Temporary changes to contracts can be added to the system through the use of spreadsheet files. The process below covers how to find the import template, upload the data, and submit the file.
📌Note: It's not possible to add a termination/give notice notification through the File Upload.
📌Note: Patches can be used for regular rolling payments on a contract without affecting any ad hoc collections.
📌Note: To add a patch to an individual contract please see Change the payment amount temporarily.
Navigate to the FILE UPLOAD tab.
From the Template Library select System New Patches template.
Click the Download icon, then complete the spreadsheet with your customer's details.
The template has five fields to complete:
DirectDebitRef (this is the Bank Ref shown on DDCMS): The Direct Debit reference of the contract.
From: Date the change starts.
To: Date the change finishes.
Type: The three types are as follows:-
Skip: This won't extend the length of the contract.
Freeze: This extends the length of the contract.
Change_amount: You can change the amount within the date range you specify, contract then reverts to the original amount.
Comment: Relating to the change that is stored in the database (this is mandatory).
Amount: The amount of the payment required (e.g. 4.99). This should only be populated when type is Change_amount.
Save the file in CSV or XLSX format.
Under the Upload a file tab, select a template from the drop-down menu.
Under the Data File tab, click click to select a file.
Click on the Upload File button.
If errors occur after uploading you need to correct the errors.
We then advise downloading a Future Payments Due report to double check that the submission is correct.