Bulk Change Process (BCP)

Bulk Change Process (BCP)

The Bulk Change Process (BCP) allows AUDDIS services users to apply bulk amendments to their existing Direct Debit Instructions that are held at the paying PSPs. At SmartDebit, we can advise and facilitate the Bulk Change Process where applicable and we have provided the different change types that would require the BCP to be followed as outlined within Bacs rules & guidelines below.

All Bulk Changes fall under the below 4 categories:

• Company Name
• Legal Status
• Service User Number (SUN)
• Service User Reference (SUR)

There are many benefits of conducting a Bulk Change via AUDDIS due to the automated nature that the BCP provides. Firstly, the Bulk Change Process allows services users to have control over when the 0C’s (cancellation of old DDI) are submitted and also the 0N’s (lodgement of the new DDI). The means that the process is conducted within a time frame that suits you and allows service users to prepare for the scheduled changes. Another benefit of the BCP is that there is no manual intervention from the PSPs, reducing the risk of human error that can occur during the keying of data process.

As per Bacs rules & guidelines, there are 9 Bulk Change types available and below we have provided below the relevant processes that would need to be taken. If you are unsure of the action that is required for your specific Bulk Change, SmartDebit will be able to assist.

Where a Bulk Changes involves a transfer of Direct Debit Instructions from an ‘old’ service user to a ‘new’ service user, the obligations imposed on the service user within this article will generally be performed by the ‘new’ service user, unless stated otherwise.

Please note that the Bulk Change Process takes typically between 4-6 weeks to complete.

Change of Bacs Reference:

This BCP allows a service user to change the unique identifier for each Direct Debit at the paying PSP. An example of this would be where a service users payers are currently collecting under references with the prefix of ABC however, due to a change in ownership wish to collect under the prefix of XYZ.

Method:

• Advise SmartDebit via [e-mail] that you wish to change your Payers Bacs References.
• Advise of the last date of collection under the old references & the first date of collection under the new references. A Bulk Change Date will also be confirmed at this stage.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• SmartDebit will submit the 0C’s for the old reference and the 0Ns for the new references on the agreed Bulk Change Date.

 Full or Partial Change of SUN – same legal entity

This BCP allows a service user to transfer some or all of their Direct Debit Instructions from one Service User Number (SUN) to another. An example of this  would be consolidating Direct Debit Instructions from several SUNs to one SUN.

Method:

• Advise SmartDebit via [e-mail] that you wish to transfer some or all of your Direct Debit Instructions to a new SUN.
• Advise of the last date of collection under the old SUN & the first date of collection under the new SUN. A Bulk Change Date will also be confirmed at this stage.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf. Under the Bacs rules & guidelines, a Bulk Change Deed is not required if the legal entity is the same.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• SmartDebit will submit the 0C’s on the old SUN and the 0Ns on the new SUN on the agreed Bulk Change Date.

Full or Partial Change of SUN – new legal entity

As with above, this BCP allows service users to transfer some or all of their Direct Debit Instructions from one Service User Number to another. An example of this would be that Company ABC buys Company XYZ and wants to transfer some or all Direct Debit Instructions from ABC’s SUN to XYZ’s SUN.

Method:

• Advise SmartDebit via [e-mail] that you wish to transfer some or all of your Direct Debit Instructions to a new SUN.
• Advise of the last date of collection under the old SUN & the first date of collection under the new SUN. A Bulk Change Date will also be confirmed at this stage.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf. Under the Bacs rules & guidelines, a Bulk Change Deed must be completed if the legal entity is to change.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• SmartDebit will submit the 0C’s on the old SUN and the 0Ns on the new SUN on the agreed Bulk Change Date.

Change of Name – same legal entity

This BCP is followed when a service user changes their name but retain their legal entity. An example of this would be a company that has change their name however have retained the same company registration number.

Method:

• Advise SmartDebit via [e-mail] that you wish to change your company name with no change in legal entity.
• Advise of the last date of collection under the old company name & the first date of collection under the new company name. A Bulk Change Date will also be confirmed at this stage.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• On the Bulk Change Date, SmartDebit will update all records in line with the Change of Name.

Change of Name – new legal entity

This BCP is advised when a service user acquires the business of another service user (e.g merger) and wish to continue to collect Direct Debits using the existing arrangements, and will continue to use their existing SUN.

Method:

• Advise SmartDebit via [e-mail] that you wish to change your company name with a change in legal entity.
• Advise of the last date of collection under the old company name & the first date of collection under the new company name.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf. Under the Bacs rules & guidelines, a Bulk Change Deed must be completed if the legal entity is to change.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• On the Bulk Change Date, SmartDebit will update all records in line with the Change of Name.

Change in Bacs reference & SUN and/or change of legal entity

This BCP enables a service user to change and amend the reference and the SUN held against their customer Direct Debit Instruction at the paying PSPs. It will also advise the payer of the change of legal entity.

• Advise SmartDebit via [e-mail] that you wish to change your Payers Bacs references and SUN. As this is also a change in legal entity, you may be requested to complete a Novation Agreement.
• Advise of the last date of collection under the old Bacs References and SUN & the first date of collection under the new Bacs References and SUN.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf. Under the Bacs rules & guidelines, a Bulk Change Deed must be completed as the legal entity has changed.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• On the Bulk Change Date, SmartDebit will update all records in line with the Bulk Change.

 

Change in Bacs reference & SUN with the same legal entity

This BCP enables a service user to change and amend the reference and the SUN held against their customer Direct Debit Instruction at the paying PSPs.

• Advise SmartDebit via [e-mail] that you wish to change your Payers Bacs references and SUN.
• Advise of the last date of collection under the old Bacs References and SUN & the first date of collection under the new Bacs References and SUN.
• SmartDebit will complete a Notification of Change form and Notification of Change Letter which will be provided to the paying PSPs for approval on your behalf. Under the Bacs rules & guidelines, a Bulk Change Deed is not required where the legal entity is the same.
• SmartDebit will provide the Notification of Change Letter to you in which must be provided to your Payer’s prior to the Bulk Change Date in line with your Advance Notice Period. SmartDebit will not issues these for you on your behalf.
• On the Bulk Change Date, SmartDebit will update all records in line with the Bulk Change.3

Above briefly outlines the processes for each change however each Bulk Change is unique and additional requirements may be requested. If you also have your OWN Service User Number, some of the above processes may be completed by yourself and not SmartDebit.

If you would like further details regarding a Bulk Change or you would like to discuss an on-going Bulk Change, please contact our Customer Support Team on 01276 851820. Alternatively you can email us at [e-mail].