Making SEPA bank transfers, direct debits and advance payments

You must set up the following information:

You must create one or several cash journals that will be used for direct debits or bank transfers.
1 | To do so, go to Tools > Setup > General setup > Accounting > Cash journals. |
2 | Update the bank details from the Cash journal tab. |
3 | From the Bank transfers/withdrawals tab, enter information about the direct debits / bank transfers linked to the cash journal: |
- Enter the sold-to-party number for the direct debit or bank transfer (given by the bank).
- Enter the next order number (required).
- Specify the path where the transfer file will be generated. Do not include the file name in the path.

You must set up the Unique Mandate Reference (UMR or RUM in the software).
1 | Go to Tools > Setup > General setup > Company > Automatic management objects numbering. |
2 | In the Type field, enter RUM (required). |
3 | In the Prefix field, enter a number made up of 35 characters max, with no blank space or latin character. |
Note
Only open mandates can be used for direct debits.

1 | Go to Tools > Setup > General setup > Company > Company. |
2 | In the SCI field, enter the SEPA Creditor ID. |

You must update the payment terms of the Prélèvement type as well as the bank details for all the customers who are likely to pay via direct debits.
1 | Open your customer’s record sheet and click on the Finances tab. |
2 | Under Terms and conditions, select Prélèvement from the drop-down menu. |
3 | Update your customer's bank details. |

You must update the transfer terms of the Virement type for all the suppliers who are likely to be paid via bank transfers.
1 | Open your supplier’s record sheet and click on the Finances tab. |
2 | Under Terms and conditions, select Virement from the drop-down menu. |
3 | Update your supplier's bank details. |

It is advised to set up the relevant batch when you have a lot of direct debits to make. It enables you to generate payments as a background task without having an impact on the direct debits generation.
To do so:
1 | Enable the BATCH_PRELEV application control on the company in charge of the direct debits, then restart Akuiteo. |
2 | Create a dedicated user for this direct debit batch. E.g.: USRBATCHDEBIT. It will enable you to block any modification on an invoice with a pending direct debit. |
3 | Go to Tools > Setup > Batches > Batch creation and modification > |


There are two ways to create a mandate:
Creating a new mandate directly
1 | Go to Banking > Direct debit mandates > |
2 | Fill in the following fields: |
- Customer
- Customer site: if the mandate must be linked to the bank account details of the customer site
- Payment Type: Recurrent or Occasional
- State code: Draft (by default) / Open / Deactivated / Revoked / Expired
- SDD Core: check the box if the debtor is a private individual
- Date, Send date, Date signed and Due date
- UMR: number automatically generated by Akuiteo after saving. You can also directly enter the UMR if the DMF 081408 is enabled.
- Activation, Deactivation and Expiry dates
- First date: the first SEPA direct debit that was issued and processed for this mandate, even if there is already national direct debits - issued and accepted - for this mandate.
If the type is Recurrent:
- Opening receipt: the link to the receipt that generated the FIRST.
- Closing receipt: the link to the receipt that generated the LAST.
If the type is Occasional:
- Receipt: the link to the receipt (ONE OFF) of the mandate.
You cannot create a new mandate if there is already a draft or open mandate for the customer (or customer site, depending on the context).
Creating a mandate from the customer record sheet or site
From a customer record sheet, the direct debit mandates tab enables you to access and create direct debit mandates for this customer (to be displayed from the user preferences).
From the customer site, the direct debit mandates tab enables you to access and create direct debit mandates for this customer.
Note
To be able to modify a mandate, you must enable the DMF 081403 BANKING MANDATES MODIFY.
To be able to delete a mandate, you must enable the DMF 081404 BANKING MANDATES DELETE (feature only active for draft mandates).

Activating a mandate
Note
Akuiteo will send you a warning message if the invoice billing site (or the customer) does not have an open mandate.
Once the mandate is created, you must activate it to be able to make direct debits. This feature is only available for draft mandates.
1 | Enable the DMF 081405 BANKING MANDATES ACTIVATE. |
2 | Use one of the following features to activate the mandate: |
- From a mandate, go to Edit > Activate the mandate.
- From the mandates search results, right-click on a selection of mandates, then select Activate the selected credit debit mandates.
The Activation date field is automatically updated with the current date.
Modifying the sequence
For occasional mandates, only the ONE-OFF value is available for the sequence.
For recurrent mandates, the FIRST / RECURRENT / LAST values are available:
- FIRST is applied by default if the mandate is open and there has never been direct debits.
- RECURRENT is applied if the mandate is open and the FIRST sequence has already been used.
- LAST can be manually applied for the last direct debit on the recurrent mandate.
Deactivating a mandate
This action enables you to deactivate a mandate without having to wait for the last direct debit for example. This feature is only available for draft mandates.
1 | Enable the DMF 081406 BANKING MANDATES FORCE DEACTIVATION. |
2 | Use one of the following features to deactivate the mandate: |
- From the mandate, go to Edit > Force deactivation of the mandate.
- From the mandates search results, right-click on a selection of mandates, then select Force deactivation of the selected mandates.
The deactivation date is automatically updated with the current date.
Making a mandate expire
1 | Enable the DMF 081407 BANKING MANDATES MAKE EXPIRE. |
2 | From the mandate, go to Edit > Cause the mandate to expire. |

In this screen, you can search for the to generate:
1 | Go to Banking > Batch reports and batch processing > . |
The search screen opens and a search is automatically started. The search results therefore displays the list of to generate, from all the cash journals.
2 | Enter the desired search criteria: |
- Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the .
- Created by: help list with all the active employees, to filter your search according to the employee who initiated the .
- Status: Enables you to filter your results based on the status of the (validated or in progress).
3 | Start the search. |
The search results display a line per matching the specified criteria.
Tip
The In Progress column displays, for each line, the total amount of on the same cash journal and at the same transaction date, to make sure the daily amount of has not been reached.

To create a new with the different :
1 | Click on |
2 | Fill in the following fields: |
Field | Description |
---|---|
Label | Specify the label of the . |
Cash journal |
Select the cash journal linked to the from the help list. The selected cash journal must be correctly set up for bank transfers and direct debits. |
Operation date | Enter the transaction date of the . |
3 | Click on Validate. |
The empty is created and is automatically displayed on the screen.

From the search results, select the desired , then click on in the action bar to open the input screen. You can select and display up to 5 different , that are linked to different cash journals and employees.
From the input screen, each is displayedseparately in its own table, with the lines corresponding to the that are linked to the . If the table is empty, you must add the desired .
To make , you must:
- add the desired in the ;
- validate the ;
- generate the SEPA file;
- generate the in order to and to generate the payment entry in the cash journal.
Managing the
The features available to manage can be accessed at the top right of each table:
Function | Description | ||
---|---|---|---|
|
Note A validated cannot be modified. Enables you to modify the label, the cash journal or the transaction date of the . If you modify the header of , the input screen is updated to only display the modified . |
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|
Enables you to add . Reference For more information, refer to . |
||
|
Enables you to validate or cancel the validation for the . |
||
|
Note The file can only be generated if the is validated. Enables you to generate the SEPA file, that includes the added in the relevant table. You must select the location to save the generated file. This SEPA file can be generated again, if needed. |
||
|
Note The SEPA file must be generated before you can generate the . Enables you to generate the for the relevant . When the are generated:
|
||
|
Note A validated cannot be deleted. Enables you to delete the and to automatically remove it from the input screen. |
Note
You can only add lines to for that are not validated.
1 | From the input screen, click on |
2 | Enter the desired search criteria then start the search. |
The results list displays the lines matching the search criteria.
Note
In the Status column:
- The icon
is displayed for that are not already included in .
- The icon
is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the . In this case, the line can still be added to the .
- The icon
is displayed and the line is in bold if the line has already been added to . In this case, the line .
3 | Check the to add, then: |
- click on
in the action bar.
- right-click on the table and click on .
Checked lines are added to the relevant .
Managing the
Note
If the is validated, the following features are no longer available.
Right-click on one or multiple lines in the same :
Function | Description | ||
---|---|---|---|
Delete the selected lines | Enables you to delete the selected line(s) in . | ||
Add a payment address |
Enables you to change the address of the site to be used as the payment address for the selected line:
The addresses available are the addresses of the sites linked to the and for which in the Use of the site section. To access this feature, you can also double-click on the desired line. |
||
Transfer |
Enables you to transfer one or multiple lines to another in the input screen. In the window, select the target from the drop-down list. This drop-down list displays all the that are in progress (not validated) and which are displayed in addition to the source in the input screen. |


In this screen, you can search for the to generate:
1 | Go to Banking > Batch reports and batch processing > . |
The search screen opens and a search is automatically started. The search results therefore displays the list of to generate, from all the cash journals.
2 | Enter the desired search criteria: |
- Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the .
- Created by: help list with all the active employees, to filter your search according to the employee who initiated the .
- Status: Enables you to filter your results based on the status of the (validated or in progress).
3 | Start the search. |
The search results display a line per matching the specified criteria.
Tip
The In Progress column displays, for each line, the total amount of on the same cash journal and at the same transaction date, to make sure the daily amount of has not been reached.

To create a new with the different :
1 | Click on |
2 | Fill in the following fields: |
Field | Description |
---|---|
Label | Specify the label of the . |
Cash journal |
Select the cash journal linked to the from the help list. The selected cash journal must be correctly set up for bank transfers and direct debits. |
Operation date | Enter the transaction date of the . |
3 | Click on Validate. |
The empty is created and is automatically displayed on the screen.

From the search results, select the desired , then click on in the action bar to open the input screen. You can select and display up to 5 different , that are linked to different cash journals and employees.
From the input screen, each is displayedseparately in its own table, with the lines corresponding to the that are linked to the . If the table is empty, you must add the desired .
To make , you must:
- add the desired in the ;
- validate the ;
- generate the SEPA file;
- generate the in order to and to generate the payment entry in the cash journal.
Managing the
The features available to manage can be accessed at the top right of each table:
Function | Description | ||
---|---|---|---|
|
Note A validated cannot be modified. Enables you to modify the label, the cash journal or the transaction date of the . If you modify the header of , the input screen is updated to only display the modified . |
||
|
Enables you to add . Reference For more information, refer to . |
||
|
Enables you to validate or cancel the validation for the . |
||
|
Note The file can only be generated if the is validated. Enables you to generate the SEPA file, that includes the added in the relevant table. You must select the location to save the generated file. This SEPA file can be generated again, if needed. |
||
|
Note The SEPA file must be generated before you can generate the . Enables you to generate the for the relevant . When the are generated:
|
||
|
Note A validated cannot be deleted. Enables you to delete the and to automatically remove it from the input screen. |
Note
You can only add lines to for that are not validated.
1 | From the input screen, click on |
2 | Enter the desired search criteria then start the search. |
The results list displays the lines matching the search criteria.
Note
In the Status column:
- The icon
is displayed for that are not already included in .
- The icon
is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the . In this case, the line can still be added to the .
- The icon
is displayed and the line is in bold if the line has already been added to . In this case, the line .
3 | Check the to add, then: |
- click on
in the action bar.
- right-click on the table and click on .
Checked lines are added to the relevant .
Managing the
Note
If the is validated, the following features are no longer available.
Right-click on one or multiple lines in the same :
Function | Description | ||
---|---|---|---|
Delete the selected lines | Enables you to delete the selected line(s) in . | ||
Add a payment address |
Enables you to change the address of the site to be used as the payment address for the selected line:
The addresses available are the addresses of the sites linked to the and for which in the Use of the site section. To access this feature, you can also double-click on the desired line. |
||
Transfer |
Enables you to transfer one or multiple lines to another in the input screen. In the window, select the target from the drop-down list. This drop-down list displays all the that are in progress (not validated) and which are displayed in addition to the source in the input screen. |


In this screen, you can search for the to generate:
1 | Go to Banking > Batch reports and batch processing > . |
The search screen opens and a search is automatically started. The search results therefore displays the list of to generate, from all the cash journals.
2 | Enter the desired search criteria: |
- Cash journal: help list with all the active cash journals, to filter your search according to the journal linked to the .
- Created by: help list with all the active employees, to filter your search according to the employee who initiated the .
- Status: Enables you to filter your results based on the status of the (validated or in progress).
3 | Start the search. |
The search results display a line per matching the specified criteria.
Tip
The In Progress column displays, for each line, the total amount of on the same cash journal and at the same transaction date, to make sure the daily amount of has not been reached.

To create a new with the different :
1 | Click on |
2 | Fill in the following fields: |
Field | Description |
---|---|
Label | Specify the label of the . |
Cash journal |
Select the cash journal linked to the from the help list. The selected cash journal must be correctly set up for bank transfers and direct debits. |
Operation date | Enter the transaction date of the . |
3 | Click on Validate. |
The empty is created and is automatically displayed on the screen.

From the search results, select the desired , then click on in the action bar to open the input screen. You can select and display up to 5 different , that are linked to different cash journals and employees.
From the input screen, each is displayedseparately in its own table, with the lines corresponding to the that are linked to the . If the table is empty, you must add the desired .
To make , you must:
- add the desired in the ;
- validate the ;
- generate the SEPA file;
- generate the in order to and to generate the payment entry in the cash journal.
Managing the
The features available to manage can be accessed at the top right of each table:
Function | Description | ||
---|---|---|---|
|
Note A validated cannot be modified. Enables you to modify the label, the cash journal or the transaction date of the . If you modify the header of , the input screen is updated to only display the modified . |
||
|
Enables you to add . Reference For more information, refer to . |
||
|
Enables you to validate or cancel the validation for the . |
||
|
Note The file can only be generated if the is validated. Enables you to generate the SEPA file, that includes the added in the relevant table. You must select the location to save the generated file. This SEPA file can be generated again, if needed. |
||
|
Note The SEPA file must be generated before you can generate the . Enables you to generate the for the relevant . When the are generated:
|
||
|
Note A validated cannot be deleted. Enables you to delete the and to automatically remove it from the input screen. |
Note
You can only add lines to for that are not validated.
1 | From the input screen, click on |
2 | Enter the desired search criteria then start the search. |
The results list displays the lines matching the search criteria.
Note
In the Status column:
- The icon
is displayed for that are not already included in .
- The icon
is displayed and the line is in red if the BIC and IBAN numbers are not correctly entered in the record sheet of the . In this case, the line can still be added to the .
- The icon
is displayed and the line is in bold if the line has already been added to . In this case, the line .
3 | Check the to add, then: |
- click on
in the action bar.
- right-click on the table and click on .
Checked lines are added to the relevant .
Managing the
Note
If the is validated, the following features are no longer available.
Right-click on one or multiple lines in the same :
Function | Description | ||
---|---|---|---|
Delete the selected lines | Enables you to delete the selected line(s) in . | ||
Add a payment address |
Enables you to change the address of the site to be used as the payment address for the selected line:
The addresses available are the addresses of the sites linked to the and for which in the Use of the site section. To access this feature, you can also double-click on the desired line. |
||
Transfer |
Enables you to transfer one or multiple lines to another in the input screen. In the window, select the target from the drop-down list. This drop-down list displays all the that are in progress (not validated) and which are displayed in addition to the source in the input screen. |

Can I modify my bank details if a mandate exists?
To simplify SEPA direct debits in Akuiteo, it is not possible to modify the bank details of a customer or a customer site when there is an open mandate.
Therefore, the solution is to create a new mandate each time the debtor's bank details are modified.
When I generate direct debits, the customer is marked as FIRST but I have already made SEPA direct debits on this customer. Shouldn’t it be RECURRENT?
The first FIRST direct debit receipt has been manually deleted. Therefore, the FIRST date is empty.
By manually modifying the mandate's FIRST date, the next direct debit will be RECURRENT.
What does "The sequence must be the same for all direct debits" message mean?
Banks do not allow mixing data within the same direct debit. That is why you must first generate a file for the FIRST, then a file for the RECURRENT.