SmartDebit Integration with Dynamics 365

Direct Debits Made Simple

Direct Debits Made Simple

Direct Debit management can be a labour-intensive and error-prone process. With SmartDebit and Subscribe360 – powered by Dynamics 365, we have streamlined this into a simple, fully automated, end-to-end process. In this blog, we explore how the integration works and how it can save time while improving the accuracy of Direct Debit collections.

New and Cancelled Direct Debits

A new Direct Debit is created in Dynamics 365, either as part of the online sign-up process or manually via the CRM interface. Regardless of how the user signs up, a Direct Debit record is created in the CRM. The Direct Debit details are verified in Dynamics 365 through the SmartDebit integration and, if successful, a new Payer record is automatically created in SmartDebit.

If there is an issue with the Payer details, the Status Reason on the Direct Debit record in Dynamics 365 is updated to “Failed Validation”, and a Task is automatically created on the timeline to highlight the issue and prompt action.

Update Direct Debits

Updates to Direct Debit details are handled automatically. When a Direct Debit is active and bank details are updated in Dynamics 365, the corresponding Payer details are updated in SmartDebit without the need for manual intervention.

Cancel Direct Debits

If a Direct Debit is cancelled in Dynamics 365, the associated Payer record is automatically marked as cancelled in SmartDebit.

Reinstate Direct Debits

If a Direct Debit with the same reference number (for example, a member number) is reinstated in Dynamics 365, the corresponding Payer is reinstated in SmartDebit automatically.

Collection File to SmartDebit

Direct Debits that are due for collection are included in an AUDDIS collection file. This file is generated automatically by Subscribe360 and transferred to SmartDebit for processing.

A Flow is used to initiate the transfer of the collection file from Dynamics 365 to SmartDebit. Once transferred, the requested collections are scheduled against the relevant Payers in SmartDebit.

If there are any errors or issues with the requested collections, a Task is created on the Direct Debit batch timeline with supporting information to enable investigation and resolution.

Reports

All Direct Debit reports available in SmartDebit are automatically processed through Subscribe360. In addition, scheduled tasks run daily to identify and process new ARUDD (returned collections), ADDACS (amended and cancelled Direct Debits), DDICA (indemnity claims), and AUDDIS (advice) reports.

Processing Returns (ARUDD)

Failed Direct Debit collections are reported via the ARUDD (Automated Returned Direct Debit) file. SmartDebit makes this file available a few days after the original collection has been processed.

Subscribe360 automatically retrieves new ARUDD files from SmartDebit and matches returned items to the relevant Direct Debit transactions. These transactions are updated with the return reason, and where appropriate, the associated Direct Debit instruction is cancelled automatically (for example, in cases such as payer deceased or instruction cancelled).

A scheduled task checks daily for new ARUDD reports. When found, an ARUDD Direct Debit batch is automatically created in Subscribe360, containing a record for each returned Direct Debit. The supporting ARUDD document is stored in SharePoint and linked to the batch. The batch is then processed through Subscribe360 using the standard Direct Debit processing workflow.

Processing ADDACS

When members or clients change bank details or cancel their Direct Debit instruction, SmartDebit provides this information via an ADDACS (Automated Direct Debit Amendments & Cancellations) file.

Through the Subscribe360 integration, ADDACS files are automatically transferred to Dynamics 365 and processed. A corresponding ADDACS Direct Debit batch is created, and the relevant Direct Debit instructions are amended or cancelled as required. This process is handled automatically by a scheduled task that runs daily.

Processing DDICA

Direct Debit Guarantee claims are reported through DDICA (Direct Debit Indemnity Claims) files. Subscribe360 automatically checks for new or updated DDICA files on a daily basis and transfers them into Dynamics 365.

A Direct Debit batch of type DDICA is created, with a separate entry for each claim in the file. Supporting documentation is stored in SharePoint, and Tasks are created for the relevant teams to take appropriate follow-up actions, such as issuing refunds or reviewing related payments or invoices.

This approach makes it easy to identify indemnity claims and ensures timely and consistent handling by staff.

Conclusion

Subscribe360 delivers comprehensive Direct Debit management capabilities as standard, alongside seamless integration with the leading Direct Debit bureau SmartDebit. Together with Dynamics 365, this ensures that Direct Debit processing is efficient, accurate, and largely automated.