Managing Direct Debits

This chapter provides an overview of direct debit processing, lists prerequisites, lists common elements, and discusses how to:

Create and work with direct debits.
Cancel direct debits.
Remit direct debits to the bank.
Review accounting entries and correct errors.
Review direct debits.

Understanding Direct Debit Processing

Direct debits are a contractual method for collecting payment and receipts. The vendor and customer set up a contract that enables the vendor to collect an amount due for specific goods or services directly from the customer's bank through electronic funds transfer (EFT). Some banks require a cover letter for the EFT files they receive.

This section discusses

Remittance methods
Direct debit process flow

Remittance Methods

Receivables provides two processes to remit direct debits to the bank.

You can generate an EFT file in Receivables and send it to the bank manually or by using a third-party integration.
You can use the Cash Management Financial Gateway option to create an EFT file and send it to the bank.

When you create the bank account into which the funds should be deposited, you specify the EFT format layouts to use if the payment method is Direct Debit on the Collection Methods page. You can assign multiple layouts to the bank account, but you must specify the default layout. You specify the remittance method for each layout: Financial Gateway or EFT file (Format EFT). When you create a direct debit profile, the system populates the EFT Layout field with the default layout for the bank that you selected for the profile. You can override the layout with any other layout assigned to the bank account. You can also override the layout when you run the Create Direct Debits Application Engine process (AR_DIRDEBIT) with any layout assigned to the bank. The Create Direct Debit process assigns the remittance method to each direct debit based on the remittance method associated with the EFT file layout on the run control page.

Direct Debit Process Flow

Perform the following tasks to create direct debits and send them to the bank for collection:

Run the Create Direct Debits process to create direct debits and build a worksheet.
Approve, reject, or hold the direct debits using the direct debit worksheet.
Change the direct debit’s status to Remitted on the direct debit worksheet.
Run the Receivable Update process (ARUPDATE) to post the direct debit groups, update the item and customer balances, update item activity, and generate accounting entries.
(Optional) Cancel direct debits that have a Remitted status, but have not been submitted to the bank.

If you remit direct debits using the Cash Management Financial Gateway option, you can cancel the direct debit after you send it to Financial Gateway if the dispatch status is Awaiting Dispatch, Hold, or Error.

Note. You must run the Receivable Update process after you cancel a direct debit. Running this process reverses the accounting entries that the Receivable update process created for the direct debit and reopens the items in the direct debit.
Remit the direct debit to the bank by running either the Create EFT through FG System Application Engine process (AR_FG_PROC) or the Format EFT Files SQR process (FIN2025).

Note. If you want to automatically run Receivable Update and generate the EFT files when you run the Create Direct Debit process, you can create a job definition to combine the four processes: AR_DIRDEBIT, ARUPDATE, AR_FG_PROC, and FIN2025. You can also run just three processes in one job and omit either the AR_FG_PROC or FIN2025 processes. You must also select the Auto-Remit Direct Debits option on the Create Direct Debits page. The multiprocess job runs all three or four processes for all direct debits to which the Create Direct Debits process assigns the Accepted status.
(Optional) Reconcile the direct debit with the bank statement using the PS_BNK_RCN_DEBIT reconciliation rule.

See Also

Running Receivable Update

Reconciling Statements

Prerequisites

This section provides the tasks you perform before you process direct debits:

Define direct debit collection information for your bank account to which you will send the EFT files on the Collection Methods page.
Define the customer's bank account information and link it to a remit from customer on the MICR Information - Customer Bank page.

Warning! If you use the Financial Gateway option to submit EFT files to the bank, you will get an error when you run the Create EFT through FG System process, if you skip this step.
Create the direct debit profiles.
Set up electronic banking if you use Financial Gateway as your remittance method.
Define the direct debit information for customers that pay by direct debits on the Bill To Options page.
Set up automatic numbering for direct debit IDs.

Select DD ID for the number type and DD_ID for the field name.
Define automatic entry types for direct debit processing.
(Optional) Assign a direct debit profile to an entry type.
Define the EFT file layout that you use on the EFT File Layouts page or the Layout Catalog page for Financial Gateway.
(Optional) Set up EFT Reason codes for bank EFT confirmation files.

See Also

Setting Up Automatic Entry Types

Defining Entry Types

Defining Collection Methods

Defining Additional Processing Options

Setting Up EFT Processing

Defining MICR IDs

Entering Additional Billing, Purchasing, Payment, and Write-Off Options for Bill To Customers

Setting Up Automatic Numbering

Setting Up Common Components for Bank Statement, Payment, and Payment Acknowledgment Processing

Common Elements Used in This Chapter

Status

Displays the status of a direct debit. Values are:

Accepted: The direct debit is approved and you can mark it ready for posting and remittance.

Complete: The direct debit has completed processing.

No Action: The direct debit group has been rejected, and the items in the direct debit will be available for selection the next time you create direct debits.

Pending: You either selected the direct debit for edit or it is pending approval due to exceptions.

See Maintaining Direct Debit Details.

Rejected: All direct debits have been rejected because you have cancelled a direct debit after you changed the status to Remitted. Also, the Receivable Update process changes the status to Rejected if you receive a rejection reason in the bank confirmation file that requires the cancel action. You can select these direct debits again the next time you create direct debits.

Remitted: The direct debit is ready to be posted and sent to the bank for collection.

Creating and Working with Direct Debits

This section provides an overview of the Create Direct Debit process and discusses how to:

Create direct debits.
Use the direct debit worksheet to manage direct debits.
Maintain direct debit details.

Understanding the Create Direct Debits Application Engine Process

The Create Direct Debits process selects the items that match your selection criteria and creates direct debits for them. It creates one direct debit for all open items with the same business unit, currency, and due date for each bill to customer that has a Direct Debit payment method. Each direct debit includes only one item if you selected the One Item Per Direct Debit check box in the direct debit profile.

The process also assigns one of the following statuses to each direct debit:

Accepted: If the direct debit does not have any exceptions, it assigns it the Accepted status, which means that you can remit the direct debit.
Remitted: If you are using the Auto-Remit option for the run request, it assigns direct debits without exceptions the Remitted status, which means that it is ready to post so you can remit it to the bank.

This means that all direct debits for a single run request must be approved before the process will use the Auto-Remit option.
Pending: If the direct debit has exception conditions, it assigns it the Pending status.

The process uses the bank holiday rules defined for the bank account that you assigned to the customer on the Correspondence Options page to adjust the estimated settlement date if it falls on a holiday. You define the bank holiday rules for the bank account on the Collection Methods page.

If you enabled document sequencing, the Create Direct Debit process assigns a document sequence number to the direct debits when it creates them.

Pages Used to Create and Work with Direct Debits

Page Name	Object Name	Navigation	Usage
Create Direct Debits	DD_REQUEST	Accounts Receivable, Direct Debits, Administer Direct Debits, Create Direct Debits, Create Direct Debits	Run the Create Direct Debits process to create direct debits.
Update Direct Debits - Worksheet	DD_WORKLIST	Accounts Receivable, Direct Debits, Administer Direct Debits, Update Direct Debits, Worksheet Click the Direct Debit button on the Create Direct Debits page.	Approve, hold, or reject direct debits. Mark the direct debits as ready for remittance to the bank. Create an EFT file for the direct debits on the worksheet.
Worksheet Detail	DD_WORKSHEET_SEC	Click the direct debit ID for the direct debit on the Worksheet page.	View or change details about a direct debit, such as the bank account or individual items.
Multiple Revenue Line Distribution	AR_MLR_SEC	Click the Revenue Distribution link on the Worksheet Detail page.	Determine how to distribute revenue to control budgets for partial payments when an item has multiple revenue lines.
Customer Bank Account Details	CUST_BANKINFO_SEC	Click the Customer Bank Details link on the Worksheet Detail page.	View the customer’s MICR ID.
Item in Other Groups	ITEM_XGROUP_SEC	Click the Item in Other Groups link on the Worksheet Detail page.	View other worksheet groups in which a direct debit item is selected. This page also displays any pending item groups that are not posted that the item is in.
Additional Customer Information	CUST_INFO_SEC	Click the More Cust Info link on the Worksheet Detail page.	View customer information.
Item Activity	ITEM_DATA2	Click the Item Activity Detail link on the Worksheet Detail page.	View item activities.

Creating Direct Debits

Access the Create Direct Debits page.

Item Selection Criteria

Due Date Option	Select Max Due (maximum due date) to process open items with due dates that are the same as or earlier than the date that you enter. When you select this option, the field that follows becomes Max Due Date (maximum due date). Select Days Prior to process items before the due date. For example, if you enter 10 in the Days Prior to Due Date field, the process selects all items that are due within 10 days from the current date.
Direct Debit Profile ID	Select the profile whose processing parameters you want to use. This restricts the selection of open items to those customers who have the same profile.
Direct Debit Group	Select the direct debit group assigned to the customers whose items you want to process. This restricts the selection of open items to those customers who have the same group.
Auto-Remit Direct Debits	Select to automatically assign a Remitted status to direct debits with no exceptions. If any of the direct debits that the process creates have exceptions, their status is Pending on the direct debit worksheet. Set the default for this field on the Receivables Definition - Accounting Options 2 page.

Deposit Bank

Bank Code and Bank Account

Enter the bank code and account number where the funds are collected. The system populates the Bank Code and Bank Account fields based on the values in the direct debit profile ID that you select. To send the funds to a different bank account, override the bank information.

EFT Layout Code

Enter the EFT layout code used to request the funds. The system populates the layout code from the direct debit profile ID that you select. To use a different layout, override the code.

Settle By

Displays the remittance method that you assigned to the EFT layout on the Collection Methods page for the bank account. Values are:

01 Financial Gateway: Sends the settlement request through the Financial Gateway option. Financial Gateway creates the EFT files and submits them to the bank. You receive acknowledgement statuses from Financial Gateway.

02 Format EFT: Generates an EFT file in Receivables, which you send to the bank manually or through a third-party integration.

The Create Direct Debits process assigns the remittance method to each direct debit that it creates. When you run the other direct debit processes, each process checks the Settle By field for the direct debit to determine whether to process the direct debit.

See Understanding the Direct Debit Remit Process.

Last Run

When the process is complete, click the Direct Debits button to display the direct debit worksheet number, Last Run On date and time, and status information for the process that was just run.

Using Direct Debit Worksheets to Manage Direct Debits

Access the Update Direct Debits - Worksheet page.

Accounting Date

The accounting date is set to the current date if you leave the field blank. This field is available only when the worksheet can be remitted; that is, when the status of each direct debit in the worksheet is set to the Accepted value or the No Action value. The system edits the accounting date to ensure it is in an open accounting period.

Entering Selection Criteria

In the Selection Criteria group box, select the direct debits that you want to display.

Status	Select the status for the direct debits. Options are: Accepted, Complete, No Action, Pending, Rejected, or Remitted.
Exception	Select all the direct debits or only those that have the specified exception condition. See Maintaining Direct Debit Details.
DR/CR (debit or credit)	Select only the direct debits that meet the following conditions: All, Debits, or Credits.
Direct Debit Amounts >= (direct debit amounts greater than or equal to)	Select only the direct debits that have an amount greater than the specified amount.
	Click the Change Criteria button to update the list of direct debits based on your new selection criteria.

Working with Direct Debits

Use the following buttons to act on individual direct debits.

	Click the Select All button to select all displayed direct debits on the worksheet (select all check boxes). If you prefer, you can select individual direct debits by selecting the check box to the right of each direct debit. This option works only in conjunction with the Approve and Reject buttons.
	Click the Approve button to approve all selected direct debits. The system changes their status to Accepted.
	Click the Reject button to reject all selected directs debits. This means that the associated items will be available for selection the next time you create direct debits. The system changes their status to No Action.

Use the following buttons to act on the entire worksheet. You cannot use these buttons to work on individual direct debits.

Click the Remit to Bank button to mark all approved direct debits with a Remitted status. This means that the direct debits are ready to be posted and remitted to the bank. This button is available only when the status of all the direct debits in the worksheet is either Accepted or No Action. None of the direct debits can have a Pending Acceptance status.

Note. You must run Receivable Update before you can create the EFT file and remit it to the bank.

Click the EFT button to generate an EFT file.

See Generating an EFT File for Direct Debits on a Worksheet.

Click the Print button to run the Remittance Advice report using Crystal Reports.

Note. None of the options on the worksheet are available while the Receivable Update process is processing the direct debits. To determine whether it is processing the direct debits, view the DD Control (direct debit control) page for the direct debit group. It displays the message, In Progress if the Receivable Update process is currently processing the group.

Maintaining Direct Debit Details

Access the Worksheet Detail page.

Use the information at the top of the page to view or change details about the direct debit.

Bank and Account	Displays the bank account where the funds are deposited.
Due Date	Displays the date that the funds should be deposited in your organization's bank account. Override the date if needed.
MICR ID (magnetic ink character recognition ID)	Displays the MICR ID associated with the customers bank account from which the funds are withdrawn. Change the ID to another account if needed.
Revenue Distribution	Click to access the Multiple Revenue Line Distribution page where you distribute revenue to control budgets for partial payments when an item has multiple revenue lines. See Distributing Amounts for Multiple Revenue Lines for Control Budgets.
Document Sequencing	Click to view document sequencing information.
Customer Bank Details	Click to view or change information about the customer’s bank account (identified by the MICR ID).
	Click the Edit button to change information for the direct debit. The status on the Worksheet page changes to Pending. The fields on the Worksheet Detail page become available to edit.
Sel (select)	Remove items from the direct debit by clearing their check boxes. When you deselect an item, the total amount of the direct debit decreases and the item is available for selection in another direct debit request.
Item Balance	To partially pay for an item, change the amount to the amount you want to pay. This decreases the amount of the direct debit. The Receivable Update process adjusts the balance for the item when you post the direct debit group, and the remaining balance of the item will be available for selection in another direct debit request.
Event	Enter the entry event code to generate the appropriate supplemental accounting entries for the item activities. Federal financial systems require supplemental accounting entries.

After you make changes, select another action by clicking one of the following buttons. This changes the status of the direct debit on the Worksheet page.

	Click the Approve button to change the direct debit’s status to Accepted.
	Click the Reject button to reject the direct debit and change its status to No Action. The items in the direct debit will be available for selection in another direct debit request.
	Click the Hold button to put the direct debit On Hold. The status on the Worksheet page remains Pending. If you put a direct debit on hold, you cannot change the status to Remitted. You must first approve the direct debit.

Handling Exceptions

If the direct debit has exceptions, the Exceptions group box appears and displays a list of all the exceptions that apply to the direct debit. The exceptions can be any of the following:

C (exceeds credit approval limit)	The amount of the direct credit exceeds the amount of the credit approval limit for the direct debit profile that you used to create the direct credit. You can: Reject the direct credit. Decrease the amount of the direct credit by deselecting some of the items in the direct debit. Manually approve the direct credit as is.
D (exceeds debit approval limit)	The amount of the direct debit exceeds the amount of the debit approval limit for the direct debit profile that you used to create the direct debit. You can: Reject the direct debit. Decrease the amount of the direct debit by removing some of the items from the direct debit. Manually approve the direct debit as is.
F (foreign currency)	The currency for the direct debit is different than the currency of the bank to which you are remitting it. You can: Reject the direct debit. Manually approve the direct debit.
N (due date within notice period)	The number of days between the invoice date (as of date) and the due date for the items in the direct debit is less than the agreed upon number of days for direct debit notice period that you specified for the bank on the Collection Methods page. You can: Reject the direct debit. Manually approve the direct debit.
P (missing customer bank details)	You did not define the bank details for the customer in the Customer Bank page. You can: Enter the customer’s bank details on the Customer Bank page and then assign the MICR ID on the Worksheet Detail page. Reject the direct debit and then enter the bank details for the customer. The next time you run the Create Direct Debits process, it creates a direct debit including the rejected items.

Cancelling Direct Debits

This section provides an overview or direct debit cancellations and discusses how to select and cancel direct debits.

Understanding Direct Debit Cancellations

The timing of direct debits cancellations depends on which remittance method that you use. In both cases, you can cancel the direct debit after you mark the direct debit as ready to remit on the direct debit worksheet and run the Receivable Update process. If you remit direct debits by generating an EFT file in Receivables, you must cancel the direct debit before you generate the EFT file.

If you remit direct debits using the Financial Gateway option in Cash Management, you can cancel the direct debit after you run the Create EFT Through FG System process as long as the dispatch status is Awaiting Dispatch, Error, or Flagged for Hold. You can cancel a completed direct debit, if the dispatch status is Error.

If you remitted the direct debit through Financial Gateway and you cancel the direct debit, the system triggers the Payment Cancellation message (PAYMENT_CANCEL) to notify Financial Gateway. You must save the page to trigger the message. Financial Gateway returns an acknowledgement message in real time. When you refresh the page, the status changes to Canceled.

Note. If there is a problem with cancelling the direct debit in Financial Gateway, the status changes to Error. Click the Transaction ID link to determine the reason for the error. Then try to cancel the direct debit again.

After you cancel a direct debit, you run the Receivable Update process. This changes the status of the direct debit to Rejected, reopens the items included in the direct debit, and creates accounting entries to reverse the accounting entries that the process created when you posted the direct debit group.

Pages Used to Cancel Direct Debits

Page Name	Object Name	Navigation	Usage
Cancel Direct Debits	DD_CANCEL	Accounts Receivable, Direct Debits, Administer Direct Debits, Cancel Direct Debits, Cancel Direct Debits	Cancel a direct debit.
Review Payment Details	PMT_LIFE_CYCLE_INQ	Click the Transaction ID link on the Cancel page.	Review the history of the direct debit processing in Financial Gateway and all the settlement details.

Selecting and Cancelling Direct Debits

Access the Cancel Direct Debits page.

If the direct debit does not have a remitted status, you cannot cancel it using this page. Instead, you can reject it on the direct debit worksheet page.

Cancel	Select the direct debits that you want to cancel.
Reason	Indicate why the direct debit must be canceled.
Event	Enter the entry event code to generate the appropriate supplemental accounting entries for the cancel activity for the item in the direct debit. Federal financial systems require supplemental accounting entries.
Acctg Date (accounting date)	Enter the accounting date. If you leave this field blank, the system uses the current date as the accounting date. Often, the cancellation date (the date the bank rejects the direct deposit) is different from the current date.
Transaction ID	Displays the ID assigned to the direct debit by Financial Gateway. Click to access the Review Payment Details page, where you view all the details about the direct debit settlement and the history of the settlement processing by Financial Gateway. See Reviewing Payment Details.
Dispatch Status	Displays the status of the direct debit settlement in Financial Gateway. You can only cancel payments with these status: Error, Flagged for Hold, or Awaiting Dispatch. After you save and refresh the page, the status changes to Canceled.

Remitting Direct Debits to the Bank

This section provides an overview of the direct debit remit process and discusses how to:

Enter override options for the Format EFT Files process.
Generate an EFT files for direct debits on a worksheet.
Generate EFT files for all direct debits.
Create a cover sheet for an EFT file.
Cancel an EFT file.
Receive confirmation from the bank.
Correct direct debits not matched in the bank EFT file.
Run the EFT Direct Debit Inbound Exception report (AR3750X).

Understanding the Direct Debit Remit Process

When you remit direct debits to the bank, you run one or more processes to generate the EFT files. The process that you run depends on your setup. If you selected the Send to Financial Gateway check box for an EFT file layout on the Collection Methods page for the bank, you run the Create EFT through FG System process. Otherwise, you run the Format EFT Files process.

Note. When you run the Create Direct Debit process, it checks to see what EFT process type was assigned to the file layout that you entered on the run control page and updates the Settle By field on the Direct Debit Control record (DD_CONTROL) with the EFT process type used to generate the EFT file. The Format EFT File process and Create EFT through FG System process each check the Settle By field to determine whether it should process a direct debit.

Format EFT File Process

When you run the Format EFT File process to generate the EFT file in Receivables, you must either manually submit the EFT file to the bank or use a third-party integration to submit it. You can optionally generate a cover letter for each EFT file if one is required by the customer's bank.

This diagram shows the process flow if you generate the EFT file in Receivables and submit it to your organization's bank:

Process for EFT files generated in Receivables

If an EFT file has an error or if the bank rejected the file, you can cancel the EFT file and generate it again. If you do not regenerate the EFT file, you must cancel the direct debit.

Create EFT Through FG System Process

When you run the Create EFT through FG System process, the Financial Gateway option in Cash Management generates the EFT file and sends the file to the bank. The Create EFT through FG System process triggers the Payment Request message (PAYMENT_REQUEST) and sends a message containing direct debits to Financial Gateway. Financial Gateway generates the EFT file and submits it to the bank the next time you run the Payment Dispatch process (PMT_DISPATCH or PMT_DISP_BT).

This diagram shows the flow of the direct debit transaction if you use the Financial Gateway option to remit direct debits:

Process for EFT files generated in Financial Gateway

Check the message log for the Create EFT through FG System process to verify that the process completed successfully and sent a message for each direct debit. If it did not complete successfully, determine what the problem is and rerun the process.

When Financial Gateway receives the message, it sends a Payment Acknowledgement message (PAYMENT_RESPONSE) for each direct debit and assigns each direct debit a transaction ID. The message contains the transaction ID and the dispatch status. When Receivables receives the Payment Acknowledgement message, it adds the transaction ID and the dispatch status to the Direct Debit Control record for each direct debit. Initially the status is either Error or Awaiting Dispatch. If you want to be notified when there is an error, you can set up event notification for Financial Gateway. Note that the event notification is set up for one person or one role per event and each time that event occurs the person or people associated with the role are notified. So, they will receive notification when the error event occurs in Cash Management and Payables too.

If you want to monitor the dispatch status of direct debits sent to Financial Gateway in Receivables, use the DD Control page. You can drill down to view the details and history of the settlement in Financial Gateway from the page. Financial Gateway sends a Payment Acknowledgement message each time the dispatch status for the direct debit (settlement) changes in Financial Gateway. The status changes that Financial Gateway sends to Receivables are:

Awaiting Dispatch: The settlement is waiting to be sent to the bank in Financial Gateway.
Flagged for Hold: Someone put the settlement on hold in Financial Gateway.
Dispatched to Bank: Financial Gateway sent the EFT file to the bank.
Received by Bank: The bank sent a message indicating that it received the EFT file.
Paid: The bank sent a message indicating that the funds were collected for the direct debit.
Error: The bank cannot pay the direct debit due to insufficient funds or another reason, or their is a problem processing the settlement request in Financial Gateway.

Use the DD Control page to access the error details for the direct debit in Financial Gateway.
Canceled: You cancelled the direct debit in Receivables and the settlement is cancelled in Financial Gateway.

If Financial Gateway sends a message that indicates the direct debit is in error, cancel the direct debit. Cancelling the direct debit, changes the status to Rejected. You must run the Receivable Update process to reopen the items in the direct debit and reverse the accounting entries. Then you correct the problem that caused the error, and recreate the direct debit, approve it, and remit it again.

Important! Receivables does not update the Cash account when it receives a message from Financial Gateway that the direct debit is paid. This occurs when you run the Receivable Update process on the due date. If you use the Cash Clearing option for a bank, Receivables updates the Cash account on either the due date or when you run bank reconciliation depending on the cash control method that you use.

See Working with Payments in Financial Gateway.

Bank Collection Confirmation Receipts

Some banks send an EFT file to confirm the collection of the payment. If banks send confirmation EFT files, you perform these tasks:

Run the AR_DD_BNK Application Engine process to receive the bank EFT file that indicates whether the payments were collected.
Correct the payment records from a bank EFT file that do not match direct debits on the system to enable them to match existing direct debits.
Run the EFT Direct Debit Inbound Exception report to obtain a list of direct debits in the bank EFT file that failed collection due to incorrect bank details. You can run this report only if you received a bank EFT file.

You correct the bank details for the customer on the MICR Information - Customer Bank page and then approve and remit the direct debit again.

Pages Used to Remit Direct Debits to the Bank

Page Name	Object Name	Navigation	Usage
Override Options	PRCSDEFNOVRD	PeopleTools, Process Scheduler, Processes, Override Options	Enter override options for the Format EFT File process.
Update Direct Debits - Worksheet	DD_WORKLIST	Accounts Receivable, Direct Debits, Administer Direct Debits, Update Direct Debits, Worksheet	Create an EFT file for the direct debits on the worksheet.
Create EFT File	RUN_FIN2025_DD	Accounts Receivable, Direct Debits, Remit to Bank, Create EFT File, EFT File Parameters	Create an EFT file for all direct debits associated with a business unit that have a remitted status. Run the Format EFT Files process and the Create EFT through FG System process.
Create EFT File Cover Sheet	RUN_FIN2025	Accounts Receivable, Direct Debits, Remit to Bank, Create Cover Sheet, Create EFT File Cover Sheet	Creates a cover letter for the EFT files that you created by running the Format EFT Files process. (Some banks require cover letters. When you define the EFT layout, you need to indicate if you need a cover letter.)
Cancel EFT File	DD_EFT_CANCEL	Accounts Receivable, Direct Debits, Remit to Bank, Cancel EFT Files, Cancel EFT File	Cancel an EFT file that you created by running the Format EFT File process, if it has an error or has been rejected by the bank.
Receive Bank EFT File	EFT_DD_INBOUND	Accounts Receivable, Direct Debits, Remit to Bank, Receive Bank EFT File, Receive Bank EFT File	Run the AR_DD_BNK process to load and process the bank EFT file.
Inbound Bank File for Direct Debits	DD_IN_BANK_FILE	Accounts Receivable, Direct Debits, Remit to Bank, Receive Bank Confirmation, Inbound Bank File for Direct Debits	Change details for a payment record in a bank EFT file so that the record matches an existing direct debit.
Detail	DD_IN_BANK_SEC	Click the Details link on the Inbound Bank File for Direct Debits page.	View bank details for the issuer and the customer for a direct debit that was not collected.
Bank Remit Exception Report	EFT_DD_EXCEPT	Accounts Receivable, Direct Debits, Remit to Bank, Bank Remit Exception Report, Bank Remit Exception Report	Enter run parameters for the EFT Direct Debit Inbound Exception report (AR3750X). Use the report to see a list of direct debits that were uncollected for a specific reason.

Entering Override Options for the Format EFT File Process

Access the Override Options page.

If you run Receivables on a DB2 database on a Windows NT or OS390 server, you must manually insert an owner ID parameter in the list of parameters for the process definition before you can run the Format EFT Files process.

Parameters List	Enter Prepend.
Parameters	In the Parameters field next to the Parameters List field, enter %%OWNERID%% :EFT_WRK_PARM1 as shown in the example above. Note that there is a space between the owner ID parameter ( %%OWNERID%%) and :EFT_WRK_PARM1.

Generating an EFT File for Direct Debits on a Worksheet

Access the Update Direct Debits - Worksheet page.

Click the EFT button to create an EFT file or to generate a message to Financial Gateway for all direct debits on the worksheet. The system determines which of these processes to run based on the value in the Settle By field for each direct debit:

The Create EFT Through FG System process, which sends a message to Financial Gateway to create and send the EFT file.
The Format EFT Files process, which creates the actual EFT file that you send to the bank.

When the Format EFT Files process completes, the location of the file varies depending on your output destination options in the process definition for FIN2025.

After the process completes, click the Print button on the worksheet page to run the remittance advice report. The advice lists the items included in the direct debit. You can send it to the customer so that they know what items will be collected when the direct debit is remitted to the their bank.

Generating the EFT File for All Direct Debits

Access the Create EFT File page.

Run the processes to remit all direct debits associated with the selected business unit that have a remitted status and have been posted, but not submitted to the bank. Select one or both processes on the Process Scheduler Request page:

The Create EFT through FG System process sends the PAYMENT_REQUEST message to Financial Gateway to create and send the EFT file for all direct debits that have 01 Financial Gateway in the Settle By field.
The Format EFT Files process creates EFT files for all direct debits that have 02 Format EFT in the Settle By field.

Note. If any direct debits in the business unit have a remitted status, but have not been posted, you cannot run the process until you run the Receivable Update process.

When the Format EFT Files process completes, the location of the file varies depending on your Output Destination Options in the process definition for FIN2025.

If the output destination is user defined, the location varies, depending on the parameters you enter on the Process Scheduler Request page. The following table shows the user-defined options:

Output Type	Output Destination	Location of EFT File
Web	N/A	Location you defined for the {FILEPREFIX} variable for SETENV.SQC in %PS_HOME%\sqr\.
File	(Blank)	Location you defined for the {FILEPREFIX} variable for SETENV.SQC in %PS_HOME%\sqr\.
File	Path to folder	Folder that you specify, such as C:\temp\EFT files\.

If the output destination for the FIN2025 process definition is Process Definition, the location will always be in the folder that you define for the Output Definition for the process definition.

If the output destination for the FIN2025 process definition is Process Type Definition, the location will always be in the folder that you define for the output definition for the SQR process type definition.

Generating a Cover Sheet for an EFT File

Access the Create EFT File Cover Sheet page.

Language Option	Specify whether the cover sheet is in a Specified Language or the Recipient’s Language and then select the Language Code.
EFT Layout Code	Enter the code for the type of EFT file used to submit the direct debit.
Process Instance	Enter the number of process instance that created the EFT file.

Cancelling a EFT File

Access the Cancel EFT File page.

Click Cancel Direct Debit EFT File.

Receiving Confirmation from the Bank

Access the Receive Bank EFT File page.

Enter the EFT Layout Code and the File Name for the EFT file for which you are trying to determine whether the payment collection was successful.

If the payment collection was not successful, the DD_AR_BANK process changes the status of the direct debit to Rejected on the Direct Debit Control record. The next time you run the Receivable Update process, it generates the appropriate accounting entries to reverse the payment and reopens the items that were in the direct debit.

Correcting Direct Debits Not Matched in the Bank File

Access the Inbound Bank EFT File for Direct Debits page.

The EFT Transactions grid contains a list of payment records that were in the bank EFT file that the AR_DD_BANK process could not match to direct debits in the system. You need to determine which direct debit in the system matches a payment record and update the information so that it matches a direct debit. When you save the page, the system changes the status of the direct debit based on the reason code assigned to the payment record.

Unit or DD ID (direct debit ID)	Enter the business unit or direct debit ID of the direct debit on the system that matches the payment record.
Reason Code	If the reason code on the payment record does not match a reason code on your system, change the code to match the appropriate code defined on your system.

Running the EFT Direct Debit Inbound Exception Report

Access the Bank Remit Exception Report page.

EFT Layout Code	Enter the EFT file layout code for the EFT files that you submitted to the bank whose exceptions you want to include in the report.
Reason Code	Enter the code that identifies the reason why the collection failed.

Reviewing Accounting Entries and Correcting Errors

After you run the Receivable Update process, you need to review the direct debit accounting entries and correct any errors that the system found on the error correction pages. The system edits for ChartField combination errors if you enabled ChartField combination editing on the Receivables Options - General 2 page for the business unit. You cannot post the direct debit until you fix the error if you selected Recycle in the ChartField Editing group box. If the system found ChartField combination errors perform these steps:

Delete the entries using the error correction pages.
Modify the combination edit rules so the combination is valid or modify the ChartField combination on the External Account page for the bank account if the error is on the Cash or Cash Control line.
Rerun the Receivable Update process.

The date that the cash account is debited depends on your Receivables installation options and your bank account setup.

If you do not use cash control accounting, the process debits the Cash account when you remit the direct debit.

If you do use cash control accounting and you have identified the bank account as a cash-clearing account, the date that the cash will be recognized depends on whether you specified Due Date or Bank Reconciliation for the cash-clearing method. The Receivable Update process debits the Cash Control account when you remit the direct debit. Then it credits the Cash Control account and debits the Cash account based on your clearing method.

See Also

Posting and Unposting Groups

Reviewing Direct Debits

As you work with direct debits, you can use the inquiry pages to look up information about a single direct debit or all the direct debits created for a business unit.

This section discusses how to review direct debit control information.

Pages Used to Inquire on Direct Debits

Page Name	Object Name	Navigation	Usage
DD Control (direct debit control)	DD_CONTROL_DSP	Accounts Receivable, Direct Debits, Review Direct Debits, All Direct Debits, DD Control	View control information, such as the direct debit status, customer information, and the posting details.
DD Items	DD_ITEM_DSP	Accounts Receivable, Direct Debits, Review Direct Debits, All Direct Debits, DD Items	View basic information about each item in a direct debit.
Direct Debits by Unit	DD_INQUIRY	Accounts Receivable, Direct Debits, Review Direct Debits, Direct Debit by Unit, Direct Debits by Unit	View direct debits created for a business unit.
Detail 1	ITEM_MAINTAIN	Click an Item ID link on the DD Items page.	Change and review information about items, with the exception of customer balance.

Reviewing Direct Debit Control Information

Access the DD Control page.

Description and Account # (account number)

Displays the bank account where the funds are deposited.

MICR ID

Displays the MICR ID of the bank from which the funds are withdrawn.

Clearing

Displays the cash clearing method used by the bank that receives the remitted direct debit: Due Date or Bank Reconciliation. This determines when the Receivable Update process creates the accounting entries to debit the Cash account and credit the Cash Control account.

Transaction ID

Displays the ID assigned to the direct debit by Financial Gateway. Click to access the Review Payment Details page where you view all the details about the direct debit settlement and the history of the settlement processing by Financial Gateway. This is very useful when you want to see the reason that the settlement is in error or why the settlement was put on hold in Financial Gateway.

See Reviewing Payment Details.

Dispatch Status

Displays the status of the payment in Financial Gateway. Values are:

Awaiting Dispatch: Indicates that Financial Gateway received the PAYMENT_REQUEST message and assigned a dispatch status to the direct debit.

Paid: Indicates that the bank has collected the funds from your customer's bank.

Error: Indicates that Financial Gateway received the PAYMENT_REQUEST message, but there is a problem processing the direct debit. Click the Transaction ID link to determine what the problem is.

Canceled: Indicates that you cancelled the direct debits in Receivables.

Flagged for Hold: Indicates that Financial Gateway is not currently processing the direct debit. Click the Transaction ID link to view the reason for the hold.

Dispatched to Bank: Indicates that Financial Gateway sent the payment request to your organization's bank.

Received by Bank: Indicates that your organization's bank received the payment request.

Note. The Transaction ID and Dispatch Status fields display only if you submitted the payment request through Financial Gateway.

Description and Account # (account number)	Displays the bank account where the funds are deposited.
MICR ID	Displays the MICR ID of the bank from which the funds are withdrawn.
Clearing	Displays the cash clearing method used by the bank that receives the remitted direct debit: Due Date or Bank Reconciliation. This determines when the Receivable Update process creates the accounting entries to debit the Cash account and credit the Cash Control account.
Transaction ID	Displays the ID assigned to the direct debit by Financial Gateway. Click to access the Review Payment Details page where you view all the details about the direct debit settlement and the history of the settlement processing by Financial Gateway. This is very useful when you want to see the reason that the settlement is in error or why the settlement was put on hold in Financial Gateway. See Reviewing Payment Details.
Dispatch Status	Displays the status of the payment in Financial Gateway. Values are: Awaiting Dispatch: Indicates that Financial Gateway received the PAYMENT_REQUEST message and assigned a dispatch status to the direct debit. Paid: Indicates that the bank has collected the funds from your customer's bank. Error: Indicates that Financial Gateway received the PAYMENT_REQUEST message, but there is a problem processing the direct debit. Click the Transaction ID link to determine what the problem is. Canceled: Indicates that you cancelled the direct debits in Receivables. Flagged for Hold: Indicates that Financial Gateway is not currently processing the direct debit. Click the Transaction ID link to view the reason for the hold. Dispatched to Bank: Indicates that Financial Gateway sent the payment request to your organization's bank. Received by Bank: Indicates that your organization's bank received the payment request.