Making SEPA bank transfers, direct debits and advance payments

You must set up the following information:

You must create one or several cash journals that will be used for direct debits or bank transfers.

1 To do so, go to Tools > Setup > General setup > Accounting > Cash journals.
2 Update the bank details from the Cash journal tab.
3 From the Bank transfers/withdrawals tab, enter information about the direct debits / bank transfers linked to the cash journal:
  • Enter the sold-to-party number for the direct debit or bank transfer (given by the bank).
  • Enter the next order number (required).
  • Specify the paths where the transfer files will be generated. Do not include the file name in the path.

You must set up the Unique Mandate Reference (UMR or RUM in the software).

1 Go to Tools > Setup > General setup > Company > Automatic management objects numbering.
2 In the Type field, enter RUM (required).
3 In the Prefix field, enter a number made up of 35 characters max, with no blank space or latin character.

Note

Only open mandates can be used for direct debits.

1 Go to Tools > Setup > General setup > Company > Company.
2 In the SCI field, enter the SEPA Creditor ID.

You must update the payment terms of the Prélèvement type as well as the bank details for all the customers who are likely to pay via direct debits.

1 Open your customer’s record sheet and click on the Finances tab.
2 Under Terms and conditions, select Prélèvement from the drop-down menu.
3 Update your customer's bank details.

You must update the transfer terms of the Virement type for all the suppliers who are likely to be paid via bank transfers.

1 Open your supplier’s record sheet and click on the Finances tab.
2 Under Terms and conditions, select Virement from the drop-down menu.
3 Update your supplier's bank details.

It is advised to set up the relevant batch when you have a lot of direct debits to make. It enables you to generate payments as a background task without having an impact on the direct debits generation.

To do so:

1 Enable the BATCH_PRELEV application control on the company in charge of the direct debits, then restart Akuiteo.
2 Create a dedicated user for this direct debit batch. Ex: USRBATCHPRELVT. It will enable you to block any modification on an invoice with a pending direct debit.
3 Go to Tools > Setup > Batches > Batch creation and modification > > create your batch > select GenererPrelevements and specify the code of the user dedicated to the batch in the BATCH_USER parameter.

There are two ways to create a mandate:

Creating a new mandate directly

1 Go to Banking > Direct debit mandates > .
2 Enter the following information:
  • Customer
  • Customer site: if the mandate must be linked to the contact details of the customer site
  • Payment Type: Recurrent or Occasional
  • State code: Draft (by default) / Open / Disabled / Revoked / Expired
  • SDD Core: check the box if the debtor is a private individual
  • Date, Send date, Date signed and Due date
  • UMR: number automatically generated by Akuiteo after saving. You can also directly enter the UMR if the DMF 081408 is enabled.
  • Activation, Deactivation and Expiry dates
  • First date: the first SEPA direct debit that was issued and processed for this mandate, even if there is already national direct debits - issued and accepted - for this mandate.

If the type is Recurrent:

  • Opening receipt: the link to the receipt that generated the FIRST.
  • Closing receipt: the link to the receipt that generated the LAST.

If the type is Occasional:

  • Receipt: the link to the receipt (ONE OFF) of the mandate.

You cannot create a new mandate if there is already a draft or open mandate for the customer (or customer site, depending on the context).

Creating a mandate from the customer record sheet or site

From a customer's record sheet, a Mandates tab allows you to see and create mandates for this customer.

Important

By default, the Mandates tab is not displayed on the customer's record sheet. To display this tab, disable the Hide the Mandates tab preference in Edit > Preferences > General > Sales > Customers.

From the customer site, the Mandates tab enables you to access and create mandates for this customer.

Note

To be able to modify a mandate, you must enable the DMF 081403 BANKING MANDATES MODIFY.

To be able to delete a mandate, you must enable the DMF 081404 BANKING MANDATES DELETE (feature only active for draft mandates).

Activating a mandate

Note

Akuiteo will send you a warning message if the invoice billing site (or the customer) does not have an open mandate.

Once the mandate is created, you must enable it to be able to make direct debits. This feature is only available for draft mandates.

1 Enable the DMF 081405 BANKING MANDATES ACTIVATE.
2 Use one of the following features to enable the mandate:
  • From a mandate, go to Edit > Activate the mandate.
  • From the mandates search results, right-click on a selection of mandates, then select Activate the selected credit debit mandates.

The Activation date field is automatically updated with the current date.

Modifying the sequence

For occasional mandates, only the ONE-OFF value is available for the sequence.

For recurrent mandates, the FIRST / RECURRENT / LAST values are available:

  • FIRST is applied by default if the mandate is open and there has never been direct debits.
  • RECURRENT is applied if the mandate is open and the FIRST sequence has already been used.
  • LAST can be manually applied for the last direct debit on the recurrent mandate.

Deactivating a mandate

This action enables you to disable a mandate without having to wait for the last direct debit for example. This feature is only available for draft mandates.

1 Enable the DMF 081406 BANKING MANDATES FORCE DEACTIVATION.
2 Use one of the following features to disable the mandate:
  • From the mandate, go to Edit > Force deactivation of the mandate.
  • From the mandates search results, right-click on a selection of mandates, then select Force deactivation of the selected mandates.

The deactivation date is automatically updated with the current date.

Making a mandate expire

1 Enable the DMF 081407 BANKING MANDATES MAKE EXPIRE.
2 From the mandate, go to Edit > Cause the mandate to expire.

In this screen, you can search for the direct debits to generate:

1 Go to Banking > Batch reports and batch processing > Direct debits.

The Direct debits search screen opens and a search is automatically started. The search results therefore displays the list of all the direct debits to generate, from all the cash journals.

2 Enter the desired search criteria:
  • Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the direct debit.
  • Created by: help list with all the active employees, to filter your search according to the employee who initiated the direct debit.
  • Status: Enables you to filter your results based on the status of thedirect debits (validated or in progress).
3 Start the search.

The search results display a line per direct debit matching the specified criteria.

Tip

The In Progress column displays, for each line, the total amount of direct debits on the same cash journal and at the same transaction date, to make sure the daily amount of direct debits has not been reached.

To create a new direct debit with the different due dates to be paid:

1 Click on in the action bar of the direct debits search results, or on in the action bar of the Direct debits search screen.
2 Fill in the following fields:
Field Description
Label Specify the label of the direct debit.
Cash journal

Select the cash journal linked to the direct debit from the help list.

The selected cash journal must be correctly set up for bank transfers and direct debits.
Operation date Enter the transaction date of the direct debit.
3 Click on Validate.

The empty direct debit is created and is automatically displayed on the screen.

From the search results, select the desired direct debits, then click on in the action bar to open the direct debits input screen. You can select and display up to 5 different direct debits, that are linked to different cash journals and employees.

From the input screen, each direct debit is displayedseparately in its own table, with the lines corresponding to the due dates that are linked to the direct debit. If the table is empty, you must add the desired invoices.

To make a direct debit, you must:

  1. add the desired due dates in the direct debit;
  2. validate the direct debit;
  3. generate the SEPA file;
  4. generate the direct debits in order to settle the invoices with a pending direct debit, to create the customer payments charged on the relevant invoices and to generate the payment entry in the cash journal.

Managing the direct debits

The features available to manage direct debits can be accessed at the top right of each table:

Feature Description
DMF

081132 BANKING AUTOMATIC PAYMENTS MODIFY DIRECT DEBIT

Note

A validated direct debit cannot be modified.

Enables you to modify the label, the cash journal or the transaction date of the direct debit.

If you modify the header of a direct debit, the input screen is updated to only display the modified direct debit.

Enables you to add due dates to the direct debit.

Reference

For more information, refer to Adding due dates to a direct debit.
or
DMF

081113 BANKING AUTOMATIC PAYMENTS VALIDATE DIRECT DEBIT

081115 BANKING AUTOMATIC PAYMENTS CANCEL DIRECT DEBIT VALIDATION

Enables you to validate or cancel the validation for the direct debit.
DMF

081121 BANKING AUTOMATIC PAYMENTS GENERATE SEPA DIRECT DEBIT FILE

081122 BANKING AUTOMATIC PAYMENTS GENERATE SEPA DIRECT DEBIT FILE AGAIN

Note

The file can only be generated if the direct debit is validated.

Enables you to generate the SEPA direct debit file, that includes the due dates added in the relevant table. You must select the location to save the generate file. By default, the suggested location is the one specified in the setup of the related cash journal (see The cash journal and the direct debits / bank transfers).

When the TRS_FICPRLV_NOM management rule is enabled and according to the setup, it is possible to not have the save window displayed and the file is directly save on the computer.

This SEPA file can be generated again if needed.

Note

The SEPA file must be generated before you can generate the direct debits.

Enables you to generate the direct debits for the relevant customers.

When the direct debits are generated:

  • the relevant invoices are no longer pending for direct debit and are settled;
  • one or multiple customer payments are created and charged on the relevant invoices;
  • a payment entry is generated in the cash journal and this entry is matched with the invoice entry.

Regarding the direct debit mandate:

  • For the lines with a FIRST sequence, the Opening receipt field is updated on the mandate with the generated receipt number.
  • For the lines with a LAST sequence, the Closing receipt field is updated on the mandate with the generated receipt number.
  • For the lines with a ONE OFF sequence:
    • the Receipt field is updated on the mandate with the generated receipt number;
    • the mandate is deactivated;
    • an expiry date is added to the mandate.
DMF

081117 BANKING AUTOMATIC PAYMENTS DELETE DIRECT DEBIT

Note

A validated direct debit cannot be deleted.

Enables you to delete the direct debit and to automatically remove it from the input screen.

Adding due dates to a direct debit

Note

You can only add lines to a direct debit for direct debits that are not validated.

1 From the direct debits input screen, click on at the top right of the table for the relevant direct debit.

The invoices search screen for SEPA direct debits opens. This screen enables you to search for:

  • non-paid booked sales invoices with a payment method by direct debit;
  • non-charged receipts.
2 Enter the desired search criteria then start the search.

The results list displays the lines matching the search criteria.

Note

In the Status column:

  • The icon is displayed for due dates that are not already included in a direct debit.
  • The icon is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the customer linked to the invoice. In this case, the line can still be added to the direct debit.
  • The icon is displayed and the line is in bold if the line has already been added to a direct debit. In this case, the line cannot be selected.
3 Check the due dates to add, then:
  • click on in the action bar.
  • right-click on the table and click on Add selected due dates to direct debit.

Checked lines are added to the relevant direct debit.

Managing the due dates in a direct debit

Note

If the direct debit is validated, the following features are no longer available.

Right-click on one or multiple lines in the same direct debit:

Feature Description
Delete the selected lines Enables you to delete the selected line(s) in a direct debit.
Add a payment address

Enables you to change the address of the site to be used as the payment address for the selected line:

  • If there are several addresses, check the desired line.
  • If there is only one line, this address is selected with no other possible choice.

The addresses available are the addresses of the sites linked to the invoice customer and for which the Payment address box is checked in the Use of the site section.

To access this feature, you can also double-click on the desired line.
Transfer
DMF

081120 BANKING AUTOMATIC PAYMENTS MOVE DIRECT DEBIT LINE

Enables you to transfer one or multiple lines to another direct debit in the input screen.

In the window, select the target Direct debit from the drop-down list. This drop-down list displays all the direct debits that are in progress (not validated) and which are displayed in addition to the source direct debit in the input screen.

In this screen, you can search for the bank transfers to generate:

1 Go to Banking > Batch reports and batch processing > Bank transfers.

The Bank transfers search screen opens and a search is automatically started. The search results therefore displays the list of all the bank transfers to generate, from all the cash journals.

2 Enter the desired search criteria:
  • Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the bank transfer.
  • Created by: help list with all the active employees, to filter your search according to the employee who initiated the bank transfer.
  • Status: Enables you to filter your results based on the status of thebank transfers (validated or in progress).
3 Start the search.

The search results display a line per bank transfer matching the specified criteria.

Tip

The In Progress column displays, for each line, the total amount of bank transfers on the same cash journal and at the same transaction date, to make sure the daily amount of bank transfers has not been reached.

To create a new bank transfer with the different due dates to pay:

1 Click on in the action bar of the bank transfers search results, or on in the action bar of the Bank transfers search screen.
2 Fill in the following fields:
Field Description
Label Specify the label of the bank transfer.
Cash journal

Select the cash journal linked to the bank transfer from the help list.

The selected cash journal must be correctly set up for bank transfers and direct debits.
Operation date Enter the transaction date of the bank transfer.
3 Click on Validate.

The empty bank transfer is created and is automatically displayed on the screen.

From the search results, select the desired bank transfers, then click on in the action bar to open the bank transfers input screen. You can select and display up to 5 different bank transfers, that are linked to different cash journals and employees.

From the input screen, each bank transfer is displayedseparately in its own table, with the lines corresponding to the due dates that are linked to the bank transfer. If the table is empty, you must add the desired invoices.

To make a bank transfer, you must:

  1. add the desired due dates in the bank transfer;
  2. validate the bank transfer;
  3. generate the SEPA file;
  4. generate the payments in order to create the supplier payments, to pay the relevant invoices and to generate the payment entry in the cash journal.

Managing the bank transfers

The features available to manage bank transfers can be accessed at the top right of each table:

Feature Description
DMF

081131 BANKING AUTOMATIC PAYMENTS MODIFY BANK TRANSFER

Note

A validated bank transfer cannot be modified.

Enables you to modify the label, the cash journal or the transaction date of the bank transfer.

If you modify the header of a bank transfer, the input screen is updated to only display the modified bank transfer.

Enables you to add due dates to the bank transfer.

Reference

For more information, refer to Adding due dates to a bank transfer.
or
DMF

081109 BANKING AUTOMATIC PAYMENTS VALIDATE BANK TRANSFER

081110 BANKING AUTOMATIC PAYMENTS CANCEL BANK TRANSFER VALIDATION

Enables you to validate or cancel the validation for the bank transfer.
DMF

081107 BANKING AUTOMATIC PAYMENTS GENERATE SEPA FILE FOR BANK TRANSFERS

081111 BANKING AUTOMATIC PAYMENTS GENERATE SEPA BANK TRANSFER FILE AGAIN

Note

The file can only be generated if the bank transfer is validated.

Enables you to generate the SEPA bank transfer file, that includes the due dates added in the relevant table. You must select the location to save the generate file. By default, the suggested location is the one specified in the setup of the related cash journal (see The cash journal and the direct debits / bank transfers).

This SEPA file can be generated again if needed.

Enables you to publish the relevant bank transfer with the desired report template.

The publishing option can only be used before the payments are generated.

Enables you to send the relevant bank transfer by email to the suppliers of the linked invoices.

You can only send an email if:

  • the bank transfer is validated;
  • the SEPA file is generated;
  • a contact marked as Payment rcpt. is set up on the supplier record sheet.

Note

The SEPA file must be generated before you can generate the payments.

Enables you to generate the payments for the relevant suppliers.

When the payments are generated:

  • the relevant invoices are no longer pending for bank transfer and are paid;
  • one or multiple supplier payments are created and charged on the relevant invoices;
  • a payment entry is generated in the cash journal and this entry is matched with the invoice entry.
DMF

081108 BANKING AUTOMATIC PAYMENTS DELETE BANK TRANSFER

Note

A validated bank transfer cannot be deleted.

Enables you to delete the bank transfer and to automatically remove it from the input screen.

Adding due dates to a bank transfer

Note

You can only add lines to a bank transfer for bank transfers that are not validated.

To be added to a bank transfer:

  • Invoices with a payment authorization must have a percentage of more than 0%.
  • Invoices must be validated.
1 From the bank transfers input screen, click on at the top right of the table for the relevant bank transfer.

The invoices search screen for SEPA bank transfers opens. This screen enables you to search for:

  • non-paid booked purchase invoices with a payment method by bank transfer;
  • non-charged disbursements.
2 Enter the desired search criteria then start the search.

The results list displays the lines matching the search criteria.

Note

In the Status column:

  • The icon is displayed for due dates that are not already included in a bank transfer.
  • The icon is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the supplier linked to the invoice. In this case, the line can still be added to the bank transfer.
  • The icon is displayed and the line is in bold if the line has already been added to a bank transfer. In this case, the line cannot be selected.
3 Check the due dates to add, then:
  • click on in the action bar.
  • right-click on the table and click on Add selected due dates to bank transfer.

Checked lines are added to the relevant bank transfer.

Managing the due dates in a bank transfer

Note

If the bank transfer is validated, the following features are no longer available.

Right-click on one or multiple lines in the same bank transfer:

Feature Description
Delete the selected lines Enables you to delete the selected line(s) in a bank transfer.
Add a payment address

Enables you to change the address of the site to be used as the payment address for the selected line:

  • If there are several addresses, check the desired line.
  • If there is only one line, this address is selected with no other possible choice.

The addresses available are the addresses of the sites linked to the invoice supplier and for which the Payment address box is checked in the Use of the site section.

To access this feature, you can also double-click on the desired line.
Modify the selected lines

Enables you to modify the economic reason linked to the selected due date(s).

Reasons are set up via General setup > Sales > Economic reasons for bank transfers (central bank).
Transfer
DMF

081112 BANKING AUTOMATIC PAYMENTS MOVE BANK TRANSFER LINE

Enables you to transfer one or multiple lines to another bank transfer in the input screen.

In the window, select the target Bank transfer from the drop-down list. This drop-down list displays all the bank tranfers that are in progress (not validated) and which are displayed in addition to the source bank transfer in the input screen.

In this screen, you can search for the advance payments to generate:

1 Go to Banking > Batch reports and batch processing > Advance payments.

The Advance payments search screen opens and a search is automatically started. The search results therefore displays the list of all the advance payments to generate, from all the cash journals.

2 Enter the desired search criteria:
  • Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the advance payment.
  • Created by: help list with all the active employees, to filter your search according to the employee who initiated the advance payment.
  • Status: Enables you to filter your results based on the status of theadvance payments (validated or in progress).
3 Start the search.

The search results display a line per advance payment matching the specified criteria.

Tip

The In Progress column displays, for each line, the total amount of advance payments on the same cash journal and at the same transaction date, to make sure the daily amount of advance payments has not been reached.

To create a new advance payment with the different suppliers:

1 Click on in the action bar of the advance payments search results, or on in the action bar of the Advance payments search screen.
2 Fill in the following fields:
Field Description
Label Specify the label of the advance payment.
Cash journal

Select the cash journal linked to the advance payment from the help list.

The selected cash journal must be correctly set up for bank transfers and direct debits.
Operation date Enter the transaction date of the advance payment.
3 Click on Validate.

The empty advance payment is created and is automatically displayed on the screen.

From the search results, select the desired advance payments, then click on in the action bar to open the advance payments input screen. You can select and display up to 5 different advance payments, that are linked to different cash journals and employees.

From the input screen, each advance payment is displayedseparately in its own table, with the lines corresponding to the suppliers that are linked to the advance payment. If the table is empty, you must add the desired suppliers.

To make an advance payment, you must:

  1. add the desired suppliers in the advance payment;
  2. validate the advance payment;
  3. generate the SEPA file;
  4. generate the payments in order to create the supplier payments and to generate the payment entry in the cash journal.

Managing the advance payments

The features available to manage advance payments can be accessed at the top right of each table:

Feature Description
DMF

081133 BANKING AUTOMATIC PAYMENTS MODIFY ADVANCE PAYMENT

Note

A validated advance payment cannot be modified.

Enables you to modify the label, the cash journal or the transaction date of the advance payment.

If you modify the header of an advance payment, the input screen is updated to only display the modified advance payment.

Enables you to add suppliers to the advance payment.

Reference

For more information, refer to Adding suppliers to an advance payment.
or
DMF

081114 BANKING AUTOMATIC PAYMENTS VALIDATE ADVANCE PAYMENT

081116 BANKING AUTOMATIC PAYMENTS CANCEL ADVANCE PAYMENT VALIDATION

Enables you to validate or cancel the validation for the advance payment.
DMF

081128 BANKING AUTOMATIC PAYMENTS GENERATE SEPA ADVANCE PAYMENT FILE

081129 BANKING AUTOMATIC PAYMENTS GENERATE SEPA ADVANCE PAYMENT FILE AGAIN

Note

The file can only be generated if the advance payment is validated.

Enables you to generate the SEPA advance payment file, that includes the suppliers added in the relevant table. You must select the location to save the generate file.

This SEPA file can be generated again if needed.

Enables you to publish the relevant advance payment with the desired report template.

The publishing option can only be used before the payments are generated.

Note

The SEPA file must be generated before you can generate the payments.

Enables you to generate the payments for the relevant suppliers.

When the payments are generated:

  • one or multiple supplier payments are created;
  • a payment entry is generated in the cash journal.
DMF

081118 BANKING AUTOMATIC PAYMENTS DELETE ADVANCE PAYMENT

Note

A validated advance payment cannot be deleted.

Enables you to delete the advance payment and to automatically remove it from the input screen.

Adding suppliers to an advance payment

Note

You can only add lines to an advance payment for advance payments that are not validated.

1 From the advance payments input screen, click on at the top right of the table for the relevant advance payment.

The suppliers search screen for SEPA advance payments opens. This screen enables you to search for suppliers and employees.

2 Enter the desired search criteria then start the search.

The results list displays the lines matching the search criteria.

Note

In the Status column:

  • The icon is displayed for suppliers that are not already included in an advance payment.
  • The icon is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the supplier. In this case, the line can still be added to the down-payment.
  • The icon is displayed and the line is in bold if the line has already been added to an advance payment. In this case, the line can still be added to other advance payments.
3 Check the suppliers to add, then:
  • click on in the action bar.
  • right-click on the table and click on Add selected suppliers.

Checked lines are added to the relevant advance payment.

Managing the suppliers in an advance payment

Note

If the advance payment is validated, the following features are no longer available.

Right-click on one or multiple lines in the same advance payment:

Feature Description
Delete the selected lines Enables you to delete the selected line(s) in an advance payment.
Add a payment address

Enables you to change the address of the site to be used as the payment address for the selected line:

  • If there are several addresses, check the desired line.
  • If there is only one line, this address is selected with no other possible choice.

The addresses available are the addresses of the sites linked to the supplier and for which the Payment address and By default boxes are checked in the Use of the site section.

To access this feature, you can also double-click on the desired line.
Modify the selected lines

Enables you to enter the amount of the advance payment for the selected supplier(s). This amount is then displayed in the Advance amount column of the input screen.
Transfer
DMF

081119 BANKING AUTOMATIC PAYMENTS MOVE ADVANCE PAYMENT LINE

Enables you to transfer one or multiple lines to another advance payment in the input screen.

In the window, select the target Advance payment from the drop-down list. This drop-down list displays all the advance payments that are in progress (not validated) and which are displayed in addition to the source advance payment in the input screen.
Can I modify my bank details if a mandate exists?

To simplify SEPA direct debits in Akuiteo, it is not possible to modify the bank details of a customer or a customer site when there is an open mandate.

Therefore, the solution is to create a new mandate each time the debtor's bank details are modified.

When I generate direct debits, the customer is marked as FIRST but I have already made SEPA direct debits on this customer. Shouldn’t it be RECURRENT?

The first FIRST direct debit receipt has been manually deleted. Therefore, the FIRST date is empty.

By manually modifying the mandate's FIRST date, the next direct debit will be RECURRENT.

What does "The sequence must be the same for all direct debits" message mean?

Banks do not allow mixing data within the same direct debit. That is why you must first generate a file for the FIRST, then a file for the RECURRENT.