Manually process payments – direct debit

Direct debits will not always be successful the first time. The balance of a relation’s bank account might not be enough, the relation might have reported the direct debit as incorrect, or the relation might have reversed the payment. Manually processing direct debits means that you will go through the invoices in the batch and indicate which payments where not successful. After that, you can mark the rest of the invoices in the batch as paid.

NB! We recommend to always process payments automatically using a bank file. You can download this from the bank in the online banking environment. We recommend to only process payments manually if you are processing very few payments.

Go to the batch with the invoices that you want to process. You will see the list of outstanding items that are in the batch.

Mark outstanding items as reversed

First, you will indicate which outstanding items were not paid. There are two possible causes for a failed (and therefore reversed) direct debit: the direct debit was rejected, or the amount was reversed. Click on  on the right side of the outstanding item. You will see a new screen with several options. Indicate the reason of reversal. You can choose between ‘reversed’ and ‘rejected’. If you want to try to collect the invoiced amount again, you can choose a new collection date. If you do this, the system will immediately create a new outstanding item for the invoice which can be included in your next batch.

Mark as paid

After you marked all reversals as such, you can mark the rest of the invoices in the batch as paid. To do this, click on ‘Mark as paid’ in the toolbar. Make sure that the option ‘Do not mark reversals as paid’ is selected. Then click on ‘save’.

All outstanding items that were not rejected or reversed now have the status ‘Paid’. You can find the paid invoices under ‘Invoicing’ in the Financial tree in the element ‘Sent’.