Add a SEPA collection order

You add a new collection order for SEPA. In the wizard you select your bank account number that has been configured for SEPA collections and Default or B2b as the SEPA collection method. You only select the outstanding items for debtors that have been configured for SEPA collection. The SEPA collection order only includes the invoices for which there is a mandate.

If at the debtor level you have specified that you want to automatically collect payments, Profit includes outstanding items of that debtor in the collection orders. However, you can exclude specific items from collection.

Contents

Add a SEPA collection order

Profit adds a collection order with the desired debtors and the outstanding items to be collected.

To add a collection order:

Go to: Financial / Debtor / Collection order.
Click on: New.
Complete the fields.
Select the bank account number you want the payments to be paid into.
Use the selection criteria for selecting the outstanding items to be collected:
- By default Profit only includes outstanding items that were due on the Reference date and that have the Automatic collection check box selected.
- If you include debtor invoices that are not due yet, Profit includes all invoices that are not yet due for debtors in the selection. However, you manually have to select the invoices that are not due yet on the Invoices tab in the collection order properties before you process the order, if you actually want to include them in the collection file.
Specify the date on which the bank is to process the payment in Preferred processing date.
The outstanding items are written off on this date. The voucher date of the financial entry that originates from the collection order is the same as the Preferred processing date, not the system date (the date the order itself was created).
Select the description in Order information. This is the description that appears on your debtor's bank statement:
- In Only fixed description statement, enter the fixed description that applies to all items in the collection file. The fixed description is only for your own bank statement, this description will not be sent to the customer. If you only use a fixed description, the chances are that your debtors do not know which outstanding item(s) you have collected.
- If you choose to (also) list the invoice numbers, Profit includes the invoice numbers or the entry description, depending on whether you have or have not selected the Copy entry description check box in the administration settings (Financial / Management / Administration settings, Payment/Collection tab). If you have selected Copy entry description, the entry description is included instead of the invoice number. If you have not selected the Copy entry description check box, Profit includes the invoice numbers in the description. If you have selected the Copy entry description check box, Profit includes the entry description in the description instead of the invoice number.
- You select State fixed description and invoice number(s) if you want to save invoice numbers (or the entry description) as well as a fixed description to the file.
Note:

The fixed description is only for your own bank statement, this description will not be sent to the customer. Invoice numbers (or the entry description) are actually sent to the customer.

The length of the total description in the collection file is four lines. If you start with a fixed description, there is less space for invoice numbers or entry descriptions.
Select the desired debtors (from... to).
Select Default or B2b in SEPA collection method.
Profit selects all the outstanding items for debtors who are configured for SEPA collection method Default or B2b.
Click on: Next.
Select the check boxes of the outstanding items you do not want to include.
If you use this approach to exclude debtors from collection, then the Automatic collection check box in the properties of the outstanding item remains selected. This means the outstanding item can be included in the next order.

Profit selects outstanding items whose due date is within 8 days. That is because in case of a FIRST transaction, the bank 'holds on' to an item for 6 working days, a period that always includes a weekend. If during the further processing of the order it turns out that it is a RCUR item (following a FIRST), Profit checks for the correct due date (minus 3 days).

Because FIRST and RCUR transactions can be combined in one order, in this selection window Profit therefore takes into account the maximum (8 days). For more information, please refer to Selection of outstanding items in a collection order.
Click on: Finish.
The invoices are selected for collection.

Note:

If you are using the queue, Profit places this task in the queue. While the task is being performed in the queue, you can continue to work. See: Use and manage the queue

The queue is always enabled in AFAS Online. That means that the task is always preformed via the queue.

Selection of debtors with outstanding items in the SEPA collection order.

Profit maintains a history of collection orders including the status per outstanding item (invoice). By comparing the features of the current collection transaction (mandate and account number reference) with the history, Profit automatically determines the Transaction delivery code (FRST, RCUR, OOFF, etc.). You deliver this value from the collection transaction to the XML file of the SEPA collection order.

You can use several of your own bank account numbers (at the same bank, so the same BIC) to collect multiple invoices from a debtor. The first invoice is collected with Transaction delivery code FRST and the second and subsequent invoices with the transaction code RCUR. Previously, a second invoice collected with a different own bank account number with the same BIC was rejected by the bank, because the second invoice was also submitted by Profit with FRST as the transaction code. Suppose: You have two bank account numbers, A and B, at the same bank with the same BIC. In the first collection order with bank account number A, transaction code FRST is used and in the second collection order with bank account number B, transaction code RCUR is used.

When you deliver the collection files, you do not have to deliver these files separately based on the Transaction delivery code. Profit does this automatically.

SEPA collection delivery and processing times

For SEPA collection, the banks automatically use a number of 'extra days': if you submit a collection order, it is collected by the bank after a set number of 'extra days'. For Default European collections, the delivery period for the first order is 5 working days and for any subsequent order 2 working days. For a B2b collection, this is 1 working day for the first order and the same for a subsequent order.

Profit takes these delivery and processing days into account with regard to the due date of the invoices. Profit determines this in the selection of the invoices for the collection order as follows:

For SEPA one-off mandates (OOFF), the invoice from the debtor is included in the collection order if the reference date of the collection order is 8 days or less before the invoice due date.
For SEPA Standard recurring mandates (FRST), the first invoice from the debtor is included in the collection order if the reference date of the collection order is 8 days or less before the invoice due date.
For SEPA Standard recurring mandates (RCUR), the second and subsequent invoices from the debtor are included in the collection order if the reference date of the collection order is 3 days or less before the invoice due date.
For SEPA Business to Business (B2B) recurring mandates, the invoices from the debtor are included in the collection order if the reference date of the collection order is 2 days or less before the invoice due date.
For an invoice with payment instalments, the due date of the payment instalment is used.

Profit looks at the outstanding item and after that at the mandate and, based on this, the due date is modified, as it were. For example, if the due date of an invoice is 20-12-2015 (with Default OOFF), Profit selects the invoice if the reference date of the collection order is 12-12-2015, i.e. 8 days before the due date of 20-12-2015.

After the selection of the debtors (with outstanding items with even more filters - including compressed and oldest invoice), the actual invoices are searched for and placed in the file (whether or not selected with a check mark). In the properties window of the collection order, it is then possible to see which invoices are included in the collection order. With the creation of a collection order, a check is made per invoice to see which ones should be included and which ones not yet.

The total of the selected invoices can therefore be different than the outstanding balance that you see in view for the debtor selection. Profit is unable to record all conditions, exceptions and special SEPA conditions in this view.

Note:

If it is the first time that a debtor has been included in a SEPA collection it can thus be that only 1 invoice is selected. It is only with the next collection run that Profit includes the other invoices (unless the debtor is set to compressed).

Multiple bank account numbers

Set up partial collection

You can choose to collect part of an invoice. The balance will remain as an outstanding item.

Note:

To set up partial payment or partial collection you must be authorised to maintain the General tab of Invoices to be paid.

To set up partial collection:

Add a collection order in the usual way via Financial / Debtor / Collection order, as described in the above procedure.
Next, go to the properties of this collection order.
Go to the tab: Invoices.
Double-click on the line of the invoice for which you want to set up partial collection.
Select the Partial collection check box.
Enter the amount that you want to collect.
Click on: OK.

Directly to