Understanding the Direct Debit Summary Dashboard in Gladstone Reporting

Problem

You want to understand what information is available within the Gladstone Reporting Direct Debit Summary Dashboard and how it can be used to analyse Direct Debit Subscriptions, collections, rejections and debt.

Resolution

What does the Direct Debit Summary Dashboard show?

The Direct Debit Summary Dashboard provides an at-a-glance view of Direct Debit Subscription and payment activity, including collections, rejections and outstanding Direct Debit Subscription debt.

The Dashboard contains reports covering areas such as:

• Direct Debit Subscriptions and members;
• Average Direct Debit income received;
• Direct Debit Subscription debt;
• Contacts with a Direct Debit Query Status;
• Direct Debit collections and rejections;
• Month-on-month and year-on-year collection and rejection trends;
• Repeated Direct Debit rejection by Contact;
• Direct Debit Subscription debt ageing;
• Dates on which Direct Debit collections and rejections were recorded.

The Direct Debit Summary Dashboard is available only to qualifying customers and may not be visible within every Gladstone Reporting environment.

Where supported, select a Widget to access its Drill Down for additional information.

Which Direct Debit Summary reports are available?

The Direct Debit Summary Dashboard includes reports such as:

• Direct Debit Subscriptions — shows the number of current Subscriptions using a Direct Debit Payment Method together with the number of members represented by those Subscriptions.
• Average Total Received Amount — shows average Direct Debit Gross income based on the current month and previous two months. The Site filter does not apply to this Widget.
• Direct Debit Subscription Debt — identifies Subscription debt associated with Direct Debit. Products containing Annual, Ann or R C P are excluded by default.
• Members With Direct Debit Query Status — where applicable, shows the number of Contacts with a Status ID of DDQ (Direct Debit Query).
• Direct Debit Collections vs Rejections — compares allocated Direct Debit Payments with rejected Direct Debit Payments over the last 36 months.
• Direct Debit Collections (Year On Year) — provides a month-on-month comparison of allocated Direct Debit Payments over the last 36 months.
• Direct Debit Rejections (Year On Year) — provides a month-on-month comparison of rejected Direct Debit Payments over the last 36 months.
• Direct Debit Collections (Current Month) — compares the Gross value of allocated Direct Debit Payments in the current and previous month.
• Direct Debit Rejections (Current Month) — compares the Gross value of rejected Direct Debit Payments in the current and previous month.
• Direct Debit Rejection Count by Contact (Last 6 Months) — groups Contacts according to how many times their Direct Debit Payments have been rejected during the last six months.
• Direct Debit Subscription Debt by Due Date Range (Last 36 Months) — analyses Unpaid Overdue Gross Subscription Sales associated with Direct Debit according to Due Date Range.
• Direct Debit Collections and Rejections (Last 12 Months) — provides a calendar view showing when Direct Debit collections and rejections were recorded during the last 12 months.

The reporting periods and filters available vary according to the individual Widget.

What is the difference between Direct Debit Subscriptions and members?

Direct Debit Subscriptions counts qualifying current Subscription records using a Direct Debit Payment Method, while the member value represents the Contact Records associated with those Subscriptions.

One Contact Record can hold more than one Subscription. The number of Direct Debit Subscriptions can therefore be greater than the number of members.

For the purposes of this Dashboard, a member represents a Contact Record associated with a qualifying current Direct Debit Subscription.

What does Average Total Received Amount show?

Average Total Received Amount provides an average of Direct Debit Gross income received across the current month and previous two months.

This provides a short-term view of typical Direct Debit income rather than reporting only the current month's value.

The Site filter does not apply to this Widget. Applying a Site filter elsewhere on the Dashboard will therefore not change Average Total Received Amount.

How can I compare Direct Debit collections and rejections?

Use Direct Debit Collections vs Rejections to compare collection and rejection values over the last 36 months.

The Dashboard also provides separate Direct Debit Collections (Year On Year) and Direct Debit Rejections (Year On Year) reports for comparing monthly activity across years.

For current activity, use:

• Direct Debit Collections (Current Month);
• Direct Debit Rejections (Current Month).

These reports compare the current month with the previous month.

The collection and rejection reports use Received Date for their reporting period.

Why can Direct Debit collection and rejection dates differ from the collection date?

The dates represented within Direct Debit reporting do not necessarily correspond to the date on which the payer's bank account is due to be debited.

A Direct Debit collection process can begin several days before the customer-facing collection date. During this process, Subscriptions can be rolled forward, Sales raised and payment activity recorded before the resulting Direct Debit file is submitted for collection.

For example, an organisation collecting Direct Debits on 1 October might begin processing the Direct Debit run on 25 September. Reporting activity associated with the collection can therefore be recorded during September even though the payer is not due to be debited until October.

Unsuccessful collections are identified later. For example, a Direct Debit due for collection on 1 October might not be reported as rejected until 5 October, once the rejection has been returned through the Direct Debit process.

A single Direct Debit cycle can therefore contain reporting activity across different dates or months:

• 25 September — Direct Debit processing takes place and associated Sales and payment activity can be recorded;
• 1 October — the Direct Debit is due to be collected from the payer;
• 5 October — an unsuccessful collection is returned and the rejection is recorded.

When reconciling Direct Debit figures, confirm which stage of the Direct Debit process is being compared and which date is used by the report. Do not assume that the Direct Debit collection date, reporting date and rejection date will be the same.

How can I identify Contacts with repeated Direct Debit rejections?

Use Direct Debit Rejection Count by Contact (Last 6 Months) to understand how many Contacts have experienced repeated rejected Direct Debit Payments.

Contacts are grouped according to the number of rejected Direct Debit Payments recorded during the last six months:

• 1 rejection;
• 2 rejections;
• 3 rejections;
• 4 or more rejections.

For example, if a Contact has two Direct Debit Payments each month but only one month's Payments were rejected during the six-month period, the Contact is represented according to the number of rejected Payments recorded for them.

This report can help identify Contacts experiencing repeated Direct Debit collection difficulties for further investigation.

How can I analyse Direct Debit Subscription debt?

Use Direct Debit Subscription Debt to investigate outstanding Subscription debt associated with Direct Debit.

By default, Products containing the following terms are excluded:

• Annual;
• Ann;
• R C P.

Use Direct Debit Subscription Debt by Due Date Range (Last 36 Months) to understand how Unpaid Overdue Gross Subscription Sales associated with Direct Debit are distributed according to age.

The ageing ranges are:

• 1–30 days;
• 31–60 days;
• 61–90 days;
• more than 90 days.

Subscriptions without a default Payment Method of Direct Debit are excluded from the debt-ageing report by default.

What does Members With Direct Debit Query Status show?

Members With Direct Debit Query Status identifies Contacts with a Status ID of DDQ (Direct Debit Query), where that Status is applicable within the customer's configuration.

Contact Status values are customer-configurable. The meaning and operational use of Direct Debit Query should therefore be interpreted according to your organisation's configured processes.

How can I see when Direct Debit collections and rejections occurred?

Use Direct Debit Collections and Rejections (Last 12 Months) to view Direct Debit activity in a calendar format.

The calendar distinguishes:

• Direct Debit Collections;
• Direct Debit Rejections.

This can help identify the dates on which collection and rejection activity was recorded and highlight recurring processing patterns.

Notes

• The Direct Debit Summary Dashboard is available only to qualifying customers and may not be visible in every Gladstone Reporting environment.
• Direct Debit Subscription and member counts are different measures because one Contact Record can hold more than one Subscription.
• The Site filter does not apply to Average Total Received Amount.
• Direct Debit collection and rejection reports use Received Date.
• Direct Debit Subscription Debt applies default Product exclusions including Annual, Ann and R C P.
• Direct Debit Subscription Debt by Due Date Range includes qualifying Subscriptions whose default Payment Method is Direct Debit.
• Contact Status values, including Direct Debit Query (DDQ), can have organisation-specific meanings.
• Dashboard and Drill Down results can be affected by active filters.
• Available reporting content may vary according to customer configuration and user permissions.
• Direct Debit processing, the payer's collection date and the date on which a rejection is recorded can occur on different dates and may cross reporting months. When reconciling Direct Debit activity, confirm the date basis and stage of the Direct Debit process represented by each report.

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