Managing direct debit collections in Adfin
Adfin manages your direct debit collections efficiently to ensure smooth payment processes. Depending on the current status of your Auto Collect invoice, specific actions may be necessary. Below is a guide to help you navigate these scenarios.
Overview of Auto Collect workflow statuses
Auto Collect invoices in Adfin have three primary statuses that determine the actions you can take:
Scheduled: The collection is scheduled but not yet submitted to your client’s bank. Invoices will transition to scheduled when your customer has an 'Active' direct debit mandate in place.
Submitted: The collection has been sent to your client’s bank and is in process. This is the point at which we will also mark the payment as paid in your accounting software.
Paid: The terminal status for an Auto Collect invoice is 'Paid', we will transition the invoice from Submitted --> Paid when the direct debit collection has been confirmed as successful.
Actions based on status
1. Canceling a direct debit collection if the invoice is 'Scheduled'
If the Auto Collect invoice has the 'Scheduled' status, you can still cancel the collection as the payment has not yet been sent to your client’s bank. Here are the steps:
Mark the invoice as Paid, Void, or Delete it to prevent the scheduled collection from proceeding. To do so, simply select the invoice in question from the 'Accept payments' tab, in the side drawer select 'More actions'.
These actions are possible because the collection has not yet been initiated, giving you flexibility to modify or cancel.
2. Handling a direct debit collection if the invoice is 'Submitted'
If the Auto Collect invoice has the 'Submitted' status, cancellation is no longer an option. In this situation, you must wait for the payment funds to settle and then manually process a refund if required.
Note: Refunds should be arranged directly with the client via a non-Adfin payment method, such as a bank transfer.