European Direct Debit Payments (SEPA)

Outside of North America, a common method of getting payment from customers is by a process called Direct Debits (“DD”). With DD a customer grants you permission to pull a payment from their bank account. The European standard for handling DD’s in known as SEPA – Single Euro Payments Area. SEPA only supports payments in Euros. The DD process has strict rules that require the collection of permissions from customers. Naviga does not manage the generation and collection of forms. Naviga only manages the payment collection process. To do this, the Publisher sends a DD file to their bank containing the details of all the payments that need to be pulled from their customers. The publisher’s bank then manages all of the bank-to-bank processing. The following sections explain how this process is setup in Naviga AD system.

Customer Maintenance

Navigate to the menu Customers -> Advertiser/ Agency Maintenance and search for the customer for which you want to setup for this feature. Click the A/R Setup node.

The A/R Customer maintenance screen now has fields to store a customer’s DD information.

The IBAN is a bank account no.

The Swift BIC identifies a Bank.

These fields are used in the file that the AD system sends to the Bank.

Check the box “Use Electronic Payments” to change the value to “Yes”. This enables the feature where DD’s will only be processed if the “Use Electronic Payments” field is checked and displays the value “Yes”.

Company Maintenance

When the Publisher sends a DD file to their bank, the file must contain the Publisher’s bank account details. These are set up on the Company maintenance screen.

Navigate to the System Settings module, menu Setup -> Company Maintenance. Scroll to the section “Electronic Payments” and enter the details in each field.

Selecting Invoices for Payment

A new process (on the A/R Payments menu) lets you select the invoices that you want to process.

Invoices will only display for customers that have the “Use Electronic Payments” flag set to “Yes”

Select the invoices for payment and click the “Create Payments File” button. You will be prompted to enter more information regarding the bank name, which you can choose from the drop-down menu, the Deposit Date which you can choose using the calendar pop-up and the financial period, which you can enter from the drop-down menu.

Click the button “Create Payments File”. The payment process will create a payment (SCASH record) for each invoice. It will load those payments into a Batch.

Click the node for batches, then in the “Select from Date” field, select the date, and click the “Get Batches” button.

The batches display. Clicking the XML icon for a batch will generate the XML that the Publisher sends to their bank (sample below)

Payment Not Processed

If the bank informs the Publisher that a payment was not processed, then the Publisher must void the Payment as in other payments. To do so, navigate to the Payment Inquiry screen, and search for the payment. Click the Edit drop-down menu and choose the option to void the payment.

A/P Setup

The system requires that the vendors be set to Auto Clearing types with the following ACH set up: In the Vendor Maintenance screen, click the button “Auto Clearing” to reflect the value”Yes”.

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• The “Auto Clearing Bank Sort/ Routing No.” is Vendor’s IBAN.

• The “Auto Clearing Branch Name” field is the Vendor’s BIC reference.

• The supplier name is the Vendor’s name.

The process requires the following Bank set up parameters as follows:

• The flag for generating the file in SBP’s format is the ACH Company Id – this must be SBPOST (as above)

• SBP’s IBAN must be in the ACH Bank Identifier field

• SBP’s payment reference must be in ACH Routing Number field

The output is in the Batch File, highlighted below.

The batch file is similar to this format based on the setup details:

SBPOST Payment Run 03:24:49 Oct 23 2019,,,01,,,,,,,,,sbpostiban,,,,100.00,10232019,,,,,,SUPPLIERBIC,,,,,,SUPPLIERIBAN,,RICHARD BATTEN,,,,SUNDAY BUSINESS PO,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

,,,01,,,,,,,,,sbpostiban,,,,117.50,10232019,,,,,,SUPPLIERBIC,,,,,,SUPPLIERIBAN,,RICHARD BATTEN,,,,SUNDAY BUSINESS PO,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,