Creating direct debits is a standard functionality of BC. Due to the complexity of the whole process, this process is described in this chapter.
Documentation in this area is available from MS here: SEPA Direct Debit in Dynamics NAV - Dynamics NAV | Microsoft Learn
A prerequisite is the correct setting in all areas described Nastavení Finance
This documented area describes how direct debits are created and posted.
Create a Direct Debit
Now, find and open the page Direct debits. Use the New and Create direct debit buttons to start setting up a new direct debit order.
Fill out the dialog box.
From Due Date and To Due Date
Period for Selecting Customer Items by Due Date
Both data must be filled in
Partner Type
Customers are selected according to the settings on the Customer Card on the Payments tab
Choose one of the options (Company or Person)
It is not possible to issue one collection order for both types at the same time
Only customers with a valid permit
If this option is enabled, then only those customers who have a valid Direct Debit Authorization in the given period are selected for the collection order. If not turned on, then all customers are processed.
The system checks whether the authorization is valid only on the Customer card, the authorization ID does not have to be filled in on the invoice (e.g. for invoices posted through the collection authorization registration)
Only invoices with a valid permit
If the field is ON, then only Customer Ledger Entries with a valid Permission ID are selected
Bank Name
Name of the selected bank account of the company, it is downloaded from the Bank Account Card automatically
Customer Tab
You can further restrict the selection of items for a collection order by specifying your own filters on the Customer tab.
Notification:
Only Customer Ledger Entries of the Invoice type are included in Direct Debit Collection.
Since this is a SEPA direct debit, only items in EUR currency are suggested (depending on the country, EUR can be a local or foreign currency).
Confirm the OK button to start the creation of a collection order. The user is informed about the result by the message:
After a direct debit order has been successfully created, a new line is based on the Direct Debits report. The status of the collection order is "New"
Direct Debit Entries
You can view the content of the created collection order by clicking on the Direct Debit Entries button or by clicking on the Number of Transfers field or the Number field.
After clicking, you will see a list of invoices proposed for collection.
The following information is copied from the Customer Ledger Entry (Invoices):
Customer No.
Customer Name
Apply Entry No.
Customer Entry No. (Invoices)
Applied Entry Document No.
Document No. (Invoice)
Application Entry Description
Posting Date of Applied Entry
Application Entry Currency Code
Invoice Currency
Applied Entry Amount
Original Invoice Amount in Invoice Currency
Applied Entry Balance
Current Unpaid Invoice Amount
Open Applied Entries
The current status of the invoice.
On the Direct Debit Entry the following fields are also filled in:
Transfer Date
Copied Due Date from Invoice
The transfer date must be at least current (today) or higher
If the Transfer Date is lower than the current date, you must manually correct (overwrite) it
Currency
Direct debit currency code
For SEPA direct debit the currency must be "EUR" (according to the country of the company, if EUR is the local currency, the field will be empty, if EUR is a foreign currency, the code will be filled in)
Transfer Amount
Direct Debit Amount
You can manually adjust the suggested amount, but it can't be more than your invoice balance
Transaction ID
Direct Debit No. + Sequential number of the Direct Debit Entry separated by a slash
Permission ID
Customer's Direct Debit Authorization Identification No.
The field is mandatory when exporting direct debits, the system will use it to check validity
If the authorization ID is not entered on the Direct Debit Entry (e.g. the authorization was registered on the customer's card after the sales invoice was posted), you must fill in the authorization number manually. You can only select from the customer's existing permissions. If the authorization is invalid, closed, or blocked, it can be added to the line, but an error window will show an error and the collection item cannot be exported.
Sequence Type
Information about the order of collection for a given authorisation.
For Allowed Payment Type = Periodic, the sequences can be
First – first recovery order of the authorisation
Last – last direct debit order (according to the set expected number of direct debits
Periodic – collection orders between the first and last direct debit
For Allowed payment type = One-off, the value One-off is filled in. This value is filled in even if the authorization ID is not filled in on the direct debit entry.
Status
The status of the collection order entry (line).
Depending on the functions used, it can have the following values:
New
After you create a new Direct Debit
File Created
Direct debit has been exported to an XML file
Rejected
The user used the Reject Item function (e.g. the payment was not debited from the customer's bank account)
Posted
The user used the Post Received Payments function and generated or posted a journal from the Direct Debit.
Entry No.
Sequential line number within the given Direct Debit
Permission Payment Type
From the direct debit authorization, it is copied whether it is a periodic or one-time direct debit.
If errors are found on the command line, they are displayed in the error window on the right.
In the Errors in the export file Errors are always displayed for the line you are standing on. You can click on individual errors in the error window to view the error detail.
Before exporting the file, it is necessary to remove the errors (e.g. add SWIFT to the customer's Bank Account).
Delete a direct debit entry
If you do not want to export an item proposed for a collection order, it is possible to delete it from the order by clicking on the Delete button before exporting it (the order status must be New).
By confirming the message, the selected lines of the collection order will be deleted and can be included again in another order.
Export to XML file
After checking the collection order and removing any errors, export the order to a file in XML format. After the XML file is created, the status of the collection order is changed to File Created. You can also export a command repeatedly.
To start the export, click Export direct debit file.
Save the file in a place where you can import it into the appropriate electronic banking application.
After you export a direct debit to a file, the Collection status is changed to File Created.
At the same time, the Direct Debit Authorization window (on the Customer Card) updates the Collection Count field for the given Authorization ID.
Rejecting a Direct Debit Entry
If the direct debit order has been exported (Collection status is File created), but the payment has not been collected in the bank, it is possible to mark the direct debit entry as "rejected".
In the Direct debit entries window, select the entry that your bank failed to process, and then, on the Process tab, click Reject item.
After confirmation by the Yes button, the status of the direct debit entry will change to Rejected. A rejected Customer Ledger Entry can be resuggested to another order.
Post Payments Received
If a bank payment has been successfully collected from the customer, the payment can be posted. This can be done in two ways, depending on the internal processes:
Payment can be posted directly from Direct Debit
A payment can be posted as part of an import of a bank statement in the Payment Reconciliation Journal.
You can start posting a collected payment from Direct Debit by clicking on the Post Received Payments button, both from the list of direct debits and from the direct debit order lines.
When the task runs, a dialog box opens:
In the window, fill in the General Journal Template and General Journal Batch in which the payments will be proposed. (Note: It is necessary to set up a Number Series on the General Journal Sheet)
In the Create journal only field, turn on:
NO if you want to charge immediately
YES if you want to check your payments before posting. In this case, the payments are only generated in the journal, where you must post them manually.
After confirming the OK button, the collection status will change to Posted and the journal lines are generated.
Review the payments in the journal and post the journal.
Closing Direct Debit
After the payments have been posted, it is possible to close the direct debit order by clicking on the Close direct debit button.
After confirming the Yes button, the direct debit status will switch to Closed.
Closed collections entries can't be exported, posted, or rejected.
You can also close a direct debit order if you don't charge payments from a Direct Debit, but from an imported bank statement.
Note: It is possible to close a direct debit from any Direct Debit Status, but no other actions can be performed on the direct debit.
Checking Customer Items
On the Customer card, check the posted Payments.
Payments are posted to the customer and settled with the invoices.
Attachment
An up-to-date list of SEPA countries can be found here:
http://www.europeanpaymentscouncil.eu/knowledge_bank_detail.cfm?documents_id=328