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How this works is explained here → https://nexxchange.atlassian.net/wiki/spaces/GSE/pages/547979351/Customers+CRM#Customers%26CRM-PeriodicBilling
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Overview
You may filter transactions by specific conditions available here. The options you can choose from are the same for all 4 sub-tabs.
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Queued Mandate Transactions - If there are any new positions you can export/compress, they are shown under this tab.
Pending Mandate Transactions - Once exported, they will be shown under this sub-tab.
Failed Mandate Transactions - If a transactions transaction has failed (or was marked failed manually), they will be shown under this sub-tab.
Settled Mandate Transactions - Finished transactions can be seen here. If you accidentally settle a transaction, you are still able to manually mark it as failed, and then choose additional options.
Operations available for Transaction Mandates
Export Sepa Mandate
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Clicking on this Symbol opens up a new dialog window which lets you export this specific transaction manually. If you need Depending on your Bank Institute, you have the option to export it with Write Payment Description or/and , Suppress Payment Reference, both options or none of those 2, depends on your bank institute. The Collection Date is usually set 3-5 days ahead (= the time it takes for a bank transaction to occur).
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Mark as failed
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Clicking on this symbol opens up a new dialog window. You may specify this transaction as failed. You may define Date failed and you have the option to change the sum (usually not recommended).
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Settle Transaction
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Clicking on this symbol lets you mark a transaction as settled. In case one of your members has already payed in advance, you can settle a transaction, choose the Payment Method received and its Date.
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Edit Transaction
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By clicking on this symbol you can manually change the Next payment due date, as well as the Sum you are expecting. E.g. this can be used if someone wants to pay an additional, outstanding transaction (another Mandate Transaction you still expect) at once.
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Be sure you either settle, edit or close the corresponding transactions (if any exist), in case you choose to change the Sum expected. |
Uncompress
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Uncompressing a Sepa Mandate Transaction will split up the transaction into its original mandates.
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In order to do this with already exported transactions, you have to tick the “Overwrite” box to uncompress the Mandate Transaction which is then send sent back to the sub-tab Queued Mandate Transactions.
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Mark as closed
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If you want to mark this specific transaction as closed, simply click on the button Mark as closed. This can be useful if you know a Mandate Transaction won’t be received (e.g. no payment will be received) or the corresponding invoice has already been payed, so transaction(s) are not required anymore.
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This can be useful if multiple, different positions are available for a specific customer, but you want to cut down on the amount of separate Mandate Transactions you want to send towards your bank instituteBank Institute.
E.g. you want to cut down on fileFile-size or/and amount charged for each Mandate Transaction you send, but please be aware of each individual transaction’s Next payment due-date.
The customer might not be happy to pay the whole outstanding amount at once.
Once you made you your selection, the system might give you a warning, in case e.g. if bank information is missing:
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Transactions seen here are not settled - they are merely ready to be downloaded as a fileFile, which you need to upload to your bank institute Bank Institute to start the bank’s its automatic SEPA-Mandate process.
To download the .xml file needed for online-banking, you have to click on the following marked area:
Once downloaded, you can open it using a text editor to check the file’s content. Once content, please follow your bank institute’s guide on SEPA-Mandates on how to proceed and upload them.
Warning
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There, you can download the XML-File of the exported transactions for you to upload to your Bank Institute:
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You need to know the parameters beforehand, e.g. whether you need to export SEPA-Mandates with or without “Suppress Payment Reference” or/and “Write Payment Description”.Bank institutes may The XML-File downloaded after you export the SEPA-Mandate-Transactions will reflect your choices. Bank Institutes may require both, one or may not require any of these 2 options for a file File to be uploaded successfully. If the .xmlXML-file File is rejected by your bank instituteBank Institute, you may ask the bank institute your Bank Institute for assistance. Please be aware, 0.00-values are to be avoided - they are not valid transactions to perform. |
Downloading an individual File for your Bank Institute
Maybe you require a specific data range or want/need to upload a File (type) separately to the Bank Institute.
To download a specific data File needed for online-banking, first make sure you filtered the transactions you require. This might lead to errors as wellThen, you have to click on the following marked area:
Click the desired File-type (typically .CSV or .XML). Once downloaded, you can open it using a text editor to check/edit the File’s content
Once content, please follow your Bank Institute’s guide on SEPA-Mandates on how to proceed and upload the File-type correctly - you are very likely to change specific lines of the exported File.
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Please be aware - this only needs to be done if you can not upload the XML-File, whether because your Bank Institute does not support the standard or requires a different type of File/Format. This is usually not necessary. You can download the XML-File under Processes as explained in the previous section. |
Marking a Transaction as paid
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Once done, you can find them under the sub-tab Settled “Settled Mandate TransactionsTransactions”:
We successfully settled this position and the system will let you know (under History) when, what and by whom this transaction has been settled.
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It is important to keep track of your received payments. If a transaction has been falsely marked as payed, you have to check as to why and what happened. Contact your bank institute Bank Institute or your customer for further information as to what might have transpired.
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