SEPA direct debit procedure (SEPA XML)

Here you find a step-by-step guide for creating a SEPA transfer

With our SEPA XML module, you can collect the debts of your customers by withdrawing them directly from their bank accounts. With SEPA XML, you can create an XML file that you need for your bank to do this withdrawal. You can activate the SEPA XML extension in the menu Market.

Would you like to collect payments completely automated and with reduced effort for you or your customers? Then you can directly activate or switch to the automated Sepa extension.

1. SEPA settings

First you need to set up your SEPA direct debit.
Go to the menu Setting > Master data and enter all relevant data into the fields.

Important: in order to be able to use the electronic direct debit procedure, you need a creditor ID. If you do not have a creditor ID yet, you need to ask your bank

2. Insert bank details of the customer

Open the customer profile and enter the bank details by clicking on the 3 dots on the right in the filed Details > Bank details > Add bank details
Afterwards enter the IBAN and click on the check button. The system will automatically populate the remaining fields, including the BIC and bank name. By default, the client is set as the account holder, but you have the option to modify this information later if needed.

3. Create the SEPA mandate

Once you saved the bank details of the customer, you need to activate the SEPA mandate. You can do so by clicking on the 3 dots and Create SEPA mandate.

In the following popup you click the button Request SEPA mandate.
The system generates a mandate reference number. Select the date when the client gave you the SEPA mandate and click Save.

4. Create SEPA transfer (SEPA XML)

To start a new SEPA transfer, go to the menu Finances > SEPA. By clicking on the 3 dots you can create a new SEPA transfer.

You can set the period where the claims have to be collected and on which day you want to collect them.
All unpaid invoices with the payment method Sepa XML and falling within the specified date range will be shown in this section. You also have the flexibility to exclude specific invoices by unchecking the corresponding customer. To create the new Sepa run please click on the green button Continue.

As soon as you execute the SEPA direct debit, all invoices included in this SEPA run will be automatically set to paid in the menu Financials > Invoices.

After you have executed the SEPA transfer, you can download the overview as an XML file and send it to your bank for collection.
Within a maximum of 3-5 working days, depending on your bank, the bank will collect all SEPA invoices and pay them to your own bank account.

If you need to create a return debit, please refer to this article for more information.