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SEPA Export

← Payments in Billing & Invoice Management

Your organization's business may want to export bank transfer orders for invoices or account balances – a common means for collecting payments. These payment orders can then directly be used by banks for triggering the corresponding payment operations.

JustOn Billing & Invoice Management supports two common implementations of (interchangeable) bank transfer orders:

For open invoices whose payment method is SEPA, you use the invoice export mechanism to produce SEPA XML files for debits or credits (depending on whether the invoice states a positive or a negative amount).

Invoice export history

In addition to the actual export file (CSV or SEPA XML, according to the applied export setting), the export operation produces an Invoice Export History record for each exported invoice. The history holds the following information:

  • Export time
  • Effective payment due date (for installment invoices)
  • File name and link to the exported file
  • Flag stating whether a payment balance has been created
  • Flag that controls whether to prevent repeated exports

  • Flag stating whether an invoice has been exported more than once (forced export)

    The Times Exported field on the invoice shows the export count.

You can also export SEPA Credit orders from account balances of the types Payment or Prepayment that are not assigned to an invoice. When exporting account balances, the exported balances as well as generated reverse balances (if set up to do so) are locked. Locked balances are exempt from certain business processes like (further) exports or automatic balance assignment.

Info

Generally, JustOn recommends to export SEPA bank transfer orders on a regular base.

Payment collection in JustOn

Generally, you distinguish between procedures for triggering outstanding payments within the regular due terms and those for collecting overdue receivables.

Tool Description
Automatic payment collection JustOn can store credit card or bank account data and, if supported by the payment provider integration, use it to automatically collect payments for open invoices.
SEPA payment orders JustOn exports bank transfer orders – SEPA Direct Debit and SEPA Credit – for invoices or account balances, which can directly be used by banks for triggering the corresponding payment operations.
Tool Description
Account statements Account statements are reports that show the billings and payments of a given account for a specific time period. Businesses can use them to remind customers of sales that have not yet been paid, without expressly stating an overdue receivable and without starting a dunning process.
JustOn implements account statements using specific statements that summarize the account's balances.
Dunning statements Dunning statements officially notify customers of overdue payments. According to the overdue status, these notifications can progress from friendly reminders to firm warning letters.
JustOn implements dunning process support based on configurable dunning statements.
Using multiple dunning levels, you can build your individual dunning escalation scenario.
Debt collection If the dunning communication remains unfruitful, businesses may turn customers over to debt collection agencies, who usually proceed to take other collection options.
To support this option, you can specify the name of a debt collection agency when configuring your dunning levels. When set, JustOn copies the name to the invoice, where it is then available for further custom processing.
Individual value adjustment Individual value adjustment (or IVA) is an accounting procedure for devaluing receivables, for example, outstanding payment requests for invoices.
JustOn implements IVA for invoices using specific bookkeeping data.
Write-off Write-off is an accounting procedure for reducing or completely removing the value of an asset or receivable – for example, an uncollectible payment for an invoice.
JustOn supports writing off invoices using specific balances that count against the invoice balance.

SEPA Direct Debit

SEPA Mandates

Exporting SEPA Direct Debit orders requires SEPA Direct Debit Mandates, a customer's authorization for a business to collect money. Hence, you need a way to store and manage the SEPA mandate information for your accounts.

JustOn Billing & Invoice Management supports two approaches to do so:

SEPA Direct Debit with Payment Instruments

JustOn Billing & Invoice Management makes use of Payment Instrument records to hold the SEPA Direct Debit Mandate information for accounts. This is useful, in particular, with large customers who successively use multiple SEPA mandates, and allows for managing the SEPA mandate information.

If there is an active payment instrument set for an account (in the field Current SEPA Mandate), JustOn uses the customer's SEPA-relevant data from the payment instrument when exporting SEPA orders – irrespective of whether SEPA Direct Debit or SEPA Credit from invoices, or SEPA Credit from balances. In this case, any SEPA-specific data on the account or the invoice will be ignored.

sepa_exp_pi
Managing SEPA mandate information using a payment instrument

The SEPA export involves the following payment instrument fields: Account Holder, IBAN, SWIFT-BIC, Direct Debit Mandate Granted and Direct Debit Mandate Reference.

Note

If there is no active payment instrument, the SEPA-relevant information is taken from the invoice or, when exporting SEPA orders from balances, from the account.

You can create and update account-specific payment instruments based on the SEPA-related information available on the account (or, if set up accordingly, on another custom object) using a dedicated flow. Once created, the payment instruments are accessible via the corresponding related list on the account detail page.

Be aware of the following specifics:

  • If you use payment instruments when exporting SEPA orders, JustOn validates the SEPA information given with the payment instruments. Any SEPA-relevant information on the account or the invoice will be ignored.
  • SEPA mandates are valid for 36 months after the last direct debit. This is why JustOn sets the payment instrument fields Last Capture Time and Valid until (the last capture time plus 36 months) on each export. Consequently, payment instruments that have not been used for 36 months will be invalidated automatically.
  • On successful export, JustOn specifies the used payment instrument in the invoice field Last Payment Instrument.
  • In case the SEPA export fails, JustOn writes the corresponding error messages to the field Sepa Validation Error on the invoice or balance.

When using direct debits, an invoice PDF must usually show the relevant SEPA mandate information. To this end, JustOn provides a set of custom placeholders for payment instruments that can be used for invoice PDF generation.

Info

The support for SEPA mandate payment instruments is available as of JustOn 2.68.

SEPA Mandate Fields on Account

You can, however, save the SEPA-relevant information in custom fields on the account. From there, it is copied to the invoice. When exporting SEPA Direct Debit orders, JustOn fetches all required data from the invoice.

sepa_exp_inv
Holding SEPA mandate information on the account

The SEPA Direct Debit export without payment instruments requires a number of fields to be set on the invoice. The relevant data is taken from the business entity and from the account. The corresponding fields must be configured accordingly.

SEPA Direct Debit Implementation Details

Execution Conditions

JustOn Billing & Invoice Management exports SEPA Direct Debit orders for invoices if

  • the invoice's open amount is greater than 0,
  • the invoice has not yet been exported (multiple exports can be forced, however), and

  • the payment method is SEPA (as an active picklist value).

    For compatibility reasons, JustOn still supports SEPA exports for invoices with the payment methods Direct Debit or Bank Transfer. For this purpose, the invoice field Payment Method must not include the picklist value SEPA. Otherwise, the SEPA export will involve invoices with the payment method set to SEPA only, and the values Direct Debit and Bank Transfer will be ignored. For details, see Payment Method SEPA.

Data Validation: IBAN, BIC, Creditor ID, Mandate Reference

Before executing the export, JustOn validates the SEPA payment information. It checks the format and structure (length, allowed characters, etc.) of the SEPA Creditor ID, IBAN, BIC and Direct Debit Mandate Reference according to the definitions in the SEPA Direct Debit Core Schemes.

As part of the validation, JustOn removes any whitespaces from IBAN numbers.

Be aware that the BIC is required only if the debtor's or the creditor's bank is located in non-EEA SEPA countries Andorra, Monaco, San Marino, Switzerland, United Kingdom or Vatican City State.

The result of the validation is written to the invoice field SEPA Validation Error. The bank transfer order for an invoice is exported if the SEPA Validation Error field is empty.

If you use payment instruments, the data to be validated is taken from the active payment instrument set for an account (in the field Current SEPA Mandate).

Otherwise, the following conditions must be true in order for the validation to succeed:

  • The invoice refers to a business entity.

  • The following fields of the business entity are set:

    SEPA Creditor ID

    IBAN

    Company

  • The following fields of the invoice are set:

    Bank Account

    Bank Account Owner

    Direct Debit Mandate Granted

    Direct Debit Mandate Reference

    Direct Debit Sequence Type

  • When using a CBI export format, the Member ID field of the business entity contains the ABI code of the bank.

Date Handling

When exporting bank transfer orders from invoices, JustOn determines the relevant date range automatically, ignoring any specified date range. For SEPA-compliant bank transfer orders, the Next Payment Due Date is relevant. It must be in the past or within the next 14 days from today.

For invoices whose Next Payment Due Date is in the past, JustOn corrects the payment date to TODAY + 2. Any manually specified payment date beyond the next 14 days from today will be corrected to be within the allowed date range.

Postponing the payment due date for an invoice suspends applicable SEPA order exports for the specified time.

Payment Balance Creation

If the user has selected the option Create Payments upon exporting the bank transfer orders for invoices, JustOn creates payment balances on the invoices to set them Paid. The balance field values are set as follows:

Field Value
Account value of Account of the invoice
Amount inverted value of Next Payment Due of the invoice
Date value of Next Payment Due Date of the invoice
Payment Method value of PaymentMethod of the invoice
Reference string as defined in PaymentReference of the invoice template, with the placeholders resolved using invoice data
Type Payment

Enabling SEPA Mandate Payment Instruments
Configuring SEPA Direct Debit Export
Exporting Invoice Bank Transfer Orders

SEPA Credit

Info

If you use payment instruments for SEPA Direct Debit, JustOn uses the SEPA-relevant data from the payment instrument when exporting SEPA Credit orders as well – irrespective of whether from invoices or from balances.

SEPA Credit from Invoices

Execution Conditions

JustOn Billing & Invoice Management exports SEPA Credit orders for invoices if

  • the invoice's open amount is less than 0,
  • the invoice has not yet been exported (multiple exports can be forced, however), and

  • the payment method is SEPA (as an active picklist value).

    For compatibility reasons, JustOn still supports SEPA exports for invoices with the payment methods Direct Debit or Bank Transfer. For this purpose, the invoice field Payment Method must not include the picklist value SEPA. Otherwise, the SEPA export will involve invoices with the payment method set to SEPA only, and the values Direct Debit and Bank Transfer will be ignored. For details, see Payment Method SEPA.

Data Validation: IBAN, BIC

Before executing the export, JustOn validates the SEPA payment information. JustOn checks the format and structure (length, allowed characters, etc.) of the IBAN and BIC according to the definitions in the SEPA Credit Transfer Schemes.

As part of the validation, JustOn removes any whitespaces from IBAN numbers.

The result of the validation is written to the invoice field SEPA Validation Error. The bank transfer order for an invoice is exported if the SEPA Validation Error field is empty.

If you use payment instruments, the data to be validated is taken from the active payment instrument set for an account (in the field Current SEPA Mandate).

Otherwise, the following conditions must be true in order for the validation to succeed:

  • The invoice refers to a business entity.

  • The following fields of the business entity are set:

    IBAN

    Company

  • The following fields of the invoice are set:

    Bank Account

    Bank Account Owner

  • When using a CBI export format, the Member ID field of the business entity contains the ABI code of the bank.

  • If Credit IBAN and Credit BIC are set for the business entity, JustOn uses these values instead of IBAN and BIC.

Date Handling

When exporting bank transfer orders from invoices, JustOn determines the relevant date range automatically, ignoring any specified date range. For SEPA-compliant bank transfer orders, the Next Payment Due Date is relevant. It must be in the past or within the next 14 days from today.

For invoices whose Next Payment Due Date is in the past, JustOn corrects the payment date to TODAY + 2. Any manually specified payment date beyond the next 14 days from today will be corrected to be within the allowed date range.

Postponing the payment due date for an invoice suspends applicable SEPA order exports for the specified time.

Payout Balance Creation

If the user has selected the option Create Payments upon exporting the bank transfer orders for credits, JustOn creates payment balances on the credits to set them Settled. The balance field values are set as follows:

Field Value
Account value of Account of the invoice
Amount inverted value of Next Payment Due of the invoice
Date value of Next Payment Due Date of the invoice
Payment Method Bank Transfer
Reference string as defined in PaymentReference of the invoice template, with the placeholders resolved using invoice data
Type Payout

SEPA Credit from Balances

Info

The SEPA Credit export from balances is available as of JustOn 2.61.

Execution Conditions

JustOn Billing & Invoice Management exports SEPA Credit orders for account balances if

  • the balance is not assigned to an invoice,
  • the balance amount is less than 0, and
  • the balance type is Payment or Prepayment.

Data Validation: IBAN, BIC

Before executing the export, JustOn validates the SEPA payment information. It checks the format and structure (length, allowed characters, etc.) of the IBAN and BIC according to the definitions in the SEPA Credit Transfer Schemes.

As part of the validation, JustOn removes any whitespaces from IBAN numbers.

The result of the validation is written to the balance field SEPA Validation Error. The bank transfer order for a balance is exported if the SEPA Validation Error field is empty.

If you use payment instruments, the data to be validated is taken from the active payment instrument set for an account (in the field Current SEPA Mandate).

Otherwise, the following conditions must be true in order for the validation to succeed:

  • JustOn determines the appropriate business entity according to the business entity configuration. The following fields of the business entity are set:

    IBAN

    Company

  • The following fields of the account are set:

    ON_BankAccount

    ON_BankAccountOwner

  • When using a CBI export format, the Member ID field of the business entity contains the ABI code of the bank.

  • If Credit IBAN and Credit BIC are set for the business entity, JustOn uses these values instead of IBAN and BIC.

Date Handling

To set a payment date, JustOn uses the balance date by default. For balances whose date is in the past, JustOn corrects the payment date to TODAY + 2.

Payout Balance Creation

If the user has selected the option Create Reverse Balances upon exporting the bank transfer orders for account balances, JustOn creates reverse balances for the exported balances to offset their amount. The balance field values are set as follows:

Field Value
Account value of Account of the balance
Amount inverted value of Amount of the balance
Date value of the selected payment date when starting the export
Reference string as defined in PaymentReference of the export setting, with the placeholders resolved using balance, account and business entity data
Type Payout

Configuring SEPA Credit Export
Exporting Invoice Bank Transfer Orders
Exporting Balance Bank Transfer Orders

Payment Method SEPA

With respect to the payment collection using SEPA payment orders, JustOn supports the dedicated payment method SEPA for SEPA Direct Debit and SEPA Credit transfers.

Once your org has set up this payment method, JustOn will consequently limit the SEPA export to invoices with the payment method set to SEPA. At the same time, it will ignore invoices with the payment method set to Direct Debit or Bank Transfer when exporting SEPA orders.

The payment method SEPA affects other business processes as well, including:

These features will only work with the payment method SEPA.

Info

As of JustOn 2.73, using the payment method SEPA is the preferred, future-proof way for handling the payment collection with SEPA payment orders.

If you have previously used other payment methods to trigger SEPA exports (Direct Debit or Bank Transfer) and now want to switch, make sure to migrate existing data accordingly.

For compatibility reasons, JustOn still supports SEPA exports for invoices with the payment methods Direct Debit or Bank Transfer. Be aware, however, that for this purpose, the invoice field Payment Method must not include the picklist value SEPA.

To enable the payment method SEPA, you add the picklist value SEPA to the invoice field Payment Method. Using this payment method will apply the payment information Payment Info Direct Debit or Payment Info Credit Transfer, depending on whether producing a direct debit order or a credit order.

Enabling Payment Methods