Knowledge Base

SEPA Direct Debit

Here you manage SEPA direct debit mandates (a customer's written permission for you to take money from their bank account) and the collections (individual debits) created from them. You create mandates, collect amounts, track their status, and generate collective files in PAIN.008 format that you submit to your bank.

What can I do here?

  • View a dashboard with key figures on mandates and collections
  • Create a new SEPA mandate for a customer, including automatic IBAN validation
  • Filter and search mandates by status (active/revoked)
  • Revoke a mandate
  • Create a new collection (direct debit) against a mandate
  • Filter collections by status
  • Mark a collection as settled
  • Record a returned direct debit (one rejected by the customer or their bank) and enter the reason
  • Bundle pending collections into a PAIN.008 batch and download it as an XML file
  • View the history of past batches

Step by Step

  1. Create a mandate: Open the "Mandates" tab and click "Create Mandate". Enter the customer ID, account holder, and IBAN (the BIC is partly auto-detected once the IBAN is valid) and choose the mandate type. Save with "Create".
  2. Create a collection: Switch to the "Collections" tab and click "Create Collection". Choose the mandate, optionally the related order, the amount, and the collection date.
  3. Generate a batch for the bank: In the "Collections" tab, select one or more pending collections (or leave the selection empty to use all pending collections) and click "Generate Batch". The PAIN.008 XML file downloads and can be submitted to your bank.
  4. Record a returned direct debit: If a bank rejects a debit, click the return icon on the affected collection, choose the matching return reason code, and confirm with "Record Return".
flowchart LR
    A[Create mandate] --> B[Create collection]
    B --> C[Pending]
    C --> D[Generate batch<br/>PAIN.008 XML]
    D --> E[Submitted to bank]
    E --> F{Result}
    F -->|Successful| G[Settled]
    F -->|Rejected| H[Record return]
Screenshot of the SEPA Direct Debit pageScreenshot of the SEPA Direct Debit page
View: /erp/sepa-management

Fields Explained

Field Meaning Notes/Impact
Mandate Reference Unique identifier for the mandate, sent with every direct debit Assigned automatically when the mandate is created
Account Holder Name of the person or company the bank account belongs to Must match the actual account holder
IBAN The customer's International Bank Account Number Automatically validated when entered (country code, bank code, check digits)
BIC Bank Identifier Code Optional; partly auto-detected for a valid IBAN
Mandate Type Recurring (RCUR) or One-off (OOFF) Recurring allows multiple collections, one-off only a single one
Signed At Date the mandate was signed Serves as proof for the bank
Customer ID Unique identifier of the customer in SELLERLOGIC Commerce Services Links the mandate to the correct customer
Mandate ID (on a collection) Unique identifier of the underlying mandate A collection is always tied to a mandate
Order No. Optional link between the collection and an order Makes it easier to match a payment to an order
Amount The amount to be collected Shown in euros
Collection Date Planned date of the debit Carried into the PAIN.008 file when the batch is generated
Batch ID Identifier of the batch file a collection belongs to Empty as long as the collection isn't part of a batch yet
Return Reason Code Standardized code describing why a direct debit was returned Selected when recording a return

Values & Status

Mandate Status

Label Meaning What happens next
Active The mandate is valid and can be used for collections New collections can be created
Revoked The mandate has been withdrawn No new collections can be created against this mandate

Mandate Type

Label Meaning What happens next
Recurring (RCUR) The mandate allows multiple, repeated debits Suited for subscriptions or regular payments
One-off (OOFF) The mandate allows only a single debit Suited for one-time purchases

Collection Status

Label Meaning What happens next
Pending The collection has been created but not yet submitted to the bank Can be included in a batch
Submitted The collection was submitted to the bank as part of a batch Awaiting confirmation or settlement
Settled The collection was completed successfully Considered finished
Collected The amount was successfully debited from the customer's account Considered finished
Returned The bank or customer rejected the debit The return reason code shows why; a new collection may be needed
Failed The collection could not be processed Should be reviewed and possibly recreated

Batch Status

Label Meaning What happens next
Generated The PAIN.008 batch file was created successfully The file can be submitted to the bank

Frequently Asked Questions

What is a SEPA mandate?
A SEPA mandate is a customer's written consent allowing you to take money from their bank account. Without a valid mandate, no direct debit may be collected.

What's the difference between "Recurring" and "One-off"?
A recurring mandate (RCUR) allows multiple debits over time, for example for subscriptions. A one-off mandate (OOFF) allows only a single debit.

What is a PAIN.008 file?
PAIN.008 is a standardized file format used to submit batches of direct debits to banks. Clicking "Generate Batch" automatically creates such a file from the selected collections.

What does a "returned" direct debit mean?
It means the debit was rejected by the bank or the customer — for example due to insufficient funds or a revoked mandate. The return reason code tells you the specific reason.

Can I reactivate a revoked mandate?
No, a revoked mandate cannot be undone. A new mandate must be created for further collections.