SEPA (ISO XML) Direct Debit payments. July 2014

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1 SEPA (ISO XML) Direct Debit payments This white paper describes the functionality in Microsoft Dynamics AX that supports the Single Euro Payments Area (SEPA) Direct Debit (ISO XML) payment format and direct debit mandates. White paper July Send feedback.

2 Contents Executive summary 5 SEPA Direct Debit overview 5 Background and goal of SEPA Direct Debits 5 SEPA Core Direct Debit Scheme 5 SEPA Business to Business (B2B) Direct Debit Scheme 6 SEPA direct debits in Microsoft Dynamics AX 2009 SP1 6 Hotfix download instructions 6 Download and install the.xpo and label files 6 Verify that the SEPA export file formats are installed 6 Setup 7 Set up SEPA countries/regions as members of the European economic area 7 Set up a method of payment for SEPA direct debits 8 Set up company information 8 Set up company bank accounts for SEPA direct debits 8 Set up customers and customer bank accounts for SEPA direct debits 8 Belgium only: Set up Isabel electronic banking parameters 9 Transactions 9 Create and export payments using a SEPA payment format 9 SEPA direct debits in Microsoft Dynamics AX Hotfix download instruction 11 Download and install the.xpo and label files 11 Setup 11 Set up legal entity information 11 Set up company bank accounts for SEPA direct debits 11 Set up customers and customer bank accounts for SEPA direct debits 11 Belgium only: Set up Isabel electronic banking parameters 12 Set up an outbound integration port for payments 12 Transactions 12 Create and export payments using a SEPA payment format 12 Country/region-specific information 14 FAQ Frequently asked questions 16 Will I have to install software updates to Microsoft Dynamics AX to comply with SEPA Direct Debit requirements? 16 When will Microsoft deliver software updates for compliance with SEPA Direct Debit requirements? 16 For which versions will software updates be released to support SEPA Direct Debits? 16 Why will software updates not be released for other versions? 16 How will I know when software updates are available for Microsoft Dynamics AX? 16 My country/region or bank has a specific format that is different from the format supplied in Microsoft Dynamics AX. How can I modify this? 16 What can I do to prepare for SEPA Direct Debits? 16 What are International Bank Account Numbers (IBAN) and Bank Identifier Codes (BIC)? 16 2

3 Where do I enter creditor identifiers (Direct debit IDs)? 16 Where do I specify the SEPA Direct Debit file format (ISO 20022)? 16 In what file formats can I generate SEPA direct debit payment files? 17 How do refunds and returns work with SEPA direct debits? 17 SEPA Direct Debit Mandate Overview 18 SEPA Direct Debit Mandates in Microsoft Dynamics AX 2009 SP1 18 Setup Set up a number sequence for direct debit mandates Set up Accounts receivable parameters for direct debit mandates Set up a method of payment for direct debit mandates 19 Transactions 20 Add direct debit mandate information to a customer record (AX 2009 SP1) Add direct debit mandate information to a customer record Optional: Generate a mandate for the customer to sign and return Optional: Attach a scanned mandate to the customer record Optional: Cancel a mandate 21 Enter an invoice or transaction for a customer that has a direct debit mandate (AX 2009 SP1) Enter a free text invoice for a customer that has a direct debit mandate Optional: Print a direct debit mandate notification report 22 Create payments for customers that have direct debit mandates (AX 2009 SP1) Create a payment proposal for customers that have direct debit mandates Optional: Verify mandate information for customer transactions 23 SEPA Direct Debit Mandates in Microsoft Dynamics AX Setup Set up a number sequence for direct debit mandates Set up Accounts receivable parameters for direct debit mandates Set up a method of payment for direct debit mandates 24 Transactions 25 Add direct debit mandate information to a customer record (AX 2012) Add direct debit mandate information to a customer record Optional: Generate a mandate for the customer to sign and return Optional: Attach a scanned mandate to the customer record Optional: Cancel a mandate 26 Enter an invoice or transaction for a customer that has a direct debit mandate (AX 2012) Enter a free text invoice for a customer that has a direct debit mandate Optional: Print a direct debit mandate notification report 27 Create payments for customers that have direct debit mandates (AX 2012) Create a payment proposal for customers that have direct debit mandates Optional: Verify mandate information for customer transactions 28 FAQ Frequently asked question 28 Can I use the COR1 scheme for direct debit mandates? 28 3

4 Appendix Mandate examples 29 References 30 4

5 Executive summary The Single Euro Payments Area (SEPA) is an area set up by the European Commission, in which all electronic payments are considered domestic, regardless of the country/region in which the individual, business, or organization, and the bank are located. Within this area, there will be no difference between national and cross-border payments. The SEPA includes the 28 European Union (EU) member states, as well as Iceland, Liechtenstein, Norway, Switzerland, and Monaco. The SEPA helps form a single market for payment transactions within the European Economic Area (EEA). Ultimately, the SEPA is expected to reduce the number of payment formats that banks, businesses, and individuals must work with. The European Commission established the legal foundation for SEPA payments through the Payment Services Directive (PSD). The European Payments Council (EPC) supports the SEPA by: Setting the standards for SEPA electronic payments by using the ISO Universal financial industry message scheme XML format. Setting rules and guidelines regarding the handling of euro payments. The EPC, which consists of European banks, develops the commercial and technical frameworks for SEPA payment instruments. Three types of SEPA payments are planned: Credit transfers Supported in Microsoft Dynamics AX 2009 SP1, Microsoft Dynamics AX 2012, and Microsoft Dynamics AX 2012 R2. Direct debits and direct debit mandates Currently supported in Microsoft Dynamics AX 2009 SP1, Microsoft Dynamics AX 2012, and Microsoft Dynamics AX 2012 R2. Cards Is not supported at this time. This white paper describes the SEPA Direct Debit (SDD) formats and Direct Debit Mandates that are available for Microsoft Dynamics AX, and how to install, set up, and use them. SEPA Direct Debit overview Background and goal of SEPA Direct Debits A SEPA Direct Debit allows a creditor to collect funds from a customer s bank account, provided that a signed mandate has been granted by the customer to the creditor. The customer signs a mandate authorizing the creditor to coll ect a payment and instructing the customer s bank to pay the collection. SEPA Direct Debits create, for the first time, a payment instrument that can be used for both national and cross-border euro direct debits throughout the 32 SEPA countries/regions. As of February 1, 2014, SEPA Direct Debits will be mandatory for this type of transaction within the euro area. There are two schemes available: the SEPA Core Direct Debit Scheme and the SEPA Business to Business (B2B) Direct Debit Scheme. Both of the SEPA schemes use the same file format. SEPA Core Direct Debit Scheme The SEPA Core Direct Debit Scheme is the basic scheme. It has the following attributes: The transfer of funds is in euros (even though the bank accounts may hold funds in other currencies). The customer and creditor must each hold an account with a credit institution located within the SEPA. The customer must grant a signed mandate to the creditor. Mandates expire 36 months after the last initiated collection. The creditor must store mandates for as long as the mandate is valid and for at least 14 months after the last collection. The scheme may be used for single (one-off) or recurrent direct debit collections. Customers have a no questions asked right to receive a refund for up to eight weeks after the debit of their account. 5

6 SEPA Business to Business (B2B) Direct Debit Scheme The SEPA B2B Direct Debit Scheme applies to business-to-business transactions and builds on the SEPA Core Direct Debit Scheme. The main differences are: The SEPA B2B Direct Debit Scheme is not allowed when the customer is a private individual (consumer). The customer is not entitled to obtain a refund of an authorized transaction. Customer banks must ensure that the collection is authorized, by checking the collection against mandate information. Customer banks and customers are required to agree on the verification that will be performed for each direct debit. The scheme offers a shorter timeline for presenting direct debits and reduces the return period. The SEPA direct debit payment format is available for the following versions: Microsoft Dynamics AX 2009 SP1 Microsoft Dynamics AX 2012 SEPA direct debits in Microsoft Dynamics AX 2009 SP1 Hotfix download instructions Download and install the.xpo and label files To use the SEPA direct debit payment format, you must download and install a hotfix. Prerequisite Make sure that you have installed Microsoft Dynamics AX 2009 SP1. Download instructions 1. Log on to CustomerSource or PartnerSource, and then search for SEPA. 2. Locate the download page for the method of payment that supports the SEPA Direct Debit (ISO XML) format. 3. Download the.zip file for Microsoft Dynamics AX 2009 SP1, depending on the version of Microsoft Dynamics AX that you are using. Installation Click the following link, and then follow the instructions in KB article to install the.xpo and label files: Verify that the SEPA export file formats are installed After installing the hotfix, you can verify whether the SEPA export file formats are available. The SEPA ISO20022 Direct Debit export format is used for most countries/regions within the SEPA. Eight countries/regions have special requirements in addition to the ISO XML standard. A separate export format is provided for each country/region that has special requirements. 1. Start Microsoft Dynamics AX. 2. Click Accounts receivable > Setup > Payment > Methods of payment. 3. On the File formats tab, click Setup. 4. In the File formats for methods of payment form, on the Export tab, in the Available list, scroll down to view the SEPA export formats. 6

7 5. Select the SEPA ISO20022 Direct Debit file format, and then click the < button. Setup Before you can create SEPA export files, you must set up the methods of payment, company, and bank account information in Microsoft Dynamics AX. Set up SEPA countries/regions as members of the European economic area SEPA direct debit payments can be used only in the countries/regions that are members of the EEA. For each country/region that is part of the EEA, you must select the European economic area check box in the Country/region form. 1. Click Basic > Setup > Addresses > Country/region. 2. On the Overview tab, press Ctrl+N to create a line to specify the country/region, country/region type, address format, and the ISO type for a country. For example, create a line for Austria. 3. On the General tab, select the European economic area check box. 4. Repeat steps 2 and 3 for the other countries/regions in the European Union. 7

8 Set up a method of payment for SEPA direct debits Use the Methods of payment form to set up a method of payment to use for SEPA direct debit for your customers. 1. Click Accounts receivable > Setup > Payment > Methods of payment. 2. On the Overview tab, press CTRL+N to create a new line. In the Method of payment field, enter an appropriate identifier, such as SEPA direct debit. 3. Enter other information as needed for the method of payment. 4. On the File formats tab, in the Export format field, select SEPA ISO20022 Direct Debit. If the country/region where your bank is located has special requirements, select the export format for your country/region. Note If the list is empty, click Setup, select one of the formats in the Available list, and then click the < button to add the format to the Selected list. 5. Repeat steps 2 through 4 for additional banks, if necessary. For example, you do business with customers in all EU countries, and you have one bank account in Germany and another in Finland. You will receive payment from some customers from the account in Germany and others from the account in Finland. In this case, you must set up two methods of payment: one that uses the SEPA ISO20022 Direct Debit DE export format and another that uses the SEPA ISO20022 Direct Debit FI export format. Set up company information Use the Company information form to set up company information for SEPA payments. 1. Click Basic > Setup > Company information. 2. On the General tab, enter the company name, and the address information, including the street name, ZIP/postal code, and country/region. 3. For Belgium only: On the Contact information tab, in the Enterprise number field, enter the unique identification code for the company. 4. For Spain only: On the Contact information tab, in the Tax exempt number field, enter the tax exempt number for the company. 5. For Italy only: On the Contact information tab, in the CUC field, specify the CBI Proprietary Unique Code (CUC) that is assigned to the company. Set up company bank accounts for SEPA direct debits You must provide IBANs and SWIFT codes (BIC) for SEPA payments for both the customer bank account and the bank account for the organization that is requesting the transfer. Use the Bank Account Details form to enter the bank account information for your company. 1. Click Bank > Common Forms > Bank Account Details. 2. On the Overview tab, create or select a bank account that you will use for SEPA direct debits. 3. On the General tab, in the SWIFT code field, enter the bank identification number. 4. In the IBAN field, enter the international bank account number. 5. For bank accounts in Austria, Germany and The Netherlands only: In the Company ID field, enter the company identifier that you received from the bank. 6. For Spain only: On the Setup tab, in the Payment management field group, in the Suffix field, enter the suffix of the bank. 7. On the Address tab, enter the address information, including the street name, ZIP/postal code, and country/region. It is important that you specify the country/region where the bank is located. 8. Repeat steps 2 through 6 for all bank accounts that you will use for SEPA direct debits. Set up customers and customer bank accounts for SEPA direct debits You must provide IBANs and SWIFT codes (BIC) for a customer bank account that is used for SEPA direct debits. SEPA direct debit amounts must be in euros. Use the Customers form to enter the bank account information and currency information for your customers. 1. Click Accounts receivable > Common Forms > Customer Details. 2. In the Customers form, on the Overview tab, create or select a customer. 3. In the Currency field, verify that the currency code for the customer is EUR. 8

9 4. Click Setup > Bank accounts. 5. In the Customer bank accounts form, on the Overview tab, enter a bank account number. 6. On the General tab, in the SWIFT code field, enter the bank identification number. 7. In the IBAN field, enter the international bank account number. 8. On the Address tab, enter the address information, including the street name, ZIP/postal code, and country/region. It is important that you specify the country/region where the bank is located. 9. Close the Customer bank accounts form. 10. In the Customers form, click the Payment tab. 11. Optional: In the Method of payment field, select a method of payment that uses one of the SEPA ISO20022 Direct Debit export formats. This method of payment is used as the default method when you create transactions for the customer. 12. In the Bank account field, select the customer bank account. 13. Repeat steps 2 through 12 for all customers that you will receive SEPA direct debits from. Belgium only: Set up Isabel electronic banking parameters If you are using Microsoft Dynamics AX 2009 SP1, and you are using Isabel electronic banking software, you can specify the upload location for Isabel electronic banking files. When you create SEPA payments by using the SEPA ISO20022 Direct Debit BE export format, you will save the export file to this location. 1. Click Bank > Setup > IBS parameters. 2. On the ISABEL tab, in the Upload folder field, browse to the location where you will save exported payments, and then click OK. 3. In the Upload mode field, select Attended mode to activate the upload integration mode for the Isabel electronic banking software. 4. If necessary, set up additional parameters. For more information, search for (BEL) Set up the integration with Isabel electronic banking software in the Applications and Business Processes Help. Transactions You use the SEPA direct debit payment formats in the same way that you use any other payment format in Microsoft Dynamics AX. To create and post a free text invoice for direct debit payments, go to 1. Enter a free text invoice for a customer that has a direct debit mandate. The following procedure describes how to generate payments using the SEPA payment format. Create and export payments using a SEPA payment format Use the Payment journal form to create and export customer payments. 1. Click Accounts receivable > Journals > Payments > Payment journal. 2. Create or select a journal, and then click Lines to open the Journal voucher form for payment journal lines. 3. Click Payment proposal > Create payment proposal. 4. In the Customer payment proposal form, click Select. 5. In the CustPaymProposal form, specify the criteria for retrieving payments for the SEPA direct debit. For example, for the Method of payment field, in the Criteria field, enter a method of payment that uses one of the SEPA ISO20022 Direct Debit export file formats, and then click OK. 6. In the Customer payment proposal form, click OK. 7. In the Customer payment proposal form that appears as a result, click Transfer. 8. In the Transfer payment proposal to journal form, click OK. 9. In the Journal voucher form, on the Overview tab, select a line. 10. For Belgium only: On the Payment tab, in the Payment ID field, enter the payment identification number, and in the Central Bank Purpose Code field, enter the Central Bank Purpose code that is used when reporting to the Central bank. 11. Click Functions > Generate payments. 12. In the Method of payment field, select a method of payment that uses one of the SEPA ISO20022 Direct Debit export file formats, and then in the Bank account field, select the bank account that the payment is drawn from. 13. Select the Export format option, and then in the Export format field, select the appropriate export format to use. 9

10 14. Click Dialog. In the SEPA Direct Debit form, enter information for the export file. The following table provides information about each field. Field Remittance information Batch booking Issuer Processing date File name Covering letter from quantity of invoices Control report Attending note Payment advice Description Select the format for remittance information, depending on the requirements of your country/region or bank: Structured Select this option if one payment line is settled with one invoice. This option is not available for the country/region-specific export formats for France, Germany, or The Netherlands. Unstructured Select this option if payment is settled with multiple invoices. The invoice numbers for the settled invoices are concatenated and used as the remittance information. In compliance with SEPA guidelines, unstructured remittance information is limited to 140 characters. Select this check box if you want to change the value of the batch booking tag in the XML file. Select the issuer of the credit reference. Enter the date when the bank should process the payments. Enter or select the file name for the SEPA XML file. Use the file extension.xml. Enter the value of the quantity of invoices, from which a covering letter report is printed. Select this check box to print a report that contains the payment information. You can specify report options by clicking the Control report button. Select this check box to print the Attending note report. You can specify report options by clicking the Attending note button. Select this check box to print the Payment advice report. You can specify report options by clicking the Payment advice button. 15. Click OK. 16. In the Generate payments form, click OK to create the payment file. 10

11 SEPA direct debits in Microsoft Dynamics AX 2012 Hotfix download instruction Download and install the.xpo and label files To use the SEPA direct debit payment format, you must download and install a hotfix. Prerequisite Make sure that you have installed Microsoft Dynamics AX Download instructions 1. Log on to CustomerSource or PartnerSource, and then search for SEPA. 2. Locate the download page for the method of payment that supports the SEPA Direct Debit (ISO XML) format. 3. Download the.zip file for Microsoft Dynamics AX 2012, depending on the version of Microsoft Dynamics AX that you are using. Installation Click the following link, and then follow the instructions in KB article to install the.xpo and label files: Setup Before you can create SEPA export files, you must set up the legal entity and bank account information in Microsoft Dynamics AX. Set up legal entity information Use the Legal entities form to set up legal entity information for SEPA payments. 1. Click Organization administration > Setup > Organization > Legal entities. 2. In the Legal entities form, select a legal entity, and on the Addresses FastTab, enter address information, including the street name, ZIP/postal code, and country/region. For more information, go to Create or modify a legal entity. 3. For Belgium only: On the Statutory reporting FastTab, in the Enterprise number field, enter the unique identification code of the legal entity. 4. For Italy only: On the Statutory reporting FastTab, in the CUC field, specify the CBI Proprietary Unique Code (CUC) that is assigned to the legal entity. Set up company bank accounts for SEPA direct debits You must provide IBANs and SWIFT codes (BIC) to receive SEPA payments from both the customer bank account and the bank account for the organization that is requesting the transfer. Use the Bank accounts form to enter the bank account information for your company. 1. Click Cash and bank management > Common > Bank accounts. 2. Create or double-click a bank account that you will use for SEPA payments. 3. On the Additional identification FastTab, in the SWIFT code field, enter the bank identification number. 4. In the IBAN field, enter the international bank account number. 5. For Spain only: On the Currency management FastTab, in the Payment management field group, in the Suffix field, enter the suffix of the bank. 6. For bank accounts in Austria, Germany and the Netherlands only: In the Company ID field, enter the company identifier that you received from the bank. 7. On the Address FastTab, enter address information, including the street name, ZIP/postal code, and country/region. It is important that you specify the country/region where the bank is located. 8. Repeat steps 2 through 4 for all bank accounts that you will use for SEPA payments. Set up customers and customer bank accounts for SEPA direct debits You must provide IBANs and SWIFT codes (BIC) for a customer bank account that is used for SEPA payments. Also, SEPA payments must be in euros. Use the Customers form to enter the bank account information and currency information for your customers. 11

12 1. Click Accounts receivable > Common > Customers > All customers. 2. Create or double-click a customer that you will receive SEPA direct debit from. 3. In the Customers form, on the Sales demographics FastTab, verify that the currency code for the customer is EUR. 4. On the Action Pane, in the Set up group, click Bank accounts. 5. In the Customer bank accounts form, select a bank account, or enter a new bank account. 6. On the General FastTab, in the SWIFT code field, enter the bank identification number. 7. In the IBAN field, enter the international bank account number. 8. On the Address FastTab, enter the address information, including the street name, ZIP/postal code, and country/region. It is important that you specify the country/region where the bank is located. 9. Close the Customer bank accounts form. 10. In the Customers form, click the Payment FastTab. 11. Optional: In the Method of payment field, select a method of payment that can be used to group customers that use SEPA direct debits. This method of payment is used as the default method when you create transactions for the customer. 12. In the Bank account field, select the customer bank account. 13. Repeat steps 2 through 12 for all customers that you will receive SEPA direct debits from. Belgium only: Set up Isabel electronic banking parameters If you are using Microsoft Dynamics AX 2012, and you are using Isabel electronic banking software, you can specify the upload location for Isabel electronic banking files. When you create SEPA payments by using the SEPADirectDebit payment format with a country code of BE, you will save the export file to this location. 1. Click Cash and bank management > Setup > IBS parameters. 2. On the ISABEL tab, in the Upload folder field, browse to the location where you will save exported payments, and then click OK. 3. In the Upload mode field, select Attended mode to activate the upload integration mode for the Isabel electronic banking software. 4. If necessary, set up additional parameters. For more information, see the following topic on TechNet: Set up an outbound integration port for payments To use the SEPADirectDebit payment format, you must set up an outbound integration port by using Application Integration Framework (AIF). This task involves the following steps: 1. Export the XML style sheet for SEPA from the Application Object Tree (AOT). 2. Set up the batch job to generate XML payment files. 3. Set up outbound ports for electronic payments. 4. Optional: Add outbound transforms to your outbound port. For detailed instructions for each of these steps, refer to the Walkthrough: Configuring an outbound integration port for payments topic on TechNet: Transactions You use the SEPA direct debit payment service format differently than how you use other payment formats in Microsoft Dynamics AX. To create and post free text invoices, go to 1. Enter a free text invoice for a customer that has a direct debit mandate. The following procedures describe how to generate payments using the SEPA payment format. Create and export payments using a SEPA payment format Use the Payment journal form to create and export customer payments. 1. Click Accounts receivable > Journals > Payments > Payment journal. 2. Create or select a journal, and then click Lines to open the Journal voucher form for payment journal lines. 3. Click Payment proposal > Create payment proposal. 4. In the Customer payment proposal form, click Select. 12

13 5. In the CustPaymProposal form, specify the criteria for retrieving payments for the SEPA direct debit. For example, for the Method of payment field, in the Criteria field, enter a method of payment that is used to group customers that use the SEPA Direct Debit format, and then click OK. 6. In the Customer payment proposal form, click OK. 7. In the Customer payment proposal form that appears as a result, click Transfer. 8. In the Transfer payment proposal to journal form, click OK. 9. In the Journal voucher form, on the Overview tab, select a line. 10. For Belgium only: On the Payment tab, enter information in the Payment ID field, enter the payment identification number, and in the Central bank purpose code field, select the Central bank purpose code that is used when reporting to the Central bank. 11. Click Functions > Generate payments. 12. Optional: In the Method of payment field, select a method of payment that is used to group customers that use the SEPA Direct Debit format. 13. Optional: In the Bank account field, select the bank account that the payment is drawn from. 14. Select the Export payment using service option, and then in the Payment format field, select the appropriate payment format. 15. Click Dialog. In the Payment processing data form, enter information for the export file. The following table provides information about each field. 13

14 Field Name Value Description Payment format File name) Covering letter from quantity of invoices Control report Attending note Payment advice Description The name of the payment processing data. The following options are available: Processing date Enter the date when the bank should process the payments. Format Select the format for remittance information, depending on the requirements of your country/region or bank: Structured Select this option if one payment line is settled with one invoice. This option is not available for the country/region-specific export formats for France, Germany, or the Netherlands. Unstructured Select this option if the payment is settled with multiple invoices. The invoice numbers for the settled invoices are concatenated and used as the remittance information. In compliance with SEPA guidelines, unstructured remittance information is limited to 140 characters. Country Enter the country/region code for the country/region-specific version of the direct debit file to generate. Leave this field blank to use the generic direct debit file format. Issuer Select the issuer of the credit reference. Variant Enter DK Version 2.6 or DK Version 2.7 as the message variant. The variant 003 DK Version 207 is used for Germany. Batch booking Enter true or false for the definition of the batch booking tag in the XML file. This parameter is not mandatory and the default value is false. Enter the value of the payment preprocessing data. Note You can enter the values based on the information that is available in the Description field. The description of the payment preprocessing data. The name of the payment format for the payment preprocessing data. Enter the file name for the SEPA XML file. Use the file extension.xml. The file name is also displayed on the Attending note report. If the file name is not entered, it is automatically created. Enter the value of the quantity of invoices from which the covering letter report is printed. Select this check box to print a report that contains the payment information. You can specify report options by clicking the Control report button. Select this check box to print the Attending note report. Select this check box to print the Payment advice report. 16. Click OK. 17. In the Generate payments form, click OK to create the payment file. Country/region-specific information The section provides information about the country/region-specific formats. This section has been updated to include information about features that were added or changed for Microsoft Dynamics AX 2009 SP1 with the hotfix in and in AX 2012 with the hotfix in For Microsoft Dynamics 2012, the SEPADirectDebit service lets you select a country/region when you generate payments. However, for Microsoft Dynamics AX 2009 SP1, you must select the export format when you generate payments. Use the following table to learn about which export formats work with which countries for Microsoft Dynamics AX 2009 SP1, and to learn additional information about each export format. The functionality that is described in the Additional information about the export format column is available in all two versions of Microsoft Dynamics AX unless otherwise stated. 14

15 Country/region Export format Additional information about the export format Austria SEPA ISO20022 Direct Debit AT No additional information is required. Belgium SEPA ISO20022 Direct Debit BE Structured remittance information is based on the Invoice field for the settled invoice. The first 10 numeric characters are used, plus a check sum that is based on MODULO 97. For example, if the invoice is A1234B567C89012, the first 10 numeric characters are ROUND( /97) = * 97 = = 02 Structured message: = France SEPA ISO20022 Direct Debit FR Only unstructured remittance information is supported. Germany SEPA ISO20022 Direct Debit DE Only unstructured remittance information is supported. Italy SEPA ISO20022 Direct Debit IT No additional information is required. Spain SEPA ISO20022 Direct Debit ES No additional information is required. The Netherlands SEPA ISO20022 Direct Debit NL Only unstructured remittance information is supported. 15

16 FAQ Frequently asked questions Will I have to install software updates to Microsoft Dynamics AX to comply with SEPA Direct Debit requirements? Microsoft Dynamics AX 2012 can generate the SEPA Direct Debit file format. However, if you are required to check SEPA mandates, you will have to install a software update. You will also have to install a software update if you are using Microsoft Dynamics AX 2009 SP1. More information will be published on PartnerSource when the software updates are released. When will Microsoft deliver software updates for compliance with SEPA Direct Debit requirements? Microsoft plans to provide country specific format support. The roadmap for delivery of the format updates will be posted on PartnerSource. For which versions will software updates be released to support SEPA Direct Debits? Software updates will be released for supported versions, specifically Microsoft Dynamics AX 2009 SP1. Microsoft Dynamics AX 2012 can already generate the SEPA Direct Debit file format. However, if you are required to check SEPA mandates, you will have to install a software update. Why will software updates not be released for other versions? Software updates are released only for supported versions, in accordance with the Microsoft support life cycle policies. How will I know when software updates are available for Microsoft Dynamics AX? Software updates will be published on PartnerSource and CustomerSource for download. My country/region or bank has a specific format that is different from the format supplied in Microsoft Dynamics AX. How can I modify this? For Microsoft Dynamics AX 2009 SP1, the process is the same as the process for modifying existing payment file formats you will have to customize the code. For Microsoft Dynamics AX 2012, you will be able to modify the.xslt file to change it to your specific format. What can I do to prepare for SEPA Direct Debits? To prepare for the implementation of SEPA Direct Debits, make sure that IBANs and BICs are recorded for all your customers in Microsoft Dynamics AX. What are International Bank Account Numbers (IBAN) and Bank Identifier Codes (BIC)? The International Bank Account Number (IBAN) and Bank Identifier Code (BIC) are used to identify any account in the 32 SEPA countries/regions. Depending on the version that you are using, you can enter the IBAN and BIC codes in the following way: In Microsoft Dynamics AX 2012, enter the BIC in the SWIFT code field and the IBAN in the IBAN field. Both fields are located on the Additional identification FastTab on the Bank account tab in the Bank accounts form. This is true for both the creditor s bank account and the customer s bank account. In AX 2009 SP1, enter the BIC in the SWIFT code field and the IBAN in the IBAN field. Both fields are located on the General tab in the Bank accounts form. Where do I enter creditor identifiers (Direct debit IDs)? In the SEPA, each creditor is identified by a unique creditor identifier. This identifier lets the customer and the customer bank filter each direct debit, and then process or reject the direct debit according to customer instructions. Creditors must request this identifier through their bank. Depending on the version you are using, you can enter credit identifiers in the following way: In Microsoft Dynamics AX 2012, enter this identifier in the Direct debit ID field on the Additional identification FastTab in the Bank accounts form for the legal entity. In AX 2009 SP1, enter the credit identifier in the Direct debit ID field on the Setup tab in the Bank accounts form for the company. Where do I specify the SEPA Direct Debit file format (ISO 20022)? The SEPA data formats are based on the ISO message standards. In Microsoft Dynamics AX 2012, you will select the SEPADirectDebit format as a payment service when you generate payments for a payment journal. For information about how to configure a payment format by using a service, go to Walkthrough: Configuring and outbound 16

17 integration port for payments. The walkthrough describes how to set up the SEPACreditTransfer payment format. To configure an outbound port for direct debit payments, use the SEPADirectDebit payment format instead. In what file formats can I generate SEPA direct debit payment files? Depending on the version that you are using, you can generate electronic payment files for SEPA direct debits in the following formats: In AX 2012 R3 and cumulative update 7 or later for AX 2012 R2: You can generate SEPA direct debit payment files in the PAIN XML file format for Belgium, Germany, Spain, France, Italy, and the Netherlands. In AX 2012 R3, AX 2012 R2 with the hotfix in KB , AX 2012 with the hotfix in KB , and AX 2009 SP1 with the hotfix in KB : You can generate SEPA direct debit payment files in the PAIN XML file format for Austria, and in the PAIN XML file format for Germany. How do refunds and returns work with SEPA direct debits? Under both SEPA Direct Debit schemes, customers have certain rights to refunds. The customer is allowed to recall any authorized transactions during an eight-week period after the due date, without having to give a reason. In Microsoft Dynamics AX 2012, reversals of any payments that have been made are accomplished manually by using the Cancel payment button in the Customer transactions form. 17

18 SEPA Direct Debit Mandate Overview The SEPA Direct Debit mandate allows a customer to sign a mandate that authorizes the creditor to collect a payment and instructs the customer s bank to pay the collection. The customer can issue the mandate in paper form or electronically. By default, the mandate expires 36 months after the direct debit is last initiated. For examples of mandate forms, see the Appendix. Functionality will be added to Microsoft Dynamics AX 2012 to handle basic mandate recording. In addition, mandates can be scanned and attached to the customer by using the document handling functionality in Microsoft Dynamics AX Microsoft Dynamics AX 2012 does not include built-in integration with bank-specific systems to import mandates that are tracked at the bank level. Note In AX 2012 with the hotfix in KB and AX 2009 SP1 with the hotfix in KB , you can use the COR1 scheme for SEPA Core direct debit mandates. SEPA Direct Debit Mandates in Microsoft Dynamics AX 2009 SP1 Setup This topic explains how to configure Single Euro Payment Area (SEPA) direct debit mandates. A SEPA direct debit allows a creditor to collect funds from a customer s bank account, provided that a signed mandate has been granted by the customer to the creditor. The customer signs a mandate that authorizes the creditor to collect a payment and instructs the customer s bank to pay the collection. The following illustration shows the process of setting up SEPA direct debit mandates: 1. Set up a number sequence for direct debit mandates Each direct debit mandate must have a unique number. Use the Number sequences form to create a number sequence for direct debit mandates. 1. Click Basic > Setup > Number sequences > Number sequences. 2. Press CTRL+N. 3. In the Number sequence code field, enter an identifier. You will use this identifier to assign the number sequence to the direct debit mandate system in the Accounts receivable parameters form. 4. On the Overview tab, in the Format field, create segments. For example, you might use the following format: SDD- ######### 5. On the General tab, select the Manual check box or the Continuous check box to enter a manual sequence or to generate a continuous number sequence. 6. In the Smallest field, enter the lowest possible value that can be used to automatically generate numbers for the number sequence. This field is available only if you select the Continuous check box. 2. Set up Accounts receivable parameters for direct debit mandates You must set up parameters for direct debit mandates. Use the Accounts receivable parameters form to set up the parameters. 1. Click Accounts receivable > Setup > Parameters. 2. On the Direct debit tab, make the following selections: 18

19 Field Days required for the first pre-notification Days required for re curring prenotifications Days required for the first core scheme bank submission Days required for recurring core scheme bank submissions Days required for the first B2B bank submission Days required for recurring B2B bank submission Days required for the first COR1 bank submission Days required for recurring COR1 bank submission These controls are available only when AX 2009 SP1 with the hotfix in KB is installed. Months between usage and expiration Description Enter the number of days to allow for pre-notifications when a new mandate is added. Enter the number of days to allow for bank submissions that use the core scheme. Enter the number of days to allow for bank submissions that use the business-tobusiness (B2B) scheme. Enter the number of days to allow for bank submissions that use the COR1 mandate scheme. The default entry is 36 months (three years). 3. On the Number sequences tab, select a number sequence code for the Direct debit mandate ID reference. 3. Set up a method of payment for direct debit mandates You must set up a method of payment for direct debit mandates. You will use this method of payment to query on invoices to generate direct debit payments for. Use the Methods of payment form to set up the method of payment. 1. Click Accounts receivable > Setup > Payment > Methods of payment. 2. Press CTRL+N. 3. Enter a name for the method of payment, such as SEPA direct debit. 4. Optional: If you expect each of your customers to have multiple mandates, in the Period field, select Invoice. This will create separate a separate payment for each invoice, and each payment will use the mandate that is specified for the invoice. 5. On the General tab, select the Require mandate check box to create payment for direct debit mandates. 19

20 Transactions The topics in this section explain how to maintain direct debit mandate information and generate a payment for customers. Add direct debit mandate information to a customer record (AX 2009 SP1) Before you can draw Single Euro Payment Area (SEPA) direct debit payments for customers with a mandate, you must enter information about the mandate. This topic explains how to add information about a direct debit mandate to a customer s record, and how to print, scan, or cancel a mandate if necessary. The following illustration shows the process of adding direct debit mandate information to a customer: 1. Add direct debit mandate information to a customer record Before you can draw direct debit payments for customers with a mandate, you must enter information about the mandate. Usually, only one mandate is in effect at a time for a customer, so a message is displayed if you try to enter a second mandate for the same customer. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandate. 3. In the Direct debit mandate form, press CTRL+N. 4. Enter information about the mandate. Make the following selections: Field Mandate ID Bank account Signature date Mandate scheme Payment frequency Mandate status Description The identifier is automatically assigned. Select the customer s bank account. The IBAN and SWIFT code fields must be filled in for the bank account if it is used for direct debits. Select the date that the mandate was signed. Select the type of mandate scheme. Select from the following options: Core The basic direct debit scheme, which can be used for businesses or consumers. B2B The business-to-business, which can be used only for businesses. COR1 The COR1 direct debit mandate scheme, which can be used for businesses or consumers. The COR1 control is available only AX 2009 SP1 with the hotfix in KB is installed. Select how payments are made. Select from the following options. Recurring Mandates include multiple payments, such as installment plans or service agreements. Enter the number of payments in the Expected number of payments field. One-time Mandates include only one payment. The mandate status is Incomplete until you enter all the required fields. The status then changes to New. 20

21 5. Optional: On the General tab, change the default entries for the following fields, if necessary, and then close the form. Field Days required for the first pre-notification Days required for re curring prenotifications Days required for the first bank submission Days required for recurring bank submissions Signature location Expected number of payments Usage count Description Enter the number of days to allow for pre-notifications. Enter the number of days to allow for bank submissions. Enter the location where the mandate was signed. For recurring payments, enter the expected number of payments. For one-time payments, enter 1. For new mandates, this number is zero (0). The count is automatically updated each time that a payment for an invoice is posted. If a payment is settled with two invoices, the usage count is increased by two, even though only one payment is used. If a payment is settled with an invoice in another legal entity, the usage count is updated in the legal entity of the invoice. 6. Close the Direct debit mandate form. 7. In the Customers form, on the Payment tab, in the Default mandate ID field, select the default mandate to use for transactions. These transactions include customer invoices for sales orders, free text invoices, interest notes, collection letters, project invoices, and journal entries. Select the mandate reference that will be used for these transactions most of the time. If necessary, you can use the Customer transactions form to change the mandate reference for a transaction after it has been posted. 2. Optional: Generate a mandate for the customer to sign and return If your business process requires it, you can print a partially completed mandate form for your customer to fill out, sign, and return to you. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandate. 3. In the Direct debit mandate form, select a mandate, and then click Print > Mandate report. 3. Optional: Attach a scanned mandate to the customer record If your customer has submitted a signed paper mandate form, you can scan it and attach it to the mandate for the customer s record. For more information about how to scan and attach documents, see Using document management. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandate. 3. In the Direct debit mandate form, select a mandate, and then click Document handling. 4. Optional: Cancel a mandate If a mandate is no longer needed, you can cancel it if it isn t assigned to an open invoice. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandate. 3. In the Direct debit mandate form, select a mandate, and then click More options > Cancel mandate. 21

22 Enter an invoice or transaction for a customer that has a direct debit mandate (AX 2009 SP1) When you enter a customer invoice for a sales order or a free text invoice for a customer who has more than one direct debit mandate, you can select which mandate to use. When you print the invoice, a SEPA direct debit notification section is printed at the bottom of the invoice. When you enter or generate interest notes, collection letters, project invoices, or journal entries, the default mandate reference that is specified for the customer is used. If necessary, you can use the Customer transactions form to change the mandate reference for a transaction after it has been posted. This topic explains how to create a free text invoice for a customer who has a direct debit mandate. The process is similar for customer invoices for sales orders. 1. Enter a free text invoice for a customer that has a direct debit mandate Use the Free Text Invoice Details form to enter a free text invoice for a customer. 1. Click Accounts receivable > Common Forms > Free Text Invoice Details. 2. Press CTRL+N. 3. Select a customer that has a direct debit mandate, and enter invoice header and line information. For basic information about how to work with free text invoices, see Key tasks: Free text invoices. 4. On the Payment tab, select a method of payment that has the Require mandate check box selected. 5. In the Direct debit mandate ID field, select a mandate reference. 6. Click Posting > Free text invoice. 7. In the Post free text invoice form, select the Print invoice check box, and then click OK. The invoice is posted and printed. The SEPA direct debit notification section is printed at the bottom of the invoice. 2. Optional: Print a direct debit mandate notification report You can print a report that shows all the invoices that have been posted for a mandate, and that have not yet been paid. You can send this report to your customer to let them know which invoices are scheduled to be paid through the mandate. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandates. 3. In the Direct debit mandate form, select a mandate, and then click Print > Notification report. Create payments for customers that have direct debit mandates (AX 2009 SP1) You can create SEPA direct debit payments for customers that have invoices that use a method of payment that requires a mandate. This topic explains how to create a payment proposal for customers that have direct debit mandates. It also explains how you can verify mandate information after the payment is posted. 1. Create a payment proposal for customers that have direct debit mandates Use the Payment journal form to create a payment proposal for customers. 1. Click Accounts receivable > Journals > Payment > Payment journal. 2. Select a journal name, and then click Lines. 3. Click Payment proposal > Create payment proposal. 4. In the Customer payment proposal form, click Select. 5. In the query form, select the Method of payment field. 6. In the Criteria field, select a method of payment that requires a mandate, and then click OK. To add restrictions to select documents by mandate scheme or payment frequency, right-click on the Customer transactions table and add the Customer direct debit mandates table. Then, enter criteria and then click OK. 7. Enter other information for the payment proposal, as needed, and then click OK. 8. Click Transfer. 9. Click Functions > Generate payments. 10. In the Generate payments, select a method of payment that requires a mandate, and then click OK. Payments are generated, and the payment status changes to Sent. 11. In the Journal voucher form, click Post > Post. Payments are posted. The usage count for each customer s mandate is incremented. If a payment is settled with 22

23 two invoices, the usage count is increased by two, even though only one payment is used. If a payment is settled with an invoice in another legal entity, the usage count is updated in the legal entity of the invoice. 2. Optional: Verify mandate information for customer transactions Use the Customer Details form to verify mandate information for customer transactions. 1. Click Accounts receivable > Common Forms > Customer Details. 2. Select a customer, and then click Setup > Direct debit mandate. 3. In the Direct debit mandate form, and select a mandate. 4. On the General tab, note the usage count at the bottom of the form. 5. To view the remaining invoices for the selected mandate, click Print > Notification report. 6. In the Direct debit mandate form, click OK. 7. In the Customers form, click Transactions. SEPA Direct Debit Mandates in Microsoft Dynamics AX 2012 Setup This topic explains how to configure Single Euro Payment Area (SEPA) direct debit mandates. A SEPA direct debit allows a creditor to collect funds from a customer s bank account, provided that a signed mandate has been granted by the customer to the creditor. The customer signs a mandate that authorizes the creditor to collect a payment and instructs the customer s bank to pay the collection. The following illustration shows the process of setting up SEPA direct debit mandates: 1. Set up a number sequence for direct debit mandates Each direct debit mandate must have a unique number. Use the Number sequences form to create a number sequence for direct debit mandates. 1. Click Organization administration > Common > Number sequences > Number sequences. 2. On the Action Pane, click Number sequence. 3. In the Number sequence code field, enter an identifier. You will use this identifier to assign the number sequence to the direct debit mandate system in the Accounts receivable parameters form. 4. On the Segments FastTab, create segments. For example, you might use the following format: SDD-######### 5. On the General tab, select the Manual check box or the Continuous check box to enter a manual sequence or to generate a continuous number sequence. 6. In the Smallest field, enter the lowest possible value that can be used to automatically generate numbers for the number sequence. This field is available only if you select the Continuous check box. 2. Set up Accounts receivable parameters for direct debit mandates You must set up parameters for direct debit mandates. Use the Accounts receivable parameters form to set up the parameters. 1. Click Accounts receivable > Setup> Accounts receivable parameters. 2. In the Direct debit area, make the following selections: Field Description 23

24 Field Days required for the first pre-notification Days required for re curring prenotifications Days required for the first core scheme bank submission Days required for recurring core scheme bank submissions Days required for the first B2B bank submission Days required for recurring B2B bank submission Days required for the first COR1 bank submission Days required for recurring COR1 bank submission These controls are available only when Microsoft Dynamics AX 2012 R3, AX 2012 R2 with the hotfix in KB , and AX 2012 with the hotfix in KB is installed. Months between usage and expiration Description Enter the number of days to allow for pre-notifications when a new mandate is added. Enter the number of days to allow for bank submissions that use the core scheme. Enter the number of days to allow for bank submissions that use the business-tobusiness (B2B) scheme. Enter the number of days to allow for bank submissions that use the COR1 mandate scheme. The default entry is 36 months (three years). 3. On the Number sequences area, select a number sequence code for the Direct debit mandate ID reference. 3. Set up a method of payment for direct debit mandates You must set up a method of payment for direct debit mandates. You will use this method of payment to query on invoices to generate direct debit payments for. Use the Methods of payment form to set up the method of payment. 1. Click Accounts receivable > Setup > Payment > Methods of payment. 2. Enter a name for the method of payment, such as SEPA direct debit. 3. Optional: If you expect each of your customers to have multiple mandates, in the Period field, select Invoice. This will create separate a separate payment for each invoice, and each payment will use the mandate that is specified for the invoice. 4. In the Payment type field, select Electronic payment. 5. Select the Require mandate check box to create payment for direct debit mandates. Note The Require mandate check box is available only if you select Electronic payment in the Payment type field. 24

25 Transactions The topics in this section explain how to maintain direct debit mandate information and generate a payment for customers. Add direct debit mandate information to a customer record (AX 2012) Before you can draw Single Euro Payment Area (SEPA) direct debit payments for customers with a mandate, you must enter information about the mandate. This topic explains how to add information about a direct debit mandate to a customer s record, and how to print, scan, or cancel a mandate if necessary. The following illustration shows the process of adding direct debit mandate information to a customer: 1. Add direct debit mandate information to a customer record Before you can draw direct debit payments for customers with a mandate, you must enter information about the mandate. Usually, only one mandate is in effect at a time for a customer, so a message is displayed if you try to enter a second mandate for the same customer. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. On the Direct debit mandate FastTab, click Add. 4. Enter information about the mandate. Make the following selections: Field Mandate ID Bank account Signature date Mandate scheme Payment frequency Mandate status Description The identifier is automatically assigned. Select the customer s bank account. The IBAN and SWIFT code fields must be filled in for the bank account if it is used for direct debits. Select the date that the mandate was signed. Select the type of mandate scheme. Select from the following options: Core The basic direct debit scheme, which can be used for businesses or consumers. B2B The business-to-business, which can be used only for businesses. COR1 The COR1 direct debit mandate scheme, which can be used for businesses or consumers. The COR1 control is available only if Microsoft Dynamics AX 2012 R3, AX 2012 R2 with the hotfix in KB , and AX 2012 with the hotfix in KB is installed. Select how payments are made. Select from the following options. Recurring Mandates include multiple payments, such as installment plans or service agreements. Enter the number of payments in the Expected number of payments field. One-time Mandates include only one payment. The mandate status is Incomplete until you enter all the required fields. The status then changes to New. 25

26 5. Optional: Change the default entries for the following fields, if necessary. Field Days required for the first pre-notification Days required for re curring prenotifications Days required for the first bank submission Days required for recurring bank submissions Signature location Expected number of payments Usage count Description Enter the number of days to allow for pre-notifications. Enter the number of days to allow for bank submissions. Enter the location where the mandate was signed. For recurring payments, enter the expected number of payments. For one-time payments, enter 1. For new mandates, this number is zero (0). The count is automatically updated each time that a payment for an invoice is posted. If a payment is settled with two invoices, the usage count is increased by two, even though only one payment is used. If a payment is settled with an invoice in another legal entity, the usage count is updated in the legal entity of the invoice. 6. In the Default mandate ID field, select the default mandate to use for transactions. These transactions include customer invoices for sales orders, free text invoices, interest notes, collection letters, project invoices, and journal entries. Select the mandate reference that will be used for these transactions most of the time. If necessary, you can use the Customer transactions form to change the mandate reference for a transaction after it has been posted. 2. Optional: Generate a mandate for the customer to sign and return If your business process requires it, you can print a partially completed mandate form for your customer to fill out, sign, and return to you. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. On the Direct debit mandate FastTab, select a mandate, and then click Print > Mandate report. 3. Optional: Attach a scanned mandate to the customer record If your customer has submitted a signed paper mandate form, you can scan it and attach it to the mandate for the customer s record. For more information about how to scan and attach documents, see Using document management. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. On the Direct debit mandate FastTab, select a mandate, and then click Attachments. 4. Optional: Cancel a mandate If a mandate is no longer needed, you can cancel it if it isn t assigned to an open invoice. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. On the Direct debit mandate FastTab, select a mandate, and then click Cancel mandate. 26

27 Enter an invoice or transaction for a customer that has a direct debit mandate (AX 2012) When you enter a customer invoice for a sales order or a free text invoice for a customer who has more than one direct debit mandate, you can select which mandate to use. When you print the invoice, a SEPA direct debit notification section is printed at the bottom of the invoice. When you enter or generate interest notes, collection letters, project invoices, or journal entries, the default mandate reference that is specified for the customer is used. If necessary, you can use the Customer transactions form to change the mandate reference for a transaction after it has been posted. This topic explains how to create a free text invoice for a customer who has a direct debit mandate. The process is similar for customer invoices for sales orders. 1. Enter a free text invoice for a customer that has a direct debit mandate Use the Free Text Invoice Details form to enter a free text invoice for a customer. 1. Click Accounts receivable > Common > Free text invoices > All free text invoices. 2. On the Action Pane, click Free text invoice. 3. Select a customer that has a direct debit mandate, and enter invoice header and line information. For basic information about how to work with free text invoices, see Key tasks: Free text invoices. 4. Select a method of payment that has the Require mandate check box selected. 5. In the Direct debit mandate ID field, select a mandate reference. 6. On the Action Pane, click Post. 7. In the Post free text invoice form, select the Print invoice check box, and then click OK. The invoice is posted and printed. The SEPA direct debit notification section is printed at the bottom of the invoice. 2. Optional: Print a direct debit mandate notification report You can print a report that shows all the invoices that have been posted for a mandate, and that have not yet been paid. You can send this report to your customer to let them know which invoices are scheduled to be paid through the mandate. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. On the Direct debit mandate FastTab, select a mandate, and then click Print > Notification report. Create payments for customers that have direct debit mandates (AX 2012) You can create SEPA direct debit payments for customers that have invoices that use a method of payment that requires a mandate. This topic explains how to create a payment proposal for customers that have direct debit mandates. It also explains how you can verify mandate information after the payment is posted. 1. Create a payment proposal for customers that have direct debit mandates Use the Payment journal form to create a payment proposal for customers. 1. Click Accounts receivable > Journals > Payments > Payment journal. 2. Select a journal name, and then click Lines. 3. Select a journal line, and then click Payment proposal > Create payment proposal. 4. In the Customer payment proposal form, click Select. 5. In the Customer payment proposal query form, in the Criteria field, select the criteria for the customer transactions. 6. To add restrictions to select documents by mandate scheme or payment frequency, in the upper pane, right-click the Customer transactions table in the tree and add the Customer direct debit mandates table. Enter criteria, and then click OK. 7. In the Customer payment proposal form, enter other information for the payment proposal as needed, and then click OK. 8. Click Functions > Generate payments. 9. In the Generate payments form, select Payment method, and then in the Method of payment field, select a method of payment that requires a mandate. Payments are generated, and the payment status changes to Sent. 10. In the Journal voucher form, click Post > Post to post the payments. 27

28 The usage count for each customer s mandate is incremented. If a payment is settled with two invoices, the usage count is increased by two, even though only one payment is used. If a payment is settled with an invoice in another legal entity, the usage count is updated in the legal entity of the invoice. 2. Optional: Verify mandate information for customer transactions Use the Customer Details form to verify mandate information for customer transactions. 1. Click Accounts receivable > Common > Customers > All customers. 2. Double-click a customer. 3. Select the Direct debit mandate FastTab and double-click a mandate. 4. Note the usage count at the bottom of the form. 5. To view the remaining invoices for the selected mandate, click Print > Mandate notification. 6. Click OK. 7. In the Customers form, click Transactions. FAQ Frequently asked question Can I use the COR1 scheme for direct debit mandates? Yes. If you are using AX 2012 with the hotfix in KB and AX 2009 SP1 with the hotfix in KB , you can use the COR1 scheme for SEPA direct debit mandates in Austria, Belgium, Germany, France, Italy, Spain, and the Netherlands. The scheme provides a shorter pre-notification period for the direct debit collection for the creditor. 28

29 Appendix Mandate examples 29

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