Generating a CSV file and collecting manual SEPA direct debit transactions

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Generating a CSV file and collecting manual SEPA direct debit transactions

A donation can only be collected through the SEPA direct debit procedure if an appropriate and active SEPA mandate is available. The data from the mandate (reference number, signature date, IBAN and BIC) is required.

The list operation "export" is always available, but to avoid unnecessary error messages, the appropriate donations should be filtered. You can do this with the Smart Search tool. Search for donations using the donation option "SEPA direct debit" and "with received on date field is empty" and "has an active SEPA mandate." You can also restrict the filter further, for example, to the "transaction date within the last 14 days" to always find the latest donations if these are always collected at a certain time. Please also note the other examples given in the relevant article. These are useful, if you need, for example, individual files for each debit type. It also makes sense to save this search as a Smart Tag in order to run it swiftly.

In the results list, you now select the desired donations and you will see the list operation "Export".

A dialog appears where you can select the withdrawal date. Select the date that matches your prenotification. Weekends are automatically disabled on the grounds that no payments are being processed. Please take into account holidays on which bank transactions are not being processed.
Clarify deadlines with your bank! There are minimum and maximum deadlines that may also depend on the time of day.

By clicking on the button, you will submit the supply order. The CSV generation is a complex procedure which now takes place in the background. When the generation is complete, you will receive a confirmation e-mail with the link for download. You can now use this file in your banking software or for online banking. You may need to convert this file into a SEPA-XML file. Please check with your bank if this step is needed and if they require a specific process. 

Even if the donations have not yet been received, in order to simplify things we recommend setting the date of receipt for these donations. Simply apply the list operation to the same query and set the withdrawal date as the date of receipt. This way, you only need to reset a single variable if necessary with respect to failed donations after the collection.

Put the date of receipt of the donations after the CSV file(s) has/ have been generated and you have uploaded the file(s) to your bank. 

An example:
On May 01 you collect donations from April 01 up to April 15.

  1. As of April 16, you can generate the CSV. If necessary, you can wait for the confirmation of some mandates. However, do not wait so long as not to miss the bank's submission deadline.
  2. Search for donations from April 01 up to April 15 with SEPA direct debit and active mandate.
  3. Select all donations and create a CSV with the debit collection date May 01.
  4. Download the CSV files from the confirmation e-mail and transfer them to your banking software (optionally converting the file to SEPA-XML if need be).
  5. Select all donations once again and set the date of receipt to May 01.
  6. Now search for donations from April 01 up to April 15 with unconfirmed mandates. These donations can not be collected yet. Ask the donor for his signature again in order to get an active mandate. Collecting these donations on May 01 may no longer be possible, so you might need to send a corrected prenotification.
  7. After collection on May 01: single donations may have failed or led to backcharges. In this case, delete the date of receipt for these donations and clarify the issue with the donor in order to possibly start another payment collection. If, for example, a collection does not take place due to wrong bank data, you will need to change the mandate or create a new one.


CSV files for donations can be created by you at any time, except in the case of inactive mandates, already used individual mandates, and syntactically incorrect bank details.

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