GMC EFT Module 4.23 Features and Processing Improvements

Problem

This article provides an overview of the functions and improvements in the Electronic Funds Transfer (EFT) process within GMC EFT Module 4.23 onwards. It details each step of an EFT run, what users can expect, available reports, and administrative actions such as purging data or reversing a live EFT run. The guide aims to help end users understand the EFT process and assist with troubleshooting.

Resolution

EFT Run Process Steps

There are five main steps in an EFT run, along with initial system tasks. Below is a step-by-step breakdown:

Step 0: Pre-run Checks

1. The system checks that AUDDIS information for all relevant bank accounts is accurate.
2. The stored procedure DUSP_UpdateBankDetails updates the AuddisAction field based on current data and run dates.
3. For SEPA outputs, DUSP_UpdateBankDetailsForSepa ensures bank accounts are SEPA compliant.

Step 1: Prepare Collection Data

1. The system gathers existing, unpaid sales invoices with the correct payment method and due date, based on the cut-off date.
2. Details are checked to ensure member accounts are set up for collections.
3. The stored procedure DUSP_CollectSalesForProcessing identifies relevant invoices and inserts data into the DD_CollectionSalesDetails table.
4. DUSP_ProcessCollectionRunData processes valid collections into the DD_CollectionRun table.

Step 2: Subscription Preparation

1. Identifies subscriptions eligible for auto-renewal (with the Auto Renew column set).
2. Applies logical checks (e.g., member status, renewal stop date).
3. The stored procedure DUSP_ProcessSubscriptionsData processes records:
   • Valid subscriptions go into DD_Subscription and DD_SubscriptionProducts.
   • Collectable records are inserted into DD_CollectionRun.
   • Failed records go into DD_FailedCollectionRun.
   • If "Purchase Not Allowed," entries are made in DD_EventLog.

Step 3: Failed Collection Reporting

1. The system creates a failed collection report based on data from Steps 1 and 2.
2. Stored procedure DUSP_ProcessFailedCollectionRunData adds failure events to DD_FailedCollectionRun.

At this stage, collection reports are available for review.

Step 4: Generate Live File

1. To proceed, check the "Produce Live File" option.
2. Confirm the warning prompt to start the live EFT file collection process.
3. The system:
   • Checks for sufficient next IDs in tables to prevent primary key conflicts.
   • Updates subscriptions and generates new sales invoices/receipts.
   • Marks invoices as paid and creates the bank output file.
4. If errors occur with Next Ids, the log indicates the affected table.
5. After completion, the live file is saved by default at C:\inetpub\wwwroot\GC\GladstoneConsole\DirectDebitFile.

To change the save path:

• Go to GMC > Configuration Manager > Configuration.
• Select product 'GMC EFT Module' and App ID 'dd'.
• Under 'Collection File Settings', specify your preferred location (e.g., C:\MRM\Data\Eft\).

After Step 4, a report is available showing the output file details.

Step 5: Complete the Process

1. The process is finalized and marked with its outcome.
2. Process status and result details are updated.

Reports

Process Logging Report

• Provides comprehensive logs of the EFT process via the DD_ProcessActivityLog table.
• Located under GMC > Electronic Funds Transfer > Process Logging.

Logging levels:

• System & Errors (Default): Logs actions and errors.
• Warnings: Adds warnings, e.g., if a subscription wasn't rolled.
• Full Reporting: Includes all logs (system, errors, warnings).

To configure logging level:

• Go to "BACS EFT Process Reporting Settings" under GMC EFT Module settings and select the desired level.

Process Logging Report UI:

• Select Site and EFT Run.
• Display logs on-screen or export as Excel, CSV, or PDF.

Administration

Remove Historical EFT Collection Run Data

• Purges old EFT run data from the database.
• Options to retain certain periods, run counts, or include/exclude failed runs.
• Note: This action is irreversible.

Remove Historical EFT AUDDIS Run Data

• Similar to the above, but specifically for AUDDIS submissions.

Create a Trial EFT File

• Generates a BACS-approved test file with live format but does not update the main database.

Reverse a Live EFT Process

If an EFT live run fails or needs to be redone:

1. Log in to GMC with admin rights.
2. Go to the Administration page > "Live EFT Process Reversal" tab.
3. Choose the current site, then select the appropriate process ID.
4. Click "Reverse live EFT run."
5. If successful, status changes to "Reversed" in Process Status and Logging pages.

If you see:

• "Unable to reverse EFT run. See Event Log for more information" — check the Event Viewer (usually, no invoices with that process ID).
• "Another process is running - please wait..." — wait for the current EFT to complete or fail before reversing.

Notes

• Regular purging of past runs can improve EFT performance.
• The "Reverse live EFT run" action is only available to super users (Customer Services).
• Store procedure for reversal: DUSP_ReverseEFTRun.
• Changes in Next Ids checking help reduce previously encountered primary key conflicts during EFT Step 4.
• Trial EFT files are for testing and do not affect live data.

This overview assists both routine users and administrators in processing EFT runs, reviewing detailed EFT logs, and performing critical administration tasks in GMC EFT Module version 4.23 and above.

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