Also in the Direct Debit Resource Centre:
Direct Debit Bacs Reports
The service user is responsible for reconciliation of Customer and payment / collection details – for example reconciliation of Direct Debit Instructions< that are processed, rejected, returned, amended and/or cancelled; or reconciliation of wrongly applied Direct Debits. To help with this task a number of reports are generated by Bacs for each Service User. These reports generally work by exception, e.g. they only inform you of something that has changed or behaved differently from the norm and each of the available reports does this in a slightly different way.
Service users must download and reconcile the reports within 3 days of receipt. All Bacs processing reports are available electronically via: Bacs Payment Services website (paymentservices.bacs.co.uk), and some Bacstel-IP software packages
The Reports that must be downloaded are often called A-Reports, given that they all start with ‘A’! Those for direct debit include the following:
UDDIS Report: Bank Returned DDI Advice
Atypically received by 1pm day 4 (the first working day after the collection date)
ARUDD Report: Unpaid Advice Direct Debit
typically received by 1pm day 4 (the first working day after the collection date)
ADDACS Report: Amendment & Cancellation Advice
can appear at any time as stimulated by changes by the payer, bank or service user and are not necessarily related to submission of a file.
The AUDDIS Report
The AUDDIS report is triggered by the submission of a file from the Service User to Bacs, (AUDDIS is an acronym made up from the Automated Direct Debit Instruction Service).
It is available to Service Users the day after a file of new Direct Debit Instructions has been submitted. If the instruction is valid and is able to be set up against the customer’s account then the AUDDIS report will not contain any details. If however there is a problem and a new instruction is not accepted either by Bacs or the payer’s bank and is therefore not lodged against the customer’s account then you will receive an AUDDIS report detailing this and the reasons why.
AUDDIS Reason Codes
There are a number of different reasons why a Direct Debit Instruction may not be accepted and each reason has a corresponding reason code on the AUDDIS report. The rationale behind each of these reason codes and the appropriate actions to take in response to them are all detailed on our Clear Direct Debit training courses.
These are as follows:
Invalid account type
Instruction cancelled by payer
DDI amount not zero
Instruction has expired
Payer Reference is not unique
Service user’s name blank
Payer’s Name not present
Incorrect payer’s Account Details
Instruction cancelled by paying bank
Transaction disallowed at payer’s branch
Account transferred to another bank/building society
Transaction Code / User Status incompatible
Bank will not accept Direct Debits on account
Account transferred to a different branch of the bank/building society
The ARUDD Report
The ARUDD report is triggered when you have submitted a collection file in an attempt to collect from your payers. (ARUDD is an acronym made up from the Automated Return of Unpaid Direct Debits).
This report is available to Service Users the day after the day that Direct Debits are due to be collected. On the day that the money is due to be taken from the Payer’s bank accounts the paying bank will check a number of factors to ensure that the Direct Debit is correctly paid or unpaid. Any payments that cannot be made will be returned.
ARUDD Reason Codes
There are a number of different reason codes used in the report depending on why the transaction cannot be completed by the payers bank or by Bacs. The most common of these is usually “Refer to Payer”. This may mean that there are insufficient funds in the account, however this cannot be assumed as there could be a number of other reasons why this occurs. The term “Refer to payer” simply means that the bank are unable to advise the reason for the failed collection. Depending on the circumstance it is sometimes possible to represent an unpaid item, however there are specific rules around doing this.
Other reasons may be “no account” or “no instruction”. These reason codes are much more likely if you are not using AUDDIS instructions and migrating to AUDDIS therefore is likely to result in fewer failures. The rationale behind each of these reason codes and the appropriate actions to take in response to them are all detailed on our Clear Direct Debit training courses
The ARUDD report will detail all unpaid items resulting from one of the following reasons:
Refer to payer
Advance notice disputed
Amount not yet due
Service user differs
The ADDACS Report
The ADDACS report is produced whenever a change is made to the details of an existing Direct Debit Instruction, (ADDACS is an acronym made up from the Automated Direct Debit Amendments and Cancellations Service).
The report will provide information regarding the instruction and is made available to Service Users as soon as the Paying Bank have updated Bacs. The Service User then needs to act on these changes within 3 working days.
It is critically important that the correct action is taken in response to an ADDACS report as this will enable the Service User to continue to receive payments. Failure to update details can lead to incorrect collections, indemnity claims, lost revenue and poor customer service.
ADDACS Reason Codes
Example transaction codes used are: “Account Closed (Reason code B), “Instruction cancelled by payer” (Reason code 1) or “Account transferred to a new Bank or Building society” (Reason code 3).The rationale behind each of these reason codes and the appropriate actions to take in response to them are all detailed on our Clear Direct Debit training courses.
The full list of reasons is detailed below:-
Instruction cancelled Refer to payer
Instruction cancelled by payer
Account transferred to a new bank or building society
Account transferred to a different branch of bank/building society
Advance notice disputed
Bacs processing reports
All Bacs processing reports are available electronically via: Bacs Payment Services website (paymentservices.bacs.co.uk) and some Bacstel-IP software packages
E-mail notifications can be sent to various users when the reports become available (if set up against the contact). It’s recommended to download these using your payments software where possible where they can remain undisturbed. Otherwise they are made available to the service user for 37 days at a time.
If wanting to download reports direct from the Payment Services website, the following steps can be used:
Upon receipt of an email notification, go to Bacs Payment Services Website
Log in to Payment Services Website (Log in using Chip & PIN or User ID & Password)
Navigate to the Processing Reports Screen and search for the report
Select the report to view it on-line
Save or print
Save or print the report, select the File menu and Print or Save