Debit mandates

Under this tab, you can see an overview of your Sellers. Clicking on one seller will show several sub-tabs below “SEPA Mandate Information”.

You may find Mandate Transactions here, which are defined when creating an invoice, via marking an article under Periodic Billing to be paid with a SEPA-Transaction.

How this works is explained here → https://nexxchange.atlassian.net/wiki/spaces/GSE/pages/547979351/Customers+CRM#Customers%26CRM-PeriodicBilling

Overview

You may filter transactions by specific conditions available here. The options you can choose from are the same for all 4 sub-tabs.

The following tabs can be selected:

• 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 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

Clicking on this Symbol opens up a new dialog window which lets you export this specific transaction manually. If you need to export it with Write Payment Description or/and Suppress Payment Reference, or none of those 2, depends on your Bank Institute. The Collection Date is usually set 3-5 days ahead.

Mark as failed

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).

Settle Transaction

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.

Edit Transaction

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.

Uncompress

Uncompressing a Sepa Mandate Transaction will split up the transaction into its original mandates.

Click on the “Uncompress Sepa Mandate Transaction” - Button to split the transaction back up.

You have the option to do this for already exported Mandate Transactions as well.

Mark as closed

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.

The sub-tab below it will then show a note with “Mark as closed”.

Exporting SEPA Mandates

Using our adaptive filter-system, narrow down the debit mandates you want to export. Once you have done that, you may choose to compress them.

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 Institute.

Once you made you selection, the system might give you a warning, in case bank information is missing:

After you added the missing information, you may proceed to click on the “Export debit mandate”- Button.

Transactions seen here are not settled - they are merely ready to be downloaded as a File, which you need to upload to your Bank Institute to start the bank’s automatic SEPA-Mandate process.

After you performed the export, click on the cog-icon (to check your processes):

There, you can download the XML-File of the exported transactions you can upload to your Bank Institute:

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. Then, 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.

Marking a Transaction as paid

You can singularly mark a transaction as paid, or narrow down your selection using our adaptive filter-system.

Once satisfied, click on the orange “Settle SEPA Mandate Transactions” - Button.

Specify the Payment Method, the Date and the SEPA Collection Date (when you received the payment).

Click on the “Settle Mandate Transactions” - Button to finish this process.

Once done, you can find them under the sub-tab “Settled Mandate Transactions”:

We successfully settled this position and the system will let you know (under History) when, what and by whom this transaction has been settled.

Under any case, you can always mark a settled transaction as failed, even if it has already been settled.

You can specify the Sum and the Date failed. It will then be sent towards Failed Mandate Transactions.

What to do if a SEPA-Transaction has been settled, then marked as failed

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 or your customer for further information as to what might have transpired.

Marking a transaction as failed will also show it as “Failed” under the specified invoice’s Debit mandate:

Our Software can not know if the transaction has actually been successful or not. So the amount is still being handled as “paid”, since it has been marked as paid once (subject to change).

To fix this, you can turn the amount negative and manually add it towards your invoice’s received payment, so the outstanding amount is back to what’s actually still open (a note will help clear things up as well):

If you check the outstanding amount, it is back to the original value:

Before you do this, double-check if the amount has really not been payed to avoid confusion.