Creating and Processing a Direct Debit Export File

Created by Maddi Major, Modified on Tue, 15 Jul at 5:30 PM by Maddi Major

Direct debits can be run at any time. At such time the procedure is run, it will pickup anyone who has a direct debit owing at that point in time or on / before the specified date (Payment Date--see third step below).

For example:

If a club offers monthly direct debits for their members, the club may choose to regularly process direct debits at a certain date each month. To create the direct debit file, follow the steps below:

Please Note:

Prior to creating any direct debit file, please ensure you have input the following required direct debit settings in the Invoicing & Xero Settings area:

Direct Debit Deposit Account

Export File Format, and any other fields under "DIRECT DEBIT EXPORT SETTINGS"

Once these settings are complete, you are ready to create your direct debit export.

1. Click on the Subscriptions tab, and click "Direct Debit Export"

2. A list of any previous Direct Debit Exports will appear in a table:

3. To Preview a new Direct Debit Export, select the Payment Date and select "Preview".

Please note: Exporting a Direct Debit File will

Generate a new direct debit file for uploading to internet banking.
Post payments to Xero ready for reconciliation.

4. A window will pop up. (If the list is long, use the main scroll bar on the window to scroll down the page.)

At the bottom of the list, you will see the total of the direct debit export about to be generated.

If you are generating the DD file a few days in advance, you can modify the payment date to a near future date. Click Preview to preview the data which include payments up until the selected payment date.

5. Confirm that you are happy with the Direct Debit preview and when ready to continue, click "Export Direct Debit File".

The direct debit export will begin to generate. Depending on how many members are included in the direct debit run, this can take a short while, and a progress bar will indicate the progress.

After completion, you will see the most recently generated direct debit file (along with the other 5 most recent files)

At this point, payments have been assigned to each of the members invoices in Xero.

If you need to Rollback this file, you should only do so if you have NOT uploaded the file to your bank for processing. Once this has been uploaded to the bank, you should never Rollback this file.

You are now ready to download the file, and upload this into your bank via internet banking.