# How to Book a Customer into a Class on a Direct Debit

HTML version: [How to Book a Customer into a Class on a Direct Debit](https://support.gladstonesoftware.cloud/golearn/how-to-book-a-customer-into-a-class-on-a-direct-debit)

## Problem
You need to book a customer into a continuous course class at the desk using a Direct Debit payment plan in GoLearn, taking the pro-rata payment, capturing bank and billing details, and confirming the Direct Debit instruction.

## Resolution

1. **Select the class**
   - Click **Book**.
   - Click the continuous course you are booking the customer into.
   - Click the **Level** they are booking into.
   - All relevant classes will appear. Click **Book** next to the class they are going into.

2. **Find the member**
   - Search for the member by their name or card number/ID number.
   - Click **Search**.
   - The member should now appear. Click **Continue** next to their name.

3. **Choose the Direct Debit payment plan**
   - The Direct Debit payment plan(s) will appear. Select the plan so that it is highlighted green.
   - The screen shows:
     - the **First collection** date,
     - the **Standard month price** (how much the Direct Debit will be), and
     - **Pay today**: the pro-rata amount the customer needs to pay today to secure their space (for example, number of sessions × session price).
   - Click **Continue**.

4. **Take the pro-rata payment**
   - The next page registers how the customer has paid the pro-rata payment, whether that is cash, card, cheque or other.
   - Click the **Exact** button.
   - Click the means of payment (**Cash**, **Cheque**, **Credit**, **Card** or **External**).
   - Click **Continue**.

5. **Enter the bank details**
   - Enter the customer's bank details to set up the Direct Debit: **Account Holder**, **Account Number**, and **Sort Code** (click the field and enter it).
   - Tick the box to confirm the customer agrees to the declaration shown ("I agree to the above"). By continuing, the customer confirms that, if the bank account is a personal account, the account is in their name, and that they are the only signatory required to authorise the Direct Debit.
   - Click the green **Continue** button.

6. **Enter the billing information**
   - The next page is the billing information for the account being used (Title, First Name, Last Name, Address Line 1 and 2, City/town, County, Postcode, Email Address and Telephone; required fields are marked with an asterisk).
   - If the details are the same as those held for the member, tick the **Auto Fill Member's Address** box. If the information is different, type the details in manually.
   - Click the green **Continue** button.

7. **Print and sign the Direct Debit instruction**
   - Read through the confirmation page to ensure all details are correct and both parties are happy.
   - Click **View/Print DD Instruction Confirmation** to print the Direct Debit instruction.
   - Once the document is printed, the customer needs to **sign, print their name and date** the bottom of the Direct Debit Instruction Confirmation page.

8. **Confirm and accept**
   - Back on the GoLearn page, a new tick box appears (**Confirmation – Account Holder has read the Direct Debit Guarantee**).
   - Once all steps have been followed, tick the box. By ticking it you are confirming that:
     - the Direct Debit form has been filled in,
     - the Direct Debit Confirmation has been printed, and
     - the Account Holder(s) have seen and agree with the Direct Debit Guarantee, confirmed by signing the form.
   - Click the green **Accept** button.
   - The booking is confirmed ("Your booking was successfully made"). The customer is now set up on the Direct Debit and booked into their class.

## Notes

- **The Direct Debit Instruction Confirmation document** is for the customer's personal reference only and does not need to be sent to their bank or building society. It contains:
  - **Class details**: class name, start date and the member's card ID.
  - **Instruction details**: creation date, reference, name on statement, account number, sort code and service number.
  - **Payment schedule**: first collection date, the monthly collection day, cycle fee and cycle frequency.
  - **The Direct Debit Guarantee** and a signature / print name / date section.
- Notes printed on the document:
  - It is a confirmation of the Direct Debit instruction setup, not a proof of purchase.
  - The cycle fee shown is the base price for each collection; each collection is calculated separately to include external factors such as cancelled sessions and balance from previous collections.
  - The printout must not be used to create a new Direct Debit instruction, as this has already been completed to produce the document.
- The payment method you choose for the pro-rata payment can be found in your reports.
- If you do not have a printer, we advise that customers sign up to Direct Debit via Online Joining instead (see [Direct Debit Online Joining Process for a Customer Who Has a HomePortal Account](direct-debit-online-joining-process-for-a-customer-who-has-a-homeportal-account.md)).