When managing Direct Debit collections through Access PaySuite DDCMS, it's important to understand how invoice data from Xero is handled. Specifically, if the contact on an invoice is changed in Xero after it's been created, Access PaySuite DDCMS won't automatically update or reassign the payment to the correct contract.
📌Note: If you're unsure how to manage this process and need assistance, please contact our Access Digital Assistant for support. If the assistant can't resolve your query, you're connected to a support agent for further investigation.
What happens when you change the contact on a Xero invoice?
Access PaySuite DDCMS links invoices to contracts based on the original contact assigned in Xero. If you manually change the contact on an invoice after it has been created:
Access PaySuite DDCMS won't detect the change.
The payment won't be moved to the correct contract.
This can result in failed or misallocated Direct Debit collections.
Corrective action required
If an invoice has been moved to a different contact in Xero, you must:
Void or credit note the original invoice.
Raise a new invoice under the correct contact.
This ensures that Access PaySuite DDCMS correctly associates the invoice with the appropriate contract and processes the Direct Debit as expected.
Best practice tips
Always verify the contact details before raising invoices in Xero.
Avoid editing invoice contacts after creation - raise a new invoice instead.
Regularly review your invoice and contract mapping to ensure accuracy.