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Features of Auto Debit 4

Auto Debit 4 has many features which make it a worthy successor to previous versions.

For a full description of what Auto Debit 4 can do, download Auto Debit 4 now and read the on-line help or the AutoDebit4.pdf file.

Listed below is a summary of the main features of Auto debit 4...


Feature name

Feature description

Security Auto Debit has always used encryption to secure sensitive information entered into it (e.g. account numbers).

Auto Debit 4 takes security to a new level by adding the concept of Users.

Users are the people who are permitted to log into an Auto Debit 4 database and access the projects it contains.

The level of security used is entirely up to you; For example...

You may decide that anyone can log into any database and access any project using a common user name and no password (this is minimum security). Or...

You can assign an Administrator to each database who then assigns one or more users to each project contained within the database (this is maximum security).

Handles both debits and credits In addition to debits, Auto Debit 4 now allows you to build transaction files containing credits as well!

You can now use Auto Debit to make payments as well as deductions.

Handles regular and ad-hoc debits and credits In addition to regular debits and credits (eg. weekly, fortnightly, monthly, quarterly and yearly), Auto Debit 4 now allows you to add ad-hoc debits and credits to your transaction files.

You can either allow Auto Debit 4 to build a transaction file containing regular transactions and then add one or more ad-hoc transactions to it, or you can manually create an empty transaction file from scratch and add only ad-hoc transactions.

Imports debits and credits Debit and credit records can be imported directly into Auto Debit 4 from CSV or Tab Delimited files exported from other systems.

If, for example, you have hundreds or thousands of clients in your accounting system, you may be able to export those clients from the accounting system and then import them into Auto Debit 4 instead of keying them all in by hand.

External reference fields Auto Debit has always provided you with an External Reference field which allowed you store an Id from an another system against each debtor.

This field could store, for example, a Customer Id from your accounting software, or a Membership Number of some kind.

Auto Debit 4 now support three such fields for each debtor and creditor and has increased their size so that you can store even larger reference numbers.

Debit allocations Like previous versions, Auto Debit 4 allows you to allocate incoming debits from each debtor so that your staff can see how incoming funds are to be spent.

For example, if your organisation is collecting charitable contributions for three programs, each debtor can specify how their contribution is to be divided up amongst the three programs. The debtors will see one debit on their bank statement but your Auto Debit reports will show you how much money was collected for each program, thus allowing you to allocate the funds easily and accurately within your organisation. Using Auto Debit 4 reports, you can even forecast how much money your organisation can expect to collect for each program in a year, thus helping you to plan future fund raising and expenditure.

Transaction files can contain When you build a transaction file using Auto debit 4 you can ensure that it contains only the type of transactions expected by your financial institution.

Individual transaction files can contain either...

Debits only
The transaction file will contain only debits.

Credits only
The transaction file will contain only credits.

Debits and credits
The transaction file will contain a mixture of both debits and credits.
The debits and credits can be either mixed together or seperated into two batches, depending on your financial institution's needs.

In each case, Auto Debit 4 can ensure that the transaction file is either Self balancing or Non-self balancing in accordance with your financial institution's requirements.

Transaction files can be edited Any transaction in any transation file built by Auto Debit 4 can now be edited.

Regular transactions added automatically by Auto Debit 4 can be edited to change the number of times the debtor or creditor is being debited or credited, or removed completely.

Ad-hoc transactions (for both debits and credits) can be added, edited and removed as needed.

Transaction files can be re-built Any transation file built by Auto Debit 4 can be easily re-built.

This means that a transaction file can be re-built just before it is transferred to your financial institution for processing so that you can be sure it includes any new debtors or creditors which were added to Auto Debit 4 since the transaction file was originally created. This will also ensure that any debtors or creditors who have be made inactive will be removed from the transaction file, and that any other changes (e.g. debit/credit amounts and frequencies) are also taken into account.

Transaction files can be transferred Once a transaction file has been built using Auto Debit 4, it can be transferred to your financial institution for processing using any of the following methods...

Floppy disk
The transaction file is written to a floppy disk which you can then have delivered to your financial institution.

E-mail
The transaction file is sent to your financial institution using your e-mail client (e.g. Outlook).

FTP
The transaction file is sent directly to your financial institution over the internet using a secure FTP (File Transfer Protocol) connection.

Additionaly, the transaction file can be saved to a folder on your computer so that you can transfer it to your financial institution via some other means (e.g. using software provided by a third party, burn it to a CD or DVD, etc.).

Transaction files can be batch processed New to Auto Debit 4 is the ability to manage transaction files as a batch.

If you have access to more than one project within an Auto Debit 4 database, you can build, edit and transfer the transaction files from all of those projects as a batch.

This functionality is ideal for people who are managing multiple projects (e.g. Accountants who have a project for each of their clients).

Reports Auto Debit 4 has all the reporting you need to keep track of amounts collected and paid, and to get that information to the right people in your organisation in a form they can understand.

Reports currently in Auto Debit 4 include...

New project check list
Used when starting a new Auto Debit 4 project. Simply print this report and fax it to your financial institution which will fill in the information you need to start debiting and/or crediting.

Direct debit request service agreement
Prints the "Direct Debit Request Service Agreement" for the project.
If you have already have a "Direct Debit Request Service Agreement" drawn up by your legal representative then you don't need this report. If you don't, this report will get you started.

Project Details
Displays details of the project.

Debit Details
Displays details of the specified debit(s).

Debit Summary
Displays a summary of information for all debits.

Credit Details
Displays details of the specified credit(s).

Credit Summary
Displays a summary of information for all credits.

Debit Name Details
Displays details of all debtors contributing to each debit name.

Credit Name Details
Displays details of all creditors contributing to each credit name.

Debit Allocation Details
Displays details of all debtors contributing to each debit allocation.

Transaction File (List)
Displays a list of transaction files.

Transaction File (Details)
Displays details of debits and credits in the selected transaction file.

Transaction File (Summary)
Displays a summary of debits and credits in the selected transaction file.

Troubleshooting If Auto Debit 4 does not perform as expected on your computer, it can display information which can help to diagnose the problem.

The information which is displayed includes the following categories...

Application
Covers the version of Auto Debit 4 you have installed, registration information, the current database and current user.

Computer
Covers the version of Windows you have installed, available memory, disk drives, printers, and your computer's system environment.

Files
Covers the files which Auto Debit 4 depends on, their versions and locations on your computer.

Error log
Covers the error log which is used to record any errors which have been generated by by Auto Debit 4.

If you contact us, we can go over this information on the phone or you can email it to us for closer inspection.

Automatic updates Auto Debit 4 allows you to easily check for updates using the internet.

Simply connect to the internet and select the "Check for updates..." menu option.

Auto Debit 4 will then connect to the Auto Debit 4 web-site and automatically download any updates it finds and apply them to your computer.

On-line help and documentation Auto debit 4 has extensive context-sensitive help available from anywhere in the application (just press the "F1" key).

This information is also supplied as a PDF file which you can print if you prefer to work from a hard copy.

No size restrictions Auto Debit 4 can be used by any organisation of any size because it places no restrictions on the number of databases, projects, debtors or creditors you create.

Databases
Auto Debit 4 stores projects created by you in a database.
The number of database you can create is limited only by the size of you hard disk.

Projects
Auto Debit 4 stores details of your financial institution and any accounts to be debited or credited by that financial institution in a project.
Each project you create is stored in a database.
The number of projects you can create in each database is limited only by the size of you hard disk.

Debtors & creditors
Auto Debit 4 allows you to add debtors (accounts to be debited) and creditors (accounts to be credited) to each of your projects.
Debtor and creditor information is used to build transaction files which are transferred to your financial institution for processing.
The number of debtors and creditors you can add to each project is limited only by the size of you hard disk.



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