: A higher Account Balance Threshold value may be useful to avoid paying bank fees on direct debit payments of small sums. For example, to only debit accounts with an outstanding balance of at least $5, enter 5 in this field. Accounts with an outstanding balance below $5 will not be included in the direct debit export file, and will have their balance outstanding, which they can pay via another method.
  1. Output Directory
    • The location on your computer where the generated files will be saved. You can change this by clicking the Browse button
  1. Click OK to generate the Direct Debit file.
  2. Navigate to the file location (set in the Output Directory field).
  3. Share the file to the individual store.

Process for individual stores

  1. Upload the file to your online banking system.