Through the Menus > Functions > Import or Export

Once the debit order details have been entered on the unit record (How do I setup a debit order on a unit), a debit order unit receipt batch is raised and processed as follows:

1. Raise and post a debit order Unit receipt batch

In the Batch Number Field, enter 'DEBORD'. The system will ask for relevant information and run through the whole account or selected Agents as requested, and pick up the amounts to be recovered via. debit order. The effective date is the line date that must be reflected on the receipts.

This type of batch is a system generated batch and will therefore, for security reasons, not allow amendments. If you need to make changes, delete the batch, effect the changes that you require on the Unit Record, and then rerun the batch creation process.

In month end cut off accounts, it is necessary to export the batch prior to posting it, because the debit orders are raised before month end while the money is usually only collected after month end, thus creating a false cash position at month end if the batch is posted. The batch should thus be posted on the relevant date after month end.

2. Export the batch into Bank format

This facility is on the above mentioned menu.

If your account is linked to Netcash, your batch will be exported to Netcash when you run this option. If not, then this menu option exports a Unit Receipt Debit Order Batch into bank import format. The default format is that which is used by Standard Bank, but can vary depending on the account.

The information requested by the system during the export procedure, is the information that is required for inclusion in the bank format.
e.g. bank user code, effective run date, and reference ( usually the Franchisee (Agent) name).

The exported file is saved on the server under the following directory, and named 'debord.511', where 511 was the batch number:

'/usr/bankexport/debord.511' - It can be retrieved to a local machine

The full path and file name appear on the successful export confirmation window.

Once this file is on the local machine, it can either be uploaded directly to the bank, or sent to the Agent's bank interface, depending on the specific arrangements with the bank.

3. Export the batch to Excel for reference purposes on any unpaid debit orders

The export format includes a reference field which is usually the one that a bank will return with the returned or unpaid debit order information. The ideal reference is the Unit Number, but the field length is not adequate to accommodate a full Unit Number, hence a numeric sequence of seven characters starting at 1 is used. An exported batch enquiry will provide a useful facility to look up the relevant Unit against which the receipt must be reversed.

To display the batch

Menu: Enquiries and Searches, Related to your clients (Property), Batch Enquiry

Run and follow the prompts.

When the batch is displayed, type 'Ctrl and E' to export. Refer to How do I Export to Excel

Export Debit Order Batch

Export Debit Order Batch