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SEPA Export

Accounting Support

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 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.

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

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 supports two approaches to do so:

SEPA Direct Debit with Payment Instruments

JustOn 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 process. 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.

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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

JustOn 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.

    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.

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.

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.

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.

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

SEPA Credit

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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

JustOn 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.

    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.

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.

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.

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.

SEPA Credit from Balances

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

JustOn 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.

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.

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 invoice are set:

    ON_BankAccount__c

    ON_BankAccountOwner__c

  • 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.

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.

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: The automatic chargeback detection and managing SEPA mandates on accounts or subscriptions will only work with the value SEPA.

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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 Method SEPA