View debit mandates

You view or check debit mandates. Profit provides various views for looking at mandate data.

Before you actually submit the SEPA collection order to your bank for processing, you have to send a message to your debtors (with a pre-announcement or pre-notification) about the amount you are going to collect and when you are going to do so. You can use the invoice for this pre-announcement.

To view and check debit mandates:

1. Go to: Financial / Debtor / Collection mandate.
2. Open the view:
   • All signed debit mandates

     This view contains all debit mandates that have been authorised.

   • Debtor to be mandated

     In the view, you see all debtors for which a continuous debit mandate has not been signed yet.

   • Invoice to be authorized

     In the view, you see all invoices for which a debit mandate is required but not yet signed.

   • Controle dubbele machtiging

     You use this view to check if duplicates of mandates are present. When creating a collection order, an error message appears if a duplicate mandate is present for a debtor. You can display the mandates of the Current administration or All administrations.

   In the example window below, you see the All signed debit mandates view.

   

   Profit determines the Mandate feature via a function that uses the debtor Properties. There are three possibilities:

   • ‘SR’ + Debtor number. This is a default recurrent mandate since SEPA collection method = Default and ‘Debit mandate required per invoice’= ‘N’
   • ‘SO’ + Debtor number + invoice number. This is a default one-off mandate since SEPA collection method = ‘default’ and ‘Debit mandate required per invoice’= ‘Y’
   • ‘BR’ + Debtor number. Business recurrent mandate (B2B Recurrent) if SEPA collection method = B2b

   In the debit mandate properties, the Mandate feature field can be changed which means you can change it in particular cases. This means that in addition to the digits of the feature, you can also adjust the letters.

   The view shows the IBAN number of the debit mandate and the Voorkeur IBAN nr. column of the debtor. This is the bank account number set on the Payment tab in the properties of the debtor. The IBAN number of the debit mandate can be different from the preferred IBAN number if the debtor has multiple bank account numbers from which you collect.

3. Open the properties of the debit mandate: double-click the line or click the action:Collection mandate.
4. Go to the tab: Collection mandate.

   

   You see the settings for this debit mandate.

   • Debit mandate date is equal to the date 01-11-2009 for continuous mandates after the conversion from ClieOp to SEPA collection (for the Netherlands). This is for debtors where Automatically collect was set when you set the bank account number of the administration to the SEPA format. If, in practice, it was actually signed on a different date then this has been agreed within the SEPA countries so that banks recognise that the collector is using a 'recurrent' mandate for the SEPA collection transaction in question.

     For other countries (for example, Belgium), after the conversion, the date in Debit mandate date is empty for continuous mandates and the To be signed status is Mandate status.

     If you have imported debit mandates after the conversion and these are 'matched', the value in Debit mandate date is the date you entered for the import. In that case, the mandate has the Active status in Mandate status.

     For a new debit mandate, Debit mandate date is empty. In that case, enter the date as soon as you have received the mandate from the debtor (via the mandate form) and recorded it.

   • Profit determines Date of last collection on the basis of the date of the last collection from the debtor for which a collection order was used.
   • Profit determines Mandate expiry date on the basis of the date in Date of last collection + 36 months. This means that Profit adds 36 months (3 years) to Date of last collection. If Date of last collection is empty, the date is set to '01-02-2014' + 36 months.

     If you collect again from this debtor, the expiry date therefore also moves forward.

     If you do not collect from a debtor for 36 months (3 years), the debit mandate is automatically deactivated. That does not mean the mandate has actually expired and that you can no longer collect from this debtor. This field is a 'fictitious' field that allows you to track how long it was since you last collected. The expiry date in that case moves closer to today's date. Otherwise, it moves 36 months.

   Example: 

   You collect on 09-10-2016 . The situation is now as follows:

   Date of last collection: 09-10-2016

   Mandate expiry date: 09-10-2019

   If you then collect again from this debtor, the expiry date therefore also moves forward.

5. Go to the tab: Mandate status.

   

   You see the mandate status data.

6. Profit automatically determines the Transaction delivery code and Mandate status. You deliver the value of Transaction delivery code from the collection transaction to the XML file of the SEPA collection order.

   Profit maintains a history of collection orders including the status per invoice. By comparing the features of the current collection transaction (mandate feature and account number) with the history, Profit can determine the Transaction delivery code.

   • Car Automatically based on collection history. The AUTO status is assigned when a debit mandate is created. Profit checks if a debit mandate already exists for the sales contact with the account number specified for the new collection. If no collection history is present for the account number, Profit assigns the FRST status to the collection. If the account number is present, the RCUR status is assigned in the collection file.
   • OOFF ('One-Off') Single collection transaction, for an invoice that is collected in its entirety once, even if the collection transaction is refused once and also if the collection transaction is reversed once.
   • For a collection transaction from a range, Profit determines if the code must be FRST ('First') First instruction in a range of collection transactions or RCUR ('Recurring')Next instruction in a range of collection transactions. If there is no collection history then the delivery code has the value FRST (First collection from a continuous mandate). The bank of the person/organisation from whom the amount is being collected (the debtor) will refuse a RCUR if a FRST has never been received.
   • FNAL ('Final') (Last instruction in a range of collection transactions) can be used within SEPA to deliver the last collection transaction in a range. However, the advice of the banks and the DNB is not to use this. Thus, the last collection is a normal RCUR.

   You can use this tab to manually overwrite settings that Profit has determined automatically. Only change this data in consultation with your bank or AFAS Support.

7. Click on: OK.

View the SEPA debit mandates for all administrations

The default data collection for debit mandates filters the data by the Current administration, the administration you have opened. Using the SEPA collection mandate for debtors (analysis) data collection, you can view the data from all administrations in analyses and reports. If you have multiple administrations and you want to display all SEPA debit mandate data, you can add a report or analysis based on the SEPA collection mandate for debtors (analysis) data collection.