How to configure penalties for rejected direct debits ?

Rejection scenarios allow you to configure the impact on finance, bookings, access and many other elements when a rejection is indicated automatically or manually to Xplor Gym. Before importing or indicating a rejection, you need to configure your rejection scenarios.


GIF penalties for rejected DD 1.gif

In SETTINGS, go to Legal and Financial then to Penalties for rejected direct debits.


Here, do not take into account the circumstances (error codes, number of errors) in which these scenarios will occur. Simply define the field of possibilities, scenario by scenario. 


The example shows how to create a scenario, but you'll need to create as many as you can. 
Add the scenario and name it 
Select Add a penalty and name it explicitely. The best is to indicate the main consequences of scenario.ADD A PENALTY 1.png
Determine the consequences of the penalty

  • Suspend the member's direct debits: in this case, the member will be excluded from the direct debit files, as they will have a "suspended direct debits" tag. Direct debits can be reactivated at any time from the member file. Please note that direct debits are suspended from a 'technical' point of view, but invoices linked to due dates will continue to be generated.


  • Resubmit the direct debit: this allows you to relaunch the direct debit (by hosting it in a future batch), by ticking the box corresponding to the time at which you wish to relaunch it. Direct debits that have already been rejected can be excluded from this scenario.

What happens if you have also chosen to resubmit the direct debit?

If you have chosen to collect the payment using the stored bank card and you have also chosen to resubmit the direct debit, you will first try to make the member pay using the stored card and then, if that doesn't work, you will resubmit the direct debit.
  • Deactivate the direct debit mandate: this prevents the member from being included in the direct debit batch and shows the member without a mandate.


  • Cancel the membership linked to the direct debit: you can cancel all the member's memberships on the commitment date or immediately, giving a reason for the cancellation.
  • Choosing to cancel on the commitment date: what are the implications?
In this case, we create an "early" cancellation for the member's membership. Since they are contractually committed, they owe their instalments. The member will then be in debt until everything has been settled.


  • Choosing to terminate immediately: what impact will this have?
In this case, the last membership due date will be cancelled by means of a credit note. For the moment, there is no way of defining whether or not you want to generate a credit note: it will be generated automatically.


All the member's memberships will be cancelled, not just the one that caused the direct debit to be rejected.
Once you have defined the consequences of the penalty, you can go to the Admin fees tab.


  • Unsubscribe the member from future bookings: All future bookings to be taken into account on the day following the date of the incident will be cancelled. If a booking takes place on the day of the rejection, it will not be cancelled. The unsubscription constraints indicated in the booking rights are overridden.

Attention - Network and Free-booking🌐

In the case of a network with a shared schedule (or in any case a club from which the member's bookings in other clubs are visible): the member is unsubscribed from all the bookings visible from his home club.

In the case of a free booking, but a non-shared schedule: the member is only unsubscribed for bookings made on his home club.


  • Close member: you can also close the member file. To find out more about this feature, click here.
Determine the Admin fees related to the penalty 
ADMIN FEES 2.pngAdd an administration fee by ticking the appropriate box and entering the amount. You are then offered the option of having these fees deducted automatically, and if so, when. If you don't choose to have the fees deducted automatically, there will simply be an invoice on the member file.
Determine potential blockages
BLOCKAGE.pngHere you can block the member's online booking and/or access.
Indicate whether you are attempting to collect the payment using the saved bank card.

Here you can indicate whether the amount due will be recovered from the bank card saved in the member file, as well as any administration fees.

What about a situation where collection is by bank card ?

If you have indicated in your scenario that you are collecting a direct debit by bank card, then there will be no scenario consequences other than the creation of handling fees if this had been indicated in the scenario.

  • If you have indicated in the scenario that you were blocking the bookings and the bank card recovery was successful, then the bookings would not be blocked.
  • If recovery via the bank card is unsuccessful, all the consequences of the scenario will be played out, including the blocking of bookings.


  • If a second rejection occurs following the successful recovery, then we refer to the next box to determine whether we are using the first scenario or the second.


Save the penalty
Click on "Save", the penalty then appears in the list : 

Repeat the action for each of the other possible scenarios

You can then repeat the action and create the rest of the possible scenarios by clicking on Add Penalty again.ADD A PENALTY AGAIN.png


Once all the scenarios have been created, move on to step 3.

Did you make a mistake?

If you've made a mistake, you can always change the scenario by clicking on it or delete it using the three little dots on the line...REMOVE THIS PENALTY.png


In this step, you're going to define when each of the scenarios established in step 2 will come into play.

This is defined according to the number of errors, which corresponds to the number of consecutive rejections of the member, and/or according to the error code, which corresponds to the reason for the rejection established by the bank.




 coche.JPGDefine the calculation of the number of errors

Here we define how the number of consecutive errors (rejections) is calculated.

  • tick the first box if you do not wish to count rejections that have been settled (paid by the member).
  • tick the second box if you don't want to count rejection charges.
  • tick the third box if you don't want to count rejects that come from pick representations. It is also possible to determine a scenario for the case of direct debit resubmission.

To find out more about how rejection errors are calculated, click here.

  coche.JPGDefine default penalties

Here we indicate when each of the scenarios should occur. In the drop-down list for each of the errors according to their classification, we find the possible scenarios set up in step 2.


 coche.JPGWould you like to define specific scenarios for a particular error code?

When a direct debit is rejected due to a stop payment, you want to apply specific scenarios... To do this, click on the button at the bottom of the screen:ASSOCIATE.png

A window opens and you can then define which error group and code in particular are concerned by the particular treatment and which scenarios will be applied to the different errors.PENALTIES LAST SCREEN.png


The drop-down lists contain all the typical scenarios defined in step 2.


And the 4th error ?

The 3rd error scenario will be applied. 

That's it, rejection penalties are correctly configured. Now import rejects or report them manually in the software. To find out how, check out the articles on importing rejects via a CAMT054 or manually.



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