1. Per Customer

Navigation: Community Level > Units > Unit Details

Once the relevant owner has been selected, on the unit details page ensure that the owner's Banking Details and Debit Order details are captured. This can be done by clicking on the Pencil Icon.

The following page will open to allow for amendments to any Customer. The first required field is the Payment Type. The payment type should be changed to a Debit Order.

This will allow for the Debit Order details to be captured. Each owner has a mandate which needs to be signed and these details will be listed in that agreement with the owner.

All these fields are required fields to be selected.

• Contract Number: As per the mandate, the number filled in here will indicate the number of retries to collect that may be done on the owner's account should there be a failed debit order.
• Collection Date: The date on which the debit order will be deducted from the owner's account.
• Collection Type: There are multiple collection types to select from:
  • Balance: This is the total balance outstanding on the unit as of the date of the debit order.
  • Monthly: The monthly levies and any other financial processing done in the previous month for the unit ( includes any interest & arrears fees etc).
  • Monthly Plus: Monthly amount plus a fixed fee, this is typically a payment arrangement.
  • Fixed: A fixed amount agreed upon regardless of what the monthly fee and outstanding fee are on the unit.

Once these fields have been completed, ensure that the correct banking details as per the Debit Order Mandate have been captured.

The Unit details page should look like the below once the Customer has been updated.

2. Per Community

Navigation: Community Level > Finance > Customers > Manage Customer

This option is used when there are multiple owners on a debit order. In the top right corner simply, click on Update Debit Order Mandates.

Click on the template file here to download the template to be completed.

There are eight columns which are all required fields to be completed.

• Column A: Customer Code, which can be found under the Unit Details page.
• Column B: Bank Name (select from the dropdown list).
• Column C: Branch Code - we suggest that you make use of the universal branch codes.
• Column D: Account Name of the bank account on the mandate.
• Column E: Account Number without any spaces in between.
• Column F: Account Type (select from the dropdown list).
• Column G: Collection Date as per the agreement on the mandate.
• Column H: Mandate type will be one of the four collection types (select from the dropdown list).
• Column I: Monthly Plus Amount - this is only applicable when the Monthly Plus collection type was selected. 

3. Global 

Navigation: Global Level > Finance > Customers > Debit Order Batches

This option is used when there are multiple owners in multiple communities on a debit order. In the top right corner simply, click on Update Debit Order Mandates.

The same applies as per the community debit order mandate template, however, Column J is a mandatory column.

There are eight columns which are all required fields to be completed.

• Column A: Customer Code, which can be found under the Unit Details page.
• Column B: Bank Name (select from the dropdown list).
• Column C: Branch Code - we suggest that you make use of the universal branch codes.
• Column D: Account Name of the bank account on the mandate.
• Column E: Account Number without any spaces in between.
• Column F: Account Type (select from the dropdown list).
• Column G: Collection Date as per the agreement on the mandate.
• Column H: Mandate type will be one of the four collection types (select from the dropdown list).
• Column I: Monthly Plus Amount - this is only applicable when the Monthly Plus collection type was selected. 
• Column J: Community Code