How to Perform an AUDDIS or EFT/Direct Debit Run in the GMC

Problem

You need to run the monthly Direct Debit (DD) collection and AUDDIS instruction runs in the GMC Electronic Funds Transfer (EFT) module, test them first, and submit the file to your bank. Running them in the GMC is recommended over Plus2.

Resolution

1. Check the Plus2 prerequisites

   • The user needs the Plus2 user-group permission EFT > Run: in Plus2, go to System > Configuration > User Groups, double-click the group, open the Access Levels tab > EFT, tick Run and Save. Then log in to the GMC with the Plus2 user ID and password.
   • A membership is included in a collection run only if its Plus2 subscription has Payment method = Direct Debit, Automatically renew ticked, and the member has bank details with a valid (lodged) instruction. Any unpaid sale whose payment method is DD is also collected, including old debt.
   • The instruction must have a valid AUDDIS status five days before collection.
   • The run uses the EFT scope from the Plus2 site account configuration for the site you select.

2. Open the EFT module

   • In the GMC, expand Electronic Funds Transfer. Read the Introduction warning: take a backup before any live run.

EFT (collection) test run, always first

1. Set up a test run

   • Select Process Run (tooltips explain each field) and set:
     • Site: the current site.
     • EFT System: BACS DD. EFT File format: BACS for UK users (SEPA where configured).
     • Process: Electronic Funds Transfer.
     • Sales Due Cut Off Date: all unpaid DD sales up to and including this date are collected. Normally the collection date, for example the 1st of the month.
     • Processing Date: allow for weekends and bank holidays. Check the correct date for your bank calendar with Gladstone Support for your set-up.
     • Account type: Standard (default). Cashless and Invoicing are also listed.
   • Tick Perform Collection Run, Roll Subscription Forward and Failed Collection. Leave Produce Live Run EFT File unticked.

   Checkbox	Effect
   Perform Collection Run	Runs the collection and produces the analysis reports
   Roll Subscription Forward	Rolls forward auto-renewing subscriptions due up to the cut-off date (not changed in a test). If it isn't selected, only outstanding direct debits are collected and no new debt is created
   Failed Collection	Lists members due to renew who won't be collected, with the reason (for example AUDDIS not processed, no bank details)
   Produce Live Run EFT File	Makes it the live run: creates the renewal sales and the bank file and pays off the unpaid EFT sales in Plus2. Can't be repeated

2. Process the test run

   • Select Process. The Process Status page opens and refreshes periodically. There's no progress bar: the EFT run is shown divided into five segments.
   • Each run gets a Process ID showing In Progress, Completed or Failed. You can't start another run while one is in progress. If a run shows Failed, or any message other than Completed, contact Gladstone Support.

3. Review the test run reports

   • From the EFT menu, open the Collection Run Report (every member in the run), Collection Run Analysis Report (totals by membership type) and Collection Failure Run Report (members excluded, with reasons). Select the site and Process ID (the last processed report is selected), click Show, and export to Excel, CSV or PDF. For large runs use CSV.
   • Compare the count and total with the previous run. Look for duplicates, cancelled memberships still on DD with auto-renew, unexpected old debt, and repeat entries on the failure report (usually a bank cancellation that was never tidied up in Plus2).
   • Correct every exception in Plus2, test again, and approve only when the totals and member list are right.

EFT live run

1. Run the live collection

   • Take a backup.
   • Select Process Run > site > Get Previous EFT Process (loads the dates and data from the last test run).
   • Tick Produce Live File > Process, and watch until Completed.
   • Subscriptions are renewed and a subscription sale and payment are raised on each account.
   • Save the live-run reports.

2. Submit the file to your bank

   • Download the file and upload it to your bank's submission software. Confirm the processing date and that the submission was accepted.
   • Cloud sites: the file is saved in Gladstone Drive > Data > EFT; make sure more than one person has access. On-premise sites: check your EFT folder on your network drive.
   • Don't amend values after the file has been accepted. Handle corrections through the rejection processes.

AUDDIS run

1. Test the AUDDIS run

   • Select Process Run > site > BACS DD, and set the process to AUDDIS. The cut-off and processing dates are irrelevant for an AUDDIS run.
   • Tick Perform Run only > Process, and wait for Completed.
   • From the EFT menu, open the AUDDIS Run Report, select the site (the last processed report is selected automatically) and click Show, or export it for a better view. Check the right members are shown.

2. Run AUDDIS live

   • Take a backup, go back to Process Run, select the site, tick Perform Run and Produce Live File (Live Run), and select Process.
   • Submit the generated file through your BACS software. It contains all new, cancelled and amended bank accounts. The file is in the same place as the EFT file (step 7).

Notes

• What the module is: it performs the same monthly collection process as the Plus2 EFT run, much faster. If your collections are run by Gladstone's Direct Debit Managed Service, the processing team does these runs and your team reviews the reports and exceptions.
• A test run raises no sales, rolls nothing forward and creates no file. You can repeat it as often as you need. Monitoring and report-checking work the same way for test and live runs; always check the test report before the live run.
• UK users can ignore Download Rejection Report, Rejection File Creation, Rejection File Creation Status and Rejection File Failure Report.
• Trial files: if your bank asks for a trial collection or AUDDIS file, run a test, then go to Administration > Trial EFT File > site > process > Process ID > Create Trial File. Nothing is renewed and no statuses change.
• Rejections in Plus2: bank rejections are processed in Plus2. ARUDD (payment) rejections run through the Plus2 rejection wizards (Configuration > Membership > Wizards), using the file saved in Gladstone Drive > Data > EFT Rejections, with the correct current site selected. Bank cancellations (ADDACS) don't raise a debt or stop the membership. Tidy the record in Plus2 (untick Automatically renew, change the subscription payment method to Cash, set the end date, delete bank details if needed), or it will keep appearing in runs. Debts can only be written off or voided in Plus2. See Direct Debit Set-Up in Plus2.
• Rejections in 360: a rejected DD payment converted to a cash debt shows in 360 Debts & alerts and can be paid at the desk. A DD debt that's still on DD shows in Plus2 only and is collected by the next run. Wizards can set a status such as Direct Debit Query and a reception message. These don't clear automatically when the debt is paid: restore the status and use Pass to Contact on the message. Editing bank details in 360 queues a new AUDDIS instruction.
• Rejections on Go: cash debts show as a red banner on the Go account and block online booking until paid. DD rejection emails (Refer to payer, No instruction, Instruction cancelled) are Go templates and communication jobs in Operator, usually with a link to pay on Go. The company name, trading name, service user number and notice period used in the online mandate are set in Operator. DDs collected by an external bureau can't be sold on Go.
• Related: Accessing Direct Debit and EFT Reports in the Gladstone Management Console (GMC); Using EFT Site Groups for Direct Debit Payments; GMC EFT Module 4.23 Features and Processing Improvements; RCP Compared with Direct Debit.

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