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SEPA direct debit procedure (SEPA XML)
SEPA direct debit procedure (SEPA XML)

Here you find a step-by-step guide for creating a SEPA transfer

Davide Visentin avatar
Written by Davide Visentin
Updated over a week ago

With our SEPA module, you can check if your client's bank account details are correct, create SEPA mandates, SEPA transfer and return debits if, for example, a client's account was not covered.

1) SEPA settings

  • First you need to set up your SEPA direct debit.
    Go to the menu Setting > Master data and enter all relevant data into the fields.

IMPORTANT - In order to be able to use the electronic direct debit procedure, you need a creditor ID. If you do not have a creditor ID yet, you need to ask to your bank.

2) Insert bank details of the customer

  • Go to the menu Customers and select the customers where you want to collect the fees with SEPA XML.
    In the client profile enter the bank details by clicking on the 3 dots on the right in the filed Details > Bank details.

  • Afterwards enter the IBAN of the customer and click on the "Check" button. The system then automatically enters the remaining data such as BIC and bank name. The system enters the client as the account holder. You can still change this afterwards.

3) Create the SEPA mandate

  • Once you inserted the bank details of the customer, you need to activate the SEPA mandate. You can do this by clicking on the 3 dots once again and on 'Create SEPA mandate'.

  • In the following popup you click the button 'Request SEPA mandate'.
    The system generates a mandate reference number. Select the date when the client gave you the SEPA mandate and click 'Save'.

4) Launching SEPA transfer (SEPA XML)

  • To start a new SEPA offline transfer go to the menu Finances > SEPA.
    By clicking on the 3 dots you can create a "new SEPA transfer".

  • You can set the period where the claims have to be collected and on which day you want to collect them.
    All invoices with a SEPA mandate are listed here. Of course, you can also exclude individual invoices by un-checking the relevant customer.
    As soon as you execute the SEPA direct debit, all invoices with a SEPA payment method will be set to 'paid' in the menu Financials > Invoices.

  • After you have executed the SEPA transfer, you can download the overview as an XML file and send it to your bank for collection.
    Within a maximum of 3-5 working days the bank will collect all SEPA invoices and pay them to your own bank account.

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