The Bacs Direct Debit scheme requires you to register a DDI with your bank or service bureau before it can be used to collect Direct Debits. This process is supported in FinDock through the Mandate Schedule object.
To create a new DDI registration file, navigate to the Mandate Schedule tab in your org. Click new to create a new schedule record.
The status should always be "Scheduled" for the Target, select the target you have created for your bank or service bureau. and for the Processing Date, select the date your DDI's should become active, this has to be a valid Bacs processing date which takes your DDI lead-time into account. Example: If today is Thursday, and your DDI lead time is set to 3 days. if would be Sunday, but since Sunday is not a Bacs processing day, you will need to select the next Monday as processing date. Once the record is saved, you can press the "Generate Mandates" button. The mandate selection will now be scheduled.
Once this is complete, the Mandate Schedule status will change to "Generated" At this point, you can do two things:
- Validate first and then create the file
- Immediatly create the file/send the DDI's to the service bureaux
To validate the mandates first, update the status to "Validate Mandates". This will trigger the system to first validate all the associated mandates based on the following criteria:
|Mandate Id||Must be > 6 and \< 18 alphanumerical characters. If the Target sub type = SmartDebit the mandateID must be of length 7.||Mandate ID must be between 6 and 18 characters|
|Mandate Id||After taking out nonalphanumeric characters should not contain only the same characters. (see example 2).||Mandate ID must not contain only the same characters.|
|Mandate Id||Should not contain “/”||Mandate ID contains \/|
|Contact > Last name||Contains at least 3 characters.||Lastname must contain at least 3 characters|
|Contact > First Name||not empty, not spaces only||First name cannot be empty|
|Contact > Address Line||not empty, not spaces only||Address line cannot be empty|
|Contact > City||not empty, not spaces only||City cannot be empty|
|Contact > Post code||not empty, not spaces only||Post code cannot be empty|
|Payment Profile > Sort code||Length 6||Sort code must be 6 digits (and thus may not be empty)|
|Payment Profile > Sort code||Only digits||Sort code can only contain digits 0:9|
|Payment Profile > Account number||Length 8||Account number must be 8 digits|
|Payment Profile > Account number||Only digits||Account number can only contain digits 0:9|
|Target||Must have a BACS target||Mandate does not contain a valid target|
|Status||Allowed values are: “Pending registration” “Pending validation” “Pending update”||Invalid mandate state|
|Payment Profile > Holdername||not empty, not spaces only||Holdername cannot be empty|
If a mandate fails validation, its status will be updated to "Failed" and the field "Last Status Reason" will reflect the error message(s). If no errors are found, the system automatically progresses to the file creation stage.
The file creation is triggered by status "Process" on the mandate schedule. This triggers an outbound message which based on the target type either creates a Standard 18 file, or with SmartDebit uploads the new DDI's directly into the SmartDebit API.
Once the ProcessingHub has generated the file, it will be uploaded to chatter, and a PaymentHub File record will be created to track the status of the File. The Mandate Schedule is updated to "Pending Verification".
Under Related, you will find a list of the DDI's that have been included in this file.
Navigate to your chatter group designated for file exchange to find the generated file. This file can then be uploaded to your bank or service bureau. After the file has been uploaded and accepted, return to the Mandate Schedule to update its status to "Verified". This causes the DDI's to be activated and the run to be completed. WARNING: do not verify the run, before the file is uploaded to and accepted by your service bureau or bank, the verification process is not easily reversible!
After the verification process has completed, the DDI's are set to Active and the mandate schedule will have the status "Done" Congratulations, you have successfully created a DDI registration file.