Running Membership Direct Debits

By the end of this article you will be able to;

• View and understand the DD report
• Process the DD
• Reverse the DD 
• Defaulting payments

In order to run your Direct Debit report, go to Financials > Direct Debits. Here you need to put a To date and a DD date. If you were running your DD's for December on the 1st of the month, you would put the To date as 31/12/2021 and the DD date as 01/12/2021. Press Ctrl +R or the Running man icon to run the report.

The report will show all the members who are due to have payment taken in this DD run, along with the bank details (omitted on the screenshot above), and the amount due to be taken.

You can check this report total looks correct, and that all members on the list have bank details in place. 

Once you are happy, press the Export button. This will create an excel sheet that you can send to the bank for the processing of the payments.

It will also process all the payments and associated revenue in HART, so you should only press export if you wish this to happen.

Reversing Direct Debits

If you accidentally process the Direct Debits before you are ready, then you can press the Cancel DD button at the top of the Direct Debit Screen.

This will reverse all the postings in HART allowing you to make any corrections and then run it again. 

Defaulting Payments

Once the excel sheet has been submitted to the bank, you may in due course get a list back from them of unsuccessful payments. In this instance, you may wish to default the payment in the membership to create a new list of payments required to be taken. 

Go to the member profile where the payment was unsuccessful and open up the financials. You will see the payment and revenue have been marked as a ticket as below. Click on the payment you wish to defer, and then press the Default button on the top left of the screen.

This will open up the below screen. Put in the new date you will try and take the money. You could put in the date of the next DD run if you wish (this would mean a double payment showing when you run the next DD). Or you could put the middle of the month and then you can contact the guests and run a second, smaller DD run in the middle of the month. 

Put in any notes and press the Transfer button.

This will reverse the payment and revenue from your current DD run, and create new financials to run for the date you selected.