Euro Direct Debit Manual March 2013

Transcription

Euro Direct Debit Manual
For the Euro Direct Debit and the Business Euro Direct Debit
March 2013
Content
 Introduction3
2 Checklist from Dutch Direct Debit to Euro Direct Debit
4
3 To the Euro Direct Debit: characteristic features
5
5
5
5
6
6
6
6
6
6
3.1 3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
Introduction
Differences compared to the Dutch Direct Debit
Refund right under Euro Direct Debit
Customer mandates Collector ID
Unique mandate identifier for every mandate
Blocking direct debits
Differences between the Euro Direct Debit and Business Euro Direct Debit
Direct debits abroad
4 The Euro Direct Debit contract
4.1Introduction
4.2 Contract limits
4.3 Verification date and exceeding limits
4.4 Multiple direct debit accounts
5 Customer mandates
5.1Introduction
5.2 Mandate for the Euro Direct Debit
5.3 Re-using existing mandates
5.4 Mandate records
5.5 Pre-notification of debtors
5.6 Important action points for Business Euro Direct Debits
6 Administrative processing
6.1Introduction
6.2 Submitting direct debit batches 6.3 Creating direct debit orders without separate software
6.4 Processing timelines
6.5 Execution date
6.6 Reversals of Euro Direct Debit orders
6.7 Cancellation of Euro Direct Debit orders and batches
6.8 Account information
7 Modifications of your accounting package
7.1Introduction
7.2 New file formats 7.3 Direct debit software from a software supplier
7.4 Direct debit software developed in-house
8
8
8
8
8
9
9
9
11
11
12
12
13
13
13
14
15
15
16
16
16
18
18
18
18
19
8 Appendices20
1 Useful websites
20
2 From Dutch Direct Debit to European Direct Debit
21
3 The Dutch Continuous Mandate for Businesses versus the Business Euro Direct Debit21
4 Abbreviations and definitions
22
5 SEPA Mandate form templates
23
6 Reason codes (Reversals and exceptions)
24
7 List of SEPA countries
26
Euro Direct Debit Manual (March 2013)
2
1
Introduction
The single European payments market will be a reality on 1 February
2014. European countries and banks are working hard to introduce this
European payments market, also known as the Single Euro Payments
Area (SEPA). European legislation mandates that all banks in the euro
countries must be able to process Euro Credit Transfers and Euro Direct
Debits. Banks in the euro countries must discontinue processing of
national credit transfer and direct debit products by 1 February 2014
at the latest. Banks in the other SEPA countries are required to comply
with this obligation by 31 October 2016 at the latest.
SEPA’s goal is to make payment transactions
simpler and more efficient. All participating
countries will migrate to uniform products for
European credit transfers and direct debits.
You can determine the timing of your migration
yourself but must ensure that you are SEPA-ready
by 1 February 2014, as you will be able to use
only European payment products from then on.
You will also read more about the conditions for the mandate
and the new SEPA information on the mandate. And lastly,
administrative/ accounting aspects and requirements for
accounting packages will also be explained.
The General Terms and Conditions for (Business) Euro Direct
Debits of Rabobank apply to all information in this manual.
They always take precedence and are available at:
www.rabobank.nl/euroincasso.
All references in this manual to Euro Direct Debits are
intended to include Business Euro Direct Debits except where
separate information is provided for the latter.
Rabobank would like to help you to migrate
smoothly to ensure you do not find yourself
unable to make or receive payments at any
point along the way.
In this manual
In the Netherlands, the Dutch credit transfer and direct debit will
be replaced by their European counterparts. At Rabobank these
are called the Euro Payment and the Euro Direct Debit.
This manual will provide you with all information that is required
to migrate from the Dutch to the Euro Direct Debit. We describe
the characteristic features of the Euro Direct Debit and the Euro
Direct Debit contract.
Information updates
Please make sure that you consult www.rabobank.nl/
ibanvoorbedrijven for updates on the latest developments
and the current status (in Dutch).
Tip
Read the handy checklist at the start of this manual first.
It will tell you exactly what you need to do to switch to
the Euro Direct Debit. Do not wait too long – switch over
when you can!
3
2
Checklist: from Dutch Direct Debit to
Euro Direct Debit
If you only use Rabo Internet Banking (RIB) or
Rabo Cash Management (RCM) for collections,
without separate direct debit software
If you use separate direct debit software for direct
debits
1 Read sections 1 to 6 of this manual.
1 Read this manual and identify which parts of it are
relevant for you.
2 Enter into the Euro Direct Debit contract.
3 Design a new mandate form or modify your current
mandate form to include the required SEPA information.
4 If you use Business Euro Direct Debits: make sure your
business debtors sign the mandates and then register
them with their bank.
2 Draw up a phased action plan: when is which action
required?
3 Adapt your software or ask your supplier whether this
software is SEPA-proof.
4 Enter into the Euro Direct Debit contract.
5 If necessary adapt your general terms and conditions
and the pre-notification method to the new SEPA rules.
5 Design a new mandate form or modify your current
mandate form to include the required SEPA information.
6 In Rabo Internet Banking, convert the direct
debit address book into the Euro Direct Debit address
book. You can skip this step if you use Rabo Cash
Management.
6 If you use Business Euro Direct Debits: make sure your
business debtors sign the mandates and then register
them with their bank.
7 Inform your debtors of your Collector ID and the
mandate identifier and the timing of your direct debits.
8 Start making collections and take the new administrative
processing timelines into account.
7 If necessary adapt your general terms and conditions and
the pre-notification method to the new SEPA rules.
8 Check whether your administrative/accounting processes
need to be modified, for instance in connection with the
new processing timelines.
9 Test the operation of the modified software if it was
designed in-house.
10 Test your software to produce real transactions.
11 Inform your debtors of your Collector ID and the
mandate identifier and the timing of your direct debits.
12 Start making collections.
4
3
To the Euro Direct Debit: characteristic features
Read more in this section about:
33Differences compared to the Dutch Direct Debit
33Refund right under the Euro Direct Debit
33Customer mandates
33Collector ID
33Unique mandate identifier for each mandate
33Blocking direct debits
33Differences between the Euro Direct Debit and Business
Euro Direct Debit
33Direct debits abroad
33.1 Introduction
3
The European term for direct debit is SEPA Direct Debit. The
corresponding Rabobank product is called the Euro Direct
Debit. You can use Euro Direct Debits for collections in the
Netherlands and other SEPA countries in euros to be charged
or credited to an International Bank Account Number (IBAN).
This extended account number will be the standard in Europe.
The length of the IBAN differs per country; in the Netherlands
the number has 18 positions and always ends with your Dutch
account number. Your IBAN is displayed on your account
statements, in Rabo Internet Banking and on new bank cards.
You no longer need to keep a separate account in another
SEPA country to be able to use direct debits there.
You can choose from two variants at Rabobank:
1 The Euro Direct Debit: you can use this for one-off or
recurrent direct debits from business clients and private
individuals (consumers).
2 The Business Euro Direct Debit: you can use this for one-off
or recurrent direct debits from business clients only.
The table below summarises the principal differences between
the Dutch Direct Debit and the Euro Direct Debit. The Business
Euro Direct Debit differs from the Euro Direct Debit in some
respects, however. The annexe includes a detailed table showing
the characteristics of the three direct debit formats alongside
each other.
The Dutch Direct Debit versus the Euro Direct Debit
Nederlandse Incasso
Euro-incasso
For collections from
All Dutch
current accounts
Current accounts (IBAN)
in SEPA countries*
Currency
Euro
Euro
Processing timelines
Maximum of 1
working day
6 working days for first
or one-off direct debits
3 working days for
continuous mandate
(other than first)
The bank will check
whether a continuous
mandate has already
been presented
previously
Refund initiated by
the debtor
8 weeks
8 weeks
Return initiated by
the bank
For a continuous
mandate: up to 30
calendar days after
debit;
Up to 5 working days
after debit
For a non-recurring
mandate: 5 working
days
Mandate details in
direct debit
order
No
33.2 3
Differences compared to the Dutch Direct Debit
The Euro Direct Debit does not differ greatly from the Dutch
Direct Debit from the payer’s perspective. The Euro Direct Debit
does involve extra measures to provide better protection for the
payer. What this means for you is that you will need to document
extra details in your administrative records. Processing timelines
are likewise different. Read more on this in the section
Administrative processing.
Compared to the Dutch Direct Debit, the following features of
the Euro Direct Debit are new or different:
• the refund right
• customer mandates
• the Collector ID
• unique mandate identifier per mandate
• blocking direct debits
Yes, the collector is
required to send extra
information with each
direct debit order: Collector ID, mandate identifier
and date of mandate
*See annexe 7 for a list of all SEPA countries
33.3 3
Refund right under Euro Direct Debit
Refund right of payer
Your debtor has the right to have the amount refunded within
eight weeks (refund right). This refund period applies to one-off
and recurrent direct debits. Under the European rules, there is no
longer a direct debit option without a refund right for
consumers. The Dutch Direct Debit without a refund right for the
consumer will therefore not have a European successor. Do you
use this direct debit format for collections? In that case you must
prepare to use an alternative. Do the Dutch Rabo SEPA Check on
www.rabobank.nl/sepacheck.
5
3
Return right of bank
The payer’s bank can only return a direct debit in the first four
days after execution. Insufficient funds in the account or a
blocked account can be a reason for the bank to reverse the
direct debit. Banks’ procedures for executing direct debits in the
event of insufficient funds vary: one bank will refuse a direct
debit direct, while another may first execute the direct debit but
reverse it within four working days after the debit if the funds
are not replenished.
Read more below in this section on the return periods under the
Business Euro Direct Debit.
33.4 3
Customer mandates
Mandates signed by your customers for Dutch Direct Debits are
also valid for Euro Direct Debits, provided you add the required
SEPA information to the mandate. The section Customer
mandates contains more information on re-using mandates, as
well as on switching to the Business Euro Direct Debit, which
does require new mandates. The debtors also have to register
mandates for Business Euro Direct Debits with their bank.
33.5 3
Collector ID
The Collector ID is the unique identifier by which your organi
sation can be identified as a collector throughout the SEPA area.
When you enter into a Euro Direct Debit contract, Rabobank
will issue this Collector ID, which is based on your registration
number with the Chamber of Commerce and is accompanied
by a certificate of authenticity. You use this certificate to notify a
new (domestic or foreign) bank of your Collector ID. You can
always use the same Collector ID for collections, even if you use
multiple accounts at several banks for direct debits.
The Collector ID in the Netherlands comprises 19 positions, in
the following format: NL00ZZZ123456780000
NL The ISO country code of the country where the Collector ID
was issued. The ISO country code for a Collector ID issued in the
Netherlands is NL.
00 This is an example of a check sum. The check sum consists of
two positions and is different for each Collector ID, just like the
check sum in the IBAN.
ZZZ The following three positions are the Creditor Business
Code (positions 5, 6 and 7). You can fill in these positions at your
own discretion and use them, for instance, to identify various
business units. This code is for your own administrative records;
the bank does not check it.
123456780000 The last positions (8 to 19) consist of your
registration number at the Chamber of Commerce. This
comprises eight positions + 0000.
33.6 3
Unique mandate identifier for each mandate
As a collector you must determine a unique mandate identifier
for each mandate under the Euro Direct Debit. More information
on requirements for mandate identifiers are set out in the section
Customer mandates.
33.7 3
Blocking direct debits
The Euro Direct Debit involves two new administrative elements:
the Collector ID and the mandate identifier. The purpose of these
two elements is to provide better protection for the payer against
unauthorised direct debits. A selective direct debit block can be
activated for a specific Collector ID, to apply a comprehensive
block for the collector concerned. A direct debit block can also
be activated for a specific mandate identifier, to block only the
mandate concerned. The block for direct debits under the Euro
Direct Debit therefore differs from the Dutch selective block for
direct debits, which is applied at the account level.
33.8 3
Differences between the Euro Direct Debit and
Business Euro Direct Debit
A major difference between these direct debit products is the
refund right. Under the Euro Direct Debit, your customers will
have a refund right that the Business Euro Direct Debit does not
provide. After the amount concerned has been debited from the
debtor’s account under a Business Euro Direct Debit, the latter
cannot therefore have the collected amount refunded. The
debtor is however able to refuse the direct debit, up to the date
of the direct debit transaction. The bank has a return right for a
period of two days, which is used mainly if there are insufficient
funds in the account to be debited.
For you to be able to make collections using the Business Euro
Direct Debit, your business client must have a business account
in the Netherlands or in one of the other SEPA countries. Not all
banks support this type of business direct debit as banks are
not obliged to introduce the business direct debit. If you are
consequently unable to use the Business Euro Direct Debit for a
collection from the customer concerned, you can use the Euro
Direct Debit. You will need to bear in mind, however, that the
Euro Direct Debit does give the debtor a right to a refund of
amounts debited.
The aappendixa to this manual contains a table setting out the
principal differences between the Dutch Direct Debit and both
Euro Direct Debit formats. It also presents a comparison between
the Dutch Continuous Mandate for Businesses and the Business
Euro Direct Debit.
33.9 3
Direct debits abroad
You can use the Euro Direct Debit for collections in the
Netherlands and all euro countries. This will also be possible by
31 October 2016 at the latest in SEPA countries that have not
introduced the euro. There are a number of matters you will
need to bear in mind for collections outside the Netherlands.
6
3
Other currency
You can collect in euros from an account (IBAN) denominated in
another currency. If your debtor has an account denominated in
English pounds, for instance, the debtor’s bank will convert the
currency. This may give rise to a foreign exchange difference for
the debtor. In the event of a refund of the direct debit order you,
the collector, would be exposed to potential foreign exchange
risks. Your debtor can ask its bank whether it supports Euro Direct
Debits.
As in the Netherlands, banks in the other SEPA countries are not
obliged to accept Business Euro Direct Debit orders. This may
mean that you will not be able to use this direct debit format for
all business clients. The debtor can ask its bank whether it
supports Business Euro Direct Debits.
Small and medium-sized businesses are seen as private
individuals in the UK, Ireland, Portugal and Hungary, in which
case they cannot be debited by means of Business Euro Direct
Debits. Ask your debtor whether it is seen as a business or not.
7
4
The Euro Direct Debit contract
Read more in this section on:
33Contract limits
33Verification date and exceeding limits
33Multiple direct debit accounts
34.1 Introduction
3
When you switch over to the Euro Direct Debit and/or the
Business Euro Direct Debit, you will have to enter into a
Euro Direct Debit contract with Rabobank. Both direct
debit products have specific contracts and you can use
them in parallel where necessary. You can, therefore, use
both direct debit formats to credit collections to a single
account. Are you currently using multiple contracts or
multiple accounts for collections? In that case, discuss with
your Rabobank adviser how you want to implement this for
the Euro Direct Debit.
34.2 3
Contract limits
All submitted Euro Direct Debit orders can be processed up to
the direct debit limits stated in the Euro Direct Debit contract.
Are multiple accounts included in the Euro Direct Debit
contract? In that case the contract limits apply to the total for
these accounts.
Two contract limits apply in the Euro Direct Debit contract:
1 Maximum amount per item
This is the maximum permitted amount for an individual
Euro Direct Debit order. That amount is equal to the
maximum amount per item of your current Dutch Direct
Debit contract, unless you agree otherwise with the bank.
2 Period limit
This is the maximum permitted total amount for which you
can submit Euro Direct Debit orders within a specified
period. The period during which this limit applies is stated
in numbers of weeks and is at least 1 week and a maximum
of 52 weeks. The bank will determine new limits at the time
of the switch from the Dutch Direct Debit contract to the
Euro Direct Debit contract. Those new limits are based on
your current direct debit credit entries and your current
period limit, allowing a margin for future growth. If at
present you collect up to a maximum of € 1,000 once a
month, the new period limit could be € 1,250 per four
weeks.
34.3 3
Verification date and exceeding limits
As part of processing a Euro Direct Debit batch, the total amount
that has already been processed in the ongoing period will be
verified. The verification date is the requested execution date (i.e.
not the date of submission).
Any batches in excess of the limit will be held back by the bank.
The bank will then decide for each batch whether to process or
refuse it. If the maximum item amount is exceeded, the order will
be reversed immediately after the total batch amount has been
credited. Refused batches are not executed and must be created
again.
Example
Your period limit is € 1,000 per week. You submit a direct debit
batch today of € 1,000 with a requested execution date of
31 August. Tomorrow you do exactly the same, with an execution
date of 1 September. The second batch will be held back
because your period limit has already been reached. That is
because verification will take place from the execution date – in
this case 1 September – to establish whether your limit has been
reached in the preceding period (1 week). The bank will decide
within three working days after the submission of your order
whether the second batch can or cannot be processed.
Do you often find that you want to make collections in excess of
your contract limit? In that case, ask your bank whether your limit
can be increased. That will prevent delays or refusals of your
direct debits.
34.4 3
Multiple direct debit accounts
Do you use multiple account numbers for direct debits? Up to
ten account numbers can be included in a single Euro Direct
Debit contract. If you want to use more than 10 accounts for
collections, you can take out several contracts.
8
5
Customer mandates
35.2 3
Mandate for the Euro Direct Debit
33Mandate for the Euro Direct Debit
33Re-using existing mandates
33Mandate records
33Pre-notification of debtors
33Important action points for the Business Euro Direct Debit
To enable you to use the Euro Direct Debit, your debtor must
sign the mandate form, to allow you and its bank to execute
direct debits. The mandate contains mandatory SEPA information
(see below) that is not included in the Dutch mandate. At the
same time, some details that are included in the Dutch mandate
are not in the mandate for the Euro Direct Debit.
35.1 Introduction
3
The following details are mandatory on the mandate form for the
Euro Direct Debit:
The new rules that apply to the Euro Direct Debit are intended
to provide better protection for debtors. That means that you,
as a collector, will have to meet a number of requirements
relating to the way in which you keep your mandate records
and how you inform your debtors about upcoming direct
debits.
1 the word SEPA in the title of the Euro Direct Debit mandate;
2 your name, address, town/city and country;
3 your Collector ID;
4 the mandate identifier;
5 statement of type of mandate with applicable refund/return
period;
6 name, address and town/city of the debtor;
7 IBAN and BIC of the debtor;
8 place and date of signing;
9 debtor’s signature.
Notes:
Re 2: Your name, address, town/city and country
You are required to state the official registered name of your
business or organisation, as registered with the Chamber of
Commerce, on the mandate form. If the name of the account
holder of the account you use for collections differs from this
official registered name, you are required to state that different
name as well on the mandate form. State the address and town/
city of the actual collector (for instance the local branch). You are
not required to state the name of the country unless your
business or organisation is officially established abroad.
For example:
Name of collector: ‘Dutch association of tea drinkers’
The direct debit is executed under the name ‘Utrecht association
of tea drinkers’
Re 4: The mandate identifier
The mandate identifier:
• must be unique in combination with your Collector ID;
•comprises up to 35 positions and can contain both numbers
and letters;
• is a fixed element that is inseparable from the mandate.
You must determine the mandate identifier yourself or your
accounting package can determine this for you. The mandate
identifier can for instance be a debtor’s, contract, member, policy
or sequential number.
9
5
Customer mandates
Condition: unique combination
The combination with the Collector ID must be unique. If it is
not, the order may be refused. This also applies if you have
taken out a Euro Direct Debit contract for multiple accounts.
Read more on this in the section The Euro Direct Debit
contract.
One or more mandates for a single debtor
If your debtor has issued multiple mandates, each combination
of mandate identifier and your Collector ID must be unique.
You are also permitted to execute various collections (for
different purposes) from the same debtor under a single
mandate and therefore a single mandate identifier, as the Euro
Direct Debit does not require a reason for the debit to be stated
on the mandate. Rabobank nonetheless advises you to state
the reason so as to avoid any uncertainty on the part of the
debtor. It is acceptable, however, to describe this reason in fairly
general terms. What matters is that the description covers all
amounts payable to you by a debtor so that a single mandate
will be sufficient for you. Before you make a collection, you are
required, however, to state the exact reason for a specific debit
clearly on the invoice or notify the debtor of it before the
processing of the direct debit.
Unique mandate identifier applies per direct debit format
If you make collections using both Euro Direct Debits and
Business Euro Direct Debits, the mandate identifiers are
required to be unique per direct debit format. Accordingly, you
can use the same mandate identifier for a debtor who has
issued a mandate for both a Euro Direct Debit and for a
Business Euro Direct Debit. You must however use separate
mandate forms to do so.
Notification of mandate identifier before or after signing of the
mandate
You can already complete the mandate identifier before you
have the customer complete and sign the form. You can also
assign the mandate identifier to the mandate after signing. You
can only make collections, however, after you have notified
your debtor of the mandate identifier. Read more on this below
in this section.
Re 5: Statement of type of mandate
The following is required to be stated on the mandate form:
whether it is a non-recurring or continuous mandate, whether
it is for a Euro Direct Debit or Business Euro Direct Debit and
which refund/return periods accordingly apply. The appendix
contains a template for the mandate with a pre-printed boxed
text. You are required to copy this boxed text verbatim in your
mandate, except for the ‘reason for debit’.
Re 7: IBAN and BIC
Your customer must state their IBAN here. You can find the IBAN
of your existing customers on the basis of the account number
you have on file for them via www.ibanbicservice.nl.
Completing the BIC field is only mandatory for a non-Dutch
IBAN. While this requirement is expected to be eliminated in
due course you are required, until then, to ensure that the BIC is
entered on the mandate form for foreign account numbers, to
prevent the mandate from being legally void. You will not need
to use this BIC when lining up direct debit orders in Rabo
Internet Banking, as Rabobank will automatically add the BIC on
the basis of the IBAN that you state for the direct debit. Software
packages may require you to enter a BIC, however, in which case
you can enter an arbitrary BIC and Rabobank will subsequently
enter the correct BIC.
Re 8: Place and date of signing
Enter the date of signing here for new mandates. A different date
applies for re-using existing mandates: read more on this below
in this section.
Modifying mandate forms
SEPA will in any case require you to modify your current mandate
form or design a new mandate to include the new mandatory
information. The mandate will not be valid without this
mandatory information. You can also include other information
besides the mandatory information, such as your company logo
or an explanatory note.
You can use the standard green mandate card as mandate form.
You can print these yourself or order them from a printer.
Rabobank also has a template for the mandate in four
languages. You can use that template to produce your own
design, in which you are free to include more information, such
as a contract number or the reason for the payment. In addition
to using a separate mandate form, you can also incorporate a
mandate text in a contract to be signed by the debtor, for which
purposes the mandate must be clearly identifiable as such by the
debtor.
Do you require a mandate text in a language other than
Dutch, English, French or German?
Visit www.europeanpaymentscouncil.eu. Under the tab SEPA
Direct Debit, the list of contents on the left includes a heading
‘The SDD Mandate’, under which you will find the appropriate
text blocks in all European languages.
Examples of mandate cards are available at
www.rabobank.nl/euroincasso.
Re 6: Name, address and town/city
Do you receive mandates from customers from other European
countries? In that case, register the debtor’s country here as
well.
10
5
Customer mandates
Retention period and validity
You are required to retain the paper or digital version of the
original mandate for at least fourteen months after its expiry.
Digitally archiving documents is permitted in the Netherlands
subject to specific conditions. Other rules may apply in other
European countries. It is important to be aware of this if an
Unauthorised Direct Debit Report is submitted, in which case the
debtor’s foreign bank or the debtor themselves can request the
original mandate from you. Since we live in the digital age, this is
in fact not very likely to happen. But if the original mandate
cannot be produced, the direct debit can be reversed. Lobbying
is ongoing at present for the digital version (for instance as a PDF
file) of the Euro Direct Debit to be recognised as original
mandate.
The retention period also applies for modified mandates, as the
debtor has the right (except under the Business Euro Direct
Debit) to have an unauthorised direct debit refunded up to
thirteen months after the debit. A mandate for the Euro Direct
Debit is not valid indefinitely. If you have not made a collection
under a mandate during a continuous period of 36 months, you
will no longer be able to use it.
35.3 3
Re-using existing mandates
If your present debtors have authorised you by means of a
‘Continuous General Mandate’ or a ‘Continuous Mandate for
Businesses’ issued in writing or by telephone, you will not be
required to request new mandates when switching to the Euro
Direct Debit.
Note: by contrast, new mandates are required when
switching to the Business Euro Direct Debit.
Dutch Direct Debit format
European direct
debit format
New mandate
required?
Continuous General Mandate
Euro Direct Debit
No
Continuous Mandate for Businesses
Euro Direct Debit
No
Continuous Mandate for Businesses
Business Euro
Direct Debit
Yes
When re-using existing mandates, you must supplement them
with the mandatory SEPA details on the Mandate. This requires
you to incorporate these details in your direct debit records, to
ensure they are included with each direct debit order. Therefore
no modification of the physical mandate is required. The
mandatory details you are required to add are:
•
•
•
•
the Collector ID
the debtor’s IBAN
the mandate identifier
date of signing
Date of signing
The date of signing when re-using existing mandates is
01-11-2009 by default, even if the existing mandate concerned
was signed after 01-11-2009. Using that date allows us to identify
existing mandates that are being re-used.
Re-using existing foreign mandates
Are you already using other direct debit formats in other
European countries? The rules for re-using existing mandates for
Euro Direct Debits differ from those in the Netherlands. Ask your
foreign bank about them.
35.4 3
Mandate records
After your debtor has filled in and signed the mandate form, you
are in any case required to document the mandatory details
electronically in your records. These details are a mandatory
component of every direct debit order, and digital mandate
records are therefore required.
Rabo Internet Banking supports this. When the direct debit
address book is converted for the Euro Direct Debit, Rabo
Internet Banking will automatically add the missing details. For
instance, the signing date will always be entered as 01-11-2009.
The mandate identifier is also entered automatically. If necessary
you can change the proposed mandate identifier in the address
book.
Do you use separate direct debit software? In that case your
software is required to support the option of entering the
mandatory SEPA details as well.
Changes in mandate details
Sometimes an existing mandate will change because your
debtor’s or your own details will have changed. Your debtor
might, for instance, ask you to collect direct debits from a
different account number from now on. And if you enter into a
merger, for instance, your Collector ID or collector name may
change. We would advise you, however, never to change your
Collector ID unless this is unavoidable. It is not necessary, for
instance, to change your Collector ID if your Chamber of
Commerce number changes.
In some situations you will not have to ask your debtor to sign a
new mandate. In those cases, which are listed below, it will be
sufficient for you to send a ‘mandate modification’ (amendment)
if the mandate details change:
•
•
•
•
a new mandate identifier
a new Collector ID
another creditor name
a new debtor account number (at the same bank)
You can process these changes by supplying the original as well
as the changed details in the Euro Direct Debit order and
submitting it as ‘recurrent’.
11
5
Customer mandates
Switching bank
In the Netherlands the ‘Interbank Switching Support Service’ is
often used to switch banks. If you submit a direct debit order
to be debited to the debtor’s ‘old’ account, it will be forwarded
automatically to the new account, after which you will receive
a letter with the new account details. Keep this letter with the
other mandate details for the debtor in your records. The next
Euro Direct Debit must then be submitted as a ‘first’ debit, after
which all subsequent Euro Direct Debit orders will be part of the
series ‘recurrent’.
35.5 3
Pre-notifying of debtors
The following rules (set at a European level) apply for informing
debtors, in order to provide better protection for them:
1 Well before your first collection with a Euro Direct Debit, you
are required to inform your debtor of your Collector ID and
the unique mandate identifier that you have assigned to the
debtor in your records. No amounts can be collected if the
debtor has not yet been informed of your Collector ID and
its mandate identifier.
2 Before the execution of the direct debit, you are required to
inform the debtor of the exact amount and date of the direct
debit. Note: ‘The amount will be debited within a few days’ is
no longer admissible.
3 You can inform the debtor simultaneously of your Collector
ID, its mandate identifier and the exact dates of the first direct
debits.
4 You can inform the debtor simultaneously of the execution of
several direct debits (for instance, for the year ahead). In that
case you will be required to state the exact amount and the
exact direct debit date of each debit, or state which fixed
amounts will be debited on which dates.
5 You are required to state in your terms, in a contract with your
customer or on the mandate form itself how far in advance
you will inform your customer of upcoming direct debits. If
you fail to do so, a period of 14 days will apply.
6 Any changes in amounts or dates must likewise be notified
to your debtors well in advance of the direct debit date.
7 You can use various media for communications on your
Collector ID, the mandate identifier of the debtor and
upcoming debits. This can for instance be done via a letter, an
invoice, an SMS text message or an e-mail. You can also use a
newsletter or club magazine, provided the newsletter is
addressed to the debtor personally.
8 You can use a newsletter or club magazine to inform all your
customers or members simultaneously that the mandate
identifier of debtors is the same as their member or customer
number and/or what the direct debit amounts and dates for
the coming period will be. You will thereby comply with the
obligation to inform your debtors of their mandate identifier
and you will not need to send out a separate mailing. Note:
stating this information on your website is not sufficient.
Refusal of a direct debit order by the debtor
Your debtors have a right, according to European ruling, to refuse
a direct debit before the direct debit is executed. This is only
possible if they have been made aware of the amount and date
of the debit in advance. The Dutch Consumers’ Association
(“Consumentenbond”) has therefore asked Dutch banks to
inform (retail) clients clearly of upcoming direct debits. This is
done by means of a Direct Debit Alert: customers of Dutch banks
can subscribe to an e-mail alert. No later than four working days
before the direct debit, debtors will receive such an alert if a
collector intends to collect a first or one-off Euro Direct Debit
from them.
It is, therefore, important for you to inform your debtors properly
and in good time of the amount you will be collecting from
them. By doing this you will avoid any confusion on the part of
the debtor about a Direct Debit Alert which may cause them to
refuse the direct debit.
35.6 3
Important action points for Business Euro Direct
Debits
Re-using Continuous Mandates for Businesses
Continuous Mandates for Businesses cannot be re-used for
Business Euro Direct Debits. That is because the Business Euro
Direct Debit does not provide a refund right. Accordingly, your
debtor must first accept the new mandate and you must receive
that new accepted mandate back. Continuous Mandates for
Businesses can, by contrast, be re-used for Euro Direct Debits.
However, please bear in mind that your (business) debtor will
have the right to a refund of the direct debit for a period of eight
weeks.
Mandate form
In the case of the Business Euro Direct Debit the debtor must
register the mandate with their own bank. If your debtor is a
Rabobank customer they can register the mandate themselves
via internet banking. Debtors who are customers of another
bank will often be able to submit a copy of the mandate form to
their own bank. Make sure that your customers are aware of the
need to do this and agree with them upon which date they will
have done so at the latest: direct debit orders cannot be
processed without this registration.
12
6
Administrative processing
33Submitting direct debit batches
33Creating direct debit orders without separate debit software
33Processing timelines
33Execution date
33Reversals of Euro Direct Debit orders
33Cancellation of Euro Direct Debit orders and batches
33Account information
36.1 Introduction
3
The Dutch banks have agreed that direct debit batches will
no longer be submitted via Equens. Certain services will
change as a consequence, such as the physical overview of
exceptions for direct debit items and the VerwInfo exception
file from Equens. Read more further on in this section on the
(changed) administrative processing of direct debit batches.
36.2 3
Submitting direct debit batches
You can submit your Euro Direct Debit batches via Rabo
Internet Banking and via Rabo Cash Management. You can do
so by uploading a batch from an accounting package, but also
by creating the direct debit orders yourself in Rabo Internet
Banking.
Total amount of the batch
The total amount of the batch as submitted by you will be
credited in its entirety to your account. Any direct debits in that
batch that have been not been processed will subsequently be
debited as individual items.
Separate batches
Orders for the Euro Direct Debit and orders for the Business
Euro Direct Debit must be submitted in separate batches. These
batches are split into different batches for the following direct
debit types:
Orders of the same type can therefore be processed in a single
batch. They must also have the same execution date. Each type
of direct debit has its own processing timelines. Read more on
this below.
Requirements for submitting Euro Direct Debit files
A number of important requirements apply for submitting Euro
Direct Debit files. For instance, you are required to use the
debtor’s IBAN and comply with the limits set in the Euro Direct
Debit contract. The amount must be denominated in euros and
you are required to add the mandatory mandate details to the
Euro Direct Debit order. In addition, you must bear the following
in mind:
•The requested execution date must be in the future
(for which purpose you will need to take the submission
timelines for each debit type into account).
•The execution date can be set upto a maximum of one year
after the submission date.
•A batch must contain only Euro Direct Debit orders of the
same kind (Euro Direct Debits or Business Euro Direct Debits).
•A batch must contain only Euro Direct Debit orders of the
same type (first, recurrent or one-off ).
•A batch must contain only Euro Direct Debit orders with the
same requested execution date.
•All Euro Direct Debit orders in a batch must be intended for
the same account of the collector.
•The Collector ID in the submitted batch must match the
Collector ID stated in your Euro Direct Debit contract.
•The name of a file, the batch name and transaction reference
must always be unique (the batch will be refused if you use the
same value twice).
Euro Direct Debit orders that do not meet the above
requirements can be reversed by the bank immediately after
they have been credited.
•First: when you collect for the first time from a debtor under a
continuous mandate.
•One-off: if you collect once only from your debtor.
•Recurrent: all second and subsequent times that you collect
from a debtor. This is therefore always preceded by a ‘first’.
13
6
Important points to bear in mind
Differentiation by series
You will need to state for each Euro Direct Debit order that you submit
whether it is a ‘first’, ‘one-off’ or ‘recurrent’ direct debit order. Verify
whether your financial software can apply and process this
differentiation. If you are unable to apply this differentiation properly,
you will almost certainly be faced with refusals of direct debit orders.
‘First’ direct debit order
It is not possible to start a new mandate with a ‘recurrent’ direct debit
order. The order will be refused in that case. Nor is it possible to submit
all direct debit orders (and hence also a ‘recurrent’ order) as ‘first’.
If the debtor switches to another bank, the direct debit will have to
be submitted as ‘first’ again.
‘Recurrent’ direct debit order
For certain changes in the mandate details, you can include a ‘mandate
modification’ with the direct debit order and submit this as ‘recurrent’.
The modifications for which this is possible are listed in the section
Customer mandates. If your debtor switches to another bank and you
have documented this new account number in your debtor records,
you will have to submit the next direct debit as ‘first’ again.
Existing mandate
When you use a Euro Direct Debit for the first time for a collection from
your present debtors, you must submit the direct debit orders as the
type ‘first’. To do so, you must have first added the mandatory SEPA
fields to your existing mandates (see also the information on re-using
existing mandates in the section Customer mandates).
36.3 3
Creating direct debit orders without separate
software
Do you want to collect from a limited number of debtors? In that
case you can create Euro Direct Debits manually in Rabo Internet
Banking, without using separate software. You can quickly and
easily create individual direct debit orders and/or recurrent direct
debit files from a direct debit address book. You can also keep
simplified debtor or member records in this direct debit address
book and differentiate between various groups of debtors.
Creating Euro Direct Debit orders in Rabo Internet Banking is
particularly useful for recurring collections from a more or less
fixed group of debtors, for instance the members of an
association who pay a membership fee at periodic intervals. Just
enter the debtors one-off into the direct debit address book. This
function in Rabo Internet Banking is also useful for creating small
numbers of fluctuating direct debit orders. Are you already using
Rabo Internet Banking to create direct debits? You have the same
range of options for the Euro Direct Debit.
Note: Rabo Cash Management does not use a direct debit
address book.
Existing direct debit address book in Rabo Internet Banking
If you currently already use the direct debit address book in Rabo
Internet Banking, you can prepare this address book for use with
the Euro Direct Debit. After you have entered into a Euro Direct
Debit contract, you will be able to log onto Rabo Internet
Banking. Via the menu, choose Euro Direct Debit – Address book.
Next, you will be asked whether you want to convert your
current direct debit address book to the Euro Direct Debit
address book. You can opt only once for this automatic
conversion. Following the conversion of the direct debit address
book you will only be able to create Euro Direct Debits in Rabo
Internet Banking and you will no longer be able to use the Dutch
Direct Debit for collections. Following the conversion you will,
however, still be able to upload Dutch Direct Debit batches from
an accounting package.
14
6
36.4 3
Unlike the Dutch Direct Debit, the Euro Direct Debit cannot
be executed on the same day upon which it is submitted for
processing. This is due to the fact that banks throughout Europe
need enough time to check the direct debits received. In
addition, the payer must be given ample opportunity to refuse
an upcoming direct debit.
Table 1
Requested
execution date
MON
TUE
WED
SAT
week
before
week
before
THU
week
before
Table 2
Requested
execution date
Submit no later than midnight on
MON
TUE
WED
THU
FRI
SAT
week
before
TUE
WED
•
•
•
•
•
New Years Day (1 January)
Good Friday
Easter Monday
Labour Day (1 May)
Christmas and Boxing Day (25 and 26 December)
x
THU
x
FRI
x
X = submit in same week
Table 3
Requested
execution date
MON
36.5 3
Execution date
Euro Direct Debit batches that are submitted on time and
correctly will be processed on the requested execution date. The
total batch amount will be credited on the execution date at
around 01:00 a.m. All exceptions that have been received up to
then will be added as separate debits. If the requested execution
date is not feasible (for instance, it is not an interbank working
day), Rabobank will automatically change this date to the earliest
feasible execution date. If there is no feasible execution date
within three days, the batch will be refused.
SUN
week
before
MON
You can submit your Euro Direct Debit orders to the bank via
Rabo Internet Banking up to one year before the requested
execution date. The days on which the Euro Direct Debit orders
cannot be processed are:
SUN
week
before
WED
• Three working days (see table 2) for batches consisting of:
- all subsequent orders in a series of Euro Direct Debit orders
• Two working days (see table 3) for batches consisting of:
- Business Euro Direct Debit orders (for one-off, first and
subsequent)
FRI
week
before
FRI
The processing timelines are as follows:
• Six working days (see table 1) for batches consisting of:
- one-off Euro Direct Debits or
- the first Euro Direct Debit in a series of recurrent orders
THU
MON
TUE
Different processing timelines apply to:
-one-off direct debits and direct debits for first-time
collections from a debtor
-direct debits that are submitted for a second or subsequent
time
TUE
WED
TUE
THU
FRI
FRI
SAT
SUN
week
before
MON
WED
THU
x
x
x
x
X = submit in same week
15
6
36.6 3
Reversals of Euro Direct Debit orders
Return initiated by the debtor’s bank
The debtor’s bank can decide to reverse the direct debit, for
instance because there are insufficient funds in the account to be
debited. This can be done up to four working days after the
execution date of the Euro Direct Debit. The time limit for the
Business Euro Direct Debit is two working days. In the reversal,
your account will be debited, applying the original value date, for
the amount of the Euro Direct Debit order. The debit will be
shown on your account statement.
Refund initiated by the debtor
The debtor has a period of 56 working days (8 weeks) to reverse a
Euro Direct Debit. The debtor’s bank must forward the request to
reverse the direct debit to your Rabobank, after which the
original Euro Direct Debit is debited within 56 calendar days plus
7 working days (7 working days is the maximum time other
banks require to notify us of a reversal). The debit will be shown
on your account statement, together with the reason. This will
enable you to decide which follow-up action to take. Read more
on this below in this section.
Note: the Business Euro Direct Debit does not provide a
refund right. The debtor can therefore not initiate a reversal
of the direct debit order. Debtors can however refuse the
transaction up to the date of the direct debit transaction or
withdraw the mandate.
Refund as a result of an unauthorised order
In the absence of a valid mandate, a direct debit will be an
unauthorised direct debit. In that case the debtor can submit an
Unauthorised Direct Debit Report (UDDR/MOI –Melding
Onterechte Incasso) to its bank, and thereby ask for the amount
of the direct debit to be reversed. Your Rabobank will inform you
of such a request. If you accept the refund request the amount
will be debited to your account within seven working days.
If you disagree with the refund request you must send a copy of
the mandate and any other information to your Rabobank within
seven working days. If you are unable to so, the direct debit will
still be reversed. The debtor’s bank will decide whether the direct
debit transaction should have been executed. If the debtor’s
bank decides that the refund request is valid, Rabobank will debit
the amount of the original Euro Direct Debit to your account,
applying the original value date.
Note! This does not apply for the Business Euro Direct Debit,
as it does not provide a refund right.
36.7 3
Cancellation of Euro Direct Debit orders and
batches
The debtor and/or the debtor’s bank can reverse Euro Direct
Debit orders. You also have the option of cancelling Euro Direct
Debit orders and batches after they have been submitted but
before they have been processed. This is possible via Rabo
Internet Banking if the status of the order or batch is ‘Pending’ in
the screen ‘Sent Euro batches’. If you have submitted an order via
Rabo Cash Management, you can contact your Rabobank branch
to cancel the batch.
The deadline for cancellations depends upon the type of order:
For ‘first’ recurrent and one-off Euro Direct Debit orders
No later than on the sixth working day before the execution date
For all other recurrent Euro Direct Debit orders
No later than on the third working day before the execution date
For all Business Euro Direct Debit orders
On the second working day before the execution date
36.8 3
Account information
You will always see a single aggregate credit entry for each
processed batch in your account statement. The original number
of items and the ‘batch identifier’ are stated in the description
line. The direct debit order exceptions (i.e. failed) follow as
separate debit(s), together with a reference for the batch to
which they belong.
Direct debits not processed (exceptions)
Direct debits can fail to be processed for a range of reasons.
Before the credit entry
Direct debits can be rejected before the direct debit batch is
credited. The exception can be the result of a technical reason, of
cancellations (including by yourself ) or of refusals by the debtor
or the debtor’s bank if the account number has been cancelled,
for instance. The excepted items will be shown together with the
credit entry for the direct debit batch as separate debits in your
account statement. The ‘mandate identifier’ and the unique
‘transaction reference’ that you used for the original direct debit
order will be shown in the description line, together with the
reason for the exception.
After the credit entry
Reversals take place after the direct debit batch has been
credited. These reversals are shown as separate items with the
correct value date on your account statement, together with the
reason for the reversal.
16
6
New collection
You will need to decide on the basis of the reason for the
rejection or reversal whether you want to resubmit the
collection, or ask your debtor to use another payment method.
To resubmit a collection: if a ‘first’ direct debit order failed before
processing, resubmit it as ‘first’. Otherwise, submit a ‘recurrent’
order.
Example 1:
A ‘first’ direct debit order has already been rejected by the
debtor’s bank before the execution date because the account
number has been cancelled. In that case, resubmit a ‘first’ direct
debit order with the correct IBAN. The rejected items will be
removed from your account immediately after crediting.
Example 2:
A ‘first’ direct debit order has been reversed by the debtor’s
bank a few days after being credited to your account, due to
insufficient funds in the debited account. If you want to resubmit
the collection, you must submit a ‘recurrent’ direct debit,
because the first direct debit was actually credited to your
account and is therefore no longer seen as ‘first’.
Exception reports
Appendix 6 shows the error messages used for direct debit
items. They state whether the refusal or reversal was carried
ou on the initiative of the customer, of the Rabobank or of your
debtor’s bank.
It also contains a detailed a detailed table with all codes and
the associated descriptions. These may be relevant if you use
separate direct debit software.
17
7
Modifications of your accounting package
33New file formats
33Direct debit software from a software supplier
33Software developed in-house
This section is only relevant if you create direct debits in an
accounting package.
37.1 Introduction
3
The file format for submitting direct debit orders is going to
change. You will also have to document more details in your
debtor records and your software will have to be adapted
accordingly.
37.2 3
New file formats
The file format ClieOp03 will be replaced with the European XML
standard: PAIN 008.001.02, in accordance with the ISO 20022
standard. This is the only format in which you can submit Euro
Direct Debit orders. From 2014, direct debit orders can no longer
be submitted in the old ClieOp format.
Account information
Following the switch to the Euro Direct Debit, you will no longer
receive exception information from Equens (on paper or as
VerwInfo file). Your software package must from now on be
able to retrieve this information from the Rabobank account
information.
File size
Files in the PAIN format are larger than ClieOp03 files. This is due
to the format itself and also due to the extra information required
for processing Euro Direct Debit orders. The files are larger by a
factor of 10, on average. As a result, it is possible that your direct
debit batches will become too large for Rabo Internet Banking or
Rabo Cash Management. Rabobank will contact you if this might
be the case.
37.3 3
Direct debit software from a software supplier
Simply just using the correct file format is not enough, however.
SEPA also requires you to register additional and different details
so that they can be sent together with the direct debit order.
Ask your software supplier whether your package is SEPA-proof
or when it will be made SEPA-proof. Also check whether an
update for SEPA is part of your subscription. Your supplier can
consult technical information that might be needed on
www.betaalvereniging.nl and www.rabobank.nl/seb.
Entering extra information in the direct debit package
Check carefully what your software package already capable
of and what you might still have to take care of yourself:
•Check whether your debtor records/direct debit software
can register the following details:
- Collector ID
- mandate identifier
- type of mandate: first, one-off, recurrent
- name, address and town/city of the debtor
- IBAN of the debtor
- Date of signing
•Replace the account numbers of your debtors with IBANs. The
IBAN BIC Service is available for this: www.ibanbicservice.nl.
•For each debtor, add the date of signing of the mandate. More
information on this is available in the section Customer
mandates.
•For each debtor, enter the unique mandate identifier. More
information on this is available in the section ‘To the Euro
Direct Debit: characteristic features’
Process modifications
In addition to those modifications, you may also need to adapt
your administrative processes:
•Information on SEPA Direct Debit exceptions (failed items) will
only be available via the Rabobank account information, for
instance the transaction screens in RIB or RCM. You will no
longer receive processing information from Equens via
VerwInfo. Modifications or assignment of authorisations for
your staff in Rabo Internet Banking or Rabo Cash Management
may be required.
•In order to perform collections on the same day as at present
you will have to submit the direct debit orders three working
days earlier than you do now. First-time direct debits (with
respect to the debtor) must be submitted six working days
earlier.
18
7
Modifications of your accounting package
37.4 3
Direct debit software developed in-house
If you have designed your software in-house, make sure you start
on the required modifications in good time. Your software must
be ready to process details such as the following:
• Collector ID
•IBANs
• field for mandate identifier
• field for date of mandate
•a ‘first’ direct debit order under a new mandate with the
associated longer submission timeline
•a ‘one-off’ direct debit order under a non-recurring mandate
with the associated longer submission timeline
•resubmission of a ‘first’ direct debit order in the case of
rejection before processing (pre-settlement reject)
•resubmission of a ‘recurrent’ direct debit order in the case
of rejection after processing (a post-settlement reject)
• Notification of a ‘mandate modification’ (amendment)
For the most recent information and a description of the
import and export formats see www.rabobank.nl/seb.
Account information
It may not be possible to state account information on Euro Direct
Debits in full using the present file formats. The format MT940
Structured offers the most extensive options. Rabobank will
introduce support for the file format CAMT in the course of 2013.
Errors in the batch
If a submitted direct debit batch contains errors, those incorrect
items will be rejected. Note: a charge is payable for notifications
of rejected items. Avoid accumulations of those charges and test
the operation of your software thoroughly first. For more
information on the exact use of the XML ISO 20022 2009 file
format see www.rabobank.nl/seb, where the usage rules are
set out in the Implementation Guideline.
Specific Rabobank additions
Rabobank supplements the European/interbank
Implementation Guidelines in two respects:
•The BIC (Bank Identification Code) is not a mandatory field at
Rabobank. You only need to enter the IBAN. The BIC can be
included in the Euro Direct Debit order but will be overwritten
by the BIC as known to Rabobank.
•Direct debit batches are always reported in aggregated form
(in a single total entry) in the account, regardless of the value
of the field <BtchBookg> in the PAIN.008.001.02. Rabobank
always overwrites the value with TRUE.
Testing files
You can test whether your file modifications have been carried
out in accordance with SEPA standards. This can be done during
the technical development phases for file formats and interfaces
or when you have completed the implementation of file
modifications. Test whether your files comply with the SEPA
formats, the rules of the Dutch Payments Association and
Rabobank’s requirements, in order to avoid finding yourself
being unable to process payment and direct debit orders.
Rabobank offers two variants for testing your files and software:
Rabo SEPA TestService (free of charge) and the SEPA TestTool
(available under subscription fee). You can easily request either
of them via www.rabobank.nl/bestandentesten.
Rabo SEPA TestService
Rabo SEPA TestTool
Submission instructions via
e-mail.
Perform tests yourself in online test
environment.
Test SEPA files for correct
format. Extensive unlimited testing of new import
formats for payment and direct debit files.
No reporting. Summary
error message by e-mail,
if applicable. Opt for validation only or validation including
simulation (of statements/reporting).
File submission via e-mail;
submission instructions via
your mailbox.
Detailed report on each test (validation).
Service free of charge.
Online Wiki (validation).
Generate reporting information on the basis
of your own test files for loading into your
software package (simulation).
Unlimited testing under monthly subscription:
- Validation: € 450 including VAT
- Validation and simulation: € 750 including
VAT*
*per month/per account
More information
The use of the new file formats is described in the European
Payments Council (EPC) Rulebooks, available on the website
of the EPC: www.europeanpaymentscouncil.eu.
For Rabobank’s technical format descriptions see
www.rabobank.nl/seb.
19
8
Appendices
33Useful websites
33Table From Dutch Direct Debit to European Direct Debit
33Table The Dutch Continuous Mandate for Businesses versus
the Business Euro Direct Debit
33Abbreviations and definitions
33SEPA Mandate form templates
33Table – Reason codes (Reversals and exceptions)
33List of SEPA countries
31 3 Useful websites
Information via Rabobank
www.rabobank.com
Rabobank’s English portal for the business market
General information on IBAN and SEPA
www.overopiban.nl
Including information on IBAN for Dutch consumers and companies.
Information via Rabobank in Dutch
www.rabobank.nl/ibanvoorbedrijven
Rabobank’s Dutch ‘portal’ for the business market.
www.ibanbicservice.nl
Service for the conversion of Dutch account numers to IBAN and BIC.
www.rabobank.nl/sepaproducten
Including all the SEPA product information.
www.europeanpaymentscouncil.eu
Information on the SEPA regulations and all SEPA related subjects
including European bank account numbers, mandate texts in all
European languages.
www.rabobank.nl/euroincasso
More information on the Euro Direct Debit.
Mandate form templates for the Euro Direct Debit in Dutch,
English, French and German.
http://epc.cbnet.info/content/adherence_database
An overview of all European banks that support the Euro Direct
Debit and the Business Euro Direct Debit.
www.rabobank.nl/bedrijveneuroincasso
More information on the Business Euro Direct Debit.
www.dnb.nl/betalingsverkeer/sepa/index.jsp
The Dutch Central Bank website
www.rabobank.nl/eurobetaling
More information on the Euro Payment.
www.betaalvereniging.nl
Website of the Dutch organisations involved in payments
www.rabobank.nl/acceptgiro
More information on the IBAN Giro Collection form (“Acceptgiro”).
www.rabobank.nl/sepacheck
Do the SEPA Check and find out what you need to do.
www.rabobank.nl/seb
Including specifications for the import and export formats for
Rabo Internet Banking and Rabo Cash Management.
www.rabobank.nl/bestandentesten
More information on testing.
20
8
Appendices
3Table
3
2 – From Dutch Direct Debit to European Direct Debit
This table sets out the principal differences between the Dutch Direct Debit, the Euro Direct Debit and the Business Euro Direct Debit
Dutch Direct Debit
Euro Direct Debit
Collect from
Retail and business accounts
Retail and business accounts
Business accounts
Scope
Only Dutch current accounts
Current accounts with banks in the SEPA
countries
Current accounts with banks in SEPA
countries which have opted to provide
this payment format
Type of account
Dutch current account
IBAN
IBAN
Currency
Euro
Euro
Euro
Direct debit batch submitted before
12 noon on working day is credited on
the same day
For one-off and first-time: the direct
debit batches must be submitted at least
6 working days before the requested
execution date.
Previously collected (recurrent) direct
debit batches: must be submitted at least
3 working days before the requested
execution date.
The direct debit batches must be
submitted at least 2 working days
before the requested execution date.
Refund initiated
by the debtor
8 weeks for continuous mandate
8 weeks for continuous and non-recurring
mandate
No refund right
Return initiated
by the bank
Up to 30 calendar days after debit under
a continuous mandate; 5 working days for
non-recurring mandate
Up to 5 working days after debit
Mandate details in direct
debit order
No
Mandate identifier, Collector ID and date
of signing are mandatory
Mandate identifier and Collector ID and
date of signing are mandatory. Active
verification of the direct debit mandate
by debtor’s bank
Unauthorised Direct Debit
Report
Possible for 13 months after a direct debit.
Possible for 13 months after a direct debit.
Not possible
Selective blocking of direct
debit by debtor
Possible at account level
Possible at mandate level and collector
level
Possible: the debtor can (temporarily)
withdraw the mandate.
3Table
3
3 – The Dutch Continuous Mandate for Businesses versus the Business Euro Direct Debit
Dutch Continuous
Mandate for Businesses
Collect from
Dutch business current
accounts
Business current accounts (IBAN) with banks in SEPA countries which have opted to
provide this payment format
Currency
Euro
Euro
1 working day
2 working days
Refund initiated by the debtor
5 working days
No refund right
Return initiated by the bank
9 working days
Mandate details in direct debit order
No
The collector is required to send extra information with each direct debit order:
Collector ID, mandate identifier and date of mandate
Mandate registration at debtor’s bank
No
Yes, debtor must register approval of mandate with their bank.
21
8
Appendices
34 3 Abbreviations and definitions
BBAN
Basic Bank Account Number (can only
be used for domestic transactions)
BIC
Bank Identifier Code
EPC
European Payments Council
Final
Final debit in a series of recurrent direct
debit orders
First
First debit in a series of recurrent direct
debit orders
IBAN
International Bank Account Number, the
new standard for European account
numbers, which will replace the present
bank account number in the Netherlands.
ISO
International Standards Organisation
ISO 20022 XML standard
Standard for the file formats for delivering
payment- or direct debit orders, as
defined by ISO in 2009
UDDR/MOI
Unauthorised Direct Debit Report
(Melding Onterechte Incasso)
MT940
File format for reporting on your account
One-off
Non-recurring direct debit order
Recurrent
Second and subsequent debits in a series
of recurrent direct debit orders to be
charged to your debtor’s account
number.
Reject reason
The root cause of why a direct debit order
cannot be executed
R-message
A separate item that is reported on your
account statement together with the
reason why a direct debit order cannot be
executed
SDD SEPA Direct Debit
European Direct Debit
SEPA
Single Euro Payments Area
SEPA Core Direct Debit
General Euro Direct Debit
SEPA Business to Business
Direct Debit
22
Invullen BIC in Nederland niet nodig
In Nederland is afgesproken dat een Nederlandse rekeninghouder alleen zijn IBAN (de standaard voor Europese rekeningnummers) en
nooit de BIC (Bank Identificatie Code) hoeft in te vullen op een machtiging. Het ontbreken van de BIC kan dan nooit reden zijn voor een
Melding
Onterechte Incasso. Rabobank vult deze automatisch voor u aan als u de incasso-opdrachten heeft ingestuurd.
Appendices
8
Een buitenlandse rekeninghouder moet zijn BIC wel invullen op het machtigingsformulier. Anders is de machtiging niet rechtsgeldig en
loopt u het risico dat de incasso wordt teruggedraaid. Rabobank vult ook bij buitenlandse rekeningnummers de BIC automatisch aan.
Het invullen van een buitenlands BIC op het machtigingsformulier is voor incassanten bij Rabobank daarom slechts een formaliteit.
35 3 KijkSEPA
Mandate form templates
voor meer informatie over de Euro-incasso op www.rabobank.nl/euroincasso.
Mandate for one off collections
.
.
S€PA
Name creditor
: ……………………………………………………………………………………………
Address creditor
: ……………………………………………………………………………………………
Postal code creditor
: ……………………
Place of residence creditor : …………………………
Country creditor
: ……………………
Creditor Identifier
Mandate reference
: ……………………………………………………………………………………………
: …………………………
By signing this mandate form, you authorize <name of creditor> to send one off collection instruction to your bank to debit your account for <reason for payment>, and your bank to debit your account on a one-off basis in accordance with the instruction from <name
of creditor>. If you do not agree with the debit, you can arrange for its refund. Please contact your bank within eight weeks from the
date on which your account was debited. Ask your bank for the conditions
Name
: …………………………………………………………………………………………………………….…………
Address
: ……………………………………………………………………………………………………….………………
Postal code
: ………..……………………………………….
Country
: ……………….………………………………………………………………………………………………………
Place of residence
: .…………….………………
Account number [IBAN] : ………..……………………………………….
Bank Identification code [BIC]* :..…..…………………………
Place and date
: ………..……………………………………….
* Not an obligatory field for Dutch accountnumber
Signature
Mandate for recurrent collections
S€PA
Mandate for recurrent
collections
Business-to-Business
S€PA
Name creditor : ……………………………………………………………………………………………
.
.
.
Address creditor
: ……………………………………………………………………………………………
Name creditor : ……………………………………………………………………………………………
Postal code creditor : …………………… Place of residence creditor : …………………………
Address creditor
: ……………………………………………………………………………………………
Country creditor
: …………………… Creditor Identifier
: …………………………
Postal code creditor : …………………… Place of residence creditor : …………………………
Mandate reference
: ……………………………………………………………………………………………
Country creditor
: ……………………
: …………………………
Mandate reference
: ……………………………………………………………………………………………
. signing this mandate form, you authorize <name of creditor> to send recurrent collection instructions to your bank to debit your
By
account for <reason for payment>, and your bank to debit your account on a recurrent basis in accordance with the instructions from
<name of creditor>. If you do not agree with the debit, you can arrange for its refund. Please contact your bank within eight weeks from
By signing
mandate
form, you
ofbank
creditor>
toconditions.
send recurrent collection instructions to your bank to debit your
the
date onthis
which
your account
wasauthorize
debited. <name
Ask your
for the
account for <reason for payment>, and your bank to debit your account on a recurrent basis in accordance with the instructions from
<name of creditor>. This mandate is only for business-to-business transactions. You are not entitled to a refund from your bank after
your account has been debited, but you are entitled to request your bank not to debit your account up until the day on which the payment is due. Ask your bank
for the conditions.
Name
: …………………………………………………………………………………………………………….…………
Address
: ……………………………………………………………………………………………………….………………
Name code
Postal
:: …………………………………………………………………………………………………………….…………
………..………………………………………. Place of residence
: .…………….………………
Address
Country
……………………………………………………………………………………………………….………………
:: ……………….………………………………………………………………………………………………………
Postal code
………..………………………………………. Bank
PlaceIdentification
of residence code [BIC]* :..…..…………………………
: .…………….………………
Account
number [IBAN] :: ………..……………………………………….
Country
Place
and date
:: ……………….………………………………………………………………………………………………………
………..………………………………………. Signature
* Not an obligatory field for Dutch accountnumber
Account number [IBAN] : ………..……………………………………….
:..…..…………………………
Place and date
: ………..……………………………………….
Signature
Mandate for one off collections Business-to-Business
Name creditor
.
.
S€PA
: ……………………………………………………………………………………………
Address creditor
: ……………………………………………………………………………………………
Postal code creditor
: ……………………
Place of residence creditor : …………………………
Country creditor
: ……………………
Creditor Identifier
Mandate reference
: ……………………………………………………………………………………………
: …………………………
By signing this mandate form, you authorize <name of creditor> to send One off collection instruction to your bank to debit your ac-
count
for <reason
for payment>,
and 2013)
your bank to debit your account on a one-off basis in accordance with the instruction from <name
Euro
Direct
Debit Manual
(March
of creditor>.This mandate is only for a business-to-business transaction.
You are not entitled to a refund from your bank after your account has been debited, but you are entitled to request your bank not to
debit your account up until the day on which the payment is due. Ask your bank for the conditions.
23
8
Appendices
RC *
RC description
CUST
RequestedByCustomer
Classification
Refusal
Reject
Refund
Return
Cancelation
Reject
Reversal
Requested by
Debtor
Debtor bank
Debtor
Debtor Bank
Collector/
Creditor Bank
Creditor bank
Collector
creditor bank
36 3 Reason codes (Reversals and exceptions)
RC
Type
Description in EN reporting at Rabobank
ISO
x
Refusal requested by creditor
Advice CUST: You have requested a cancellation. You can resubmit the batch.
DUPL
DuplicatePayment
x
Double transaction
x
Bank BIC incorrect
x
Currency incorrect
Advice DUPL: You have requested a cancellation.
AGNT
IncorrectAgent
CURR
IncorrectCurrency
ISO
Advice CURR: You have used a currency that is not supported. You can resubmit the batch with the correct currency.
AC01
IncorrectAccountNumber
ISO
x
x
Account number incorrect
Advice AC01: IBAN you want to debit is not correct. Ask your debtor for the correct IBAN. Resubmit the order as type first with the correct IBAN and keep the
customer confirmation of the correct IBAN with the mandate.
AC04
ClosedAccountNumber
ISO
x
x
Account number closed
Advice AC04: IBAN you want to debit has been closed. Ask your debtor for the correct IBAN. Resubmit the order as type first with the correct IBAN and keep the
customer confirmation of the correct IBAN with the mandate.
AC06
BlockedAccount
ISO
x
x
Account number blocked
Advice AC06: IBAN you want to debit has been blocked for this mandate. Contact your debtor about the payment method.
AC13
InvalidDebtorAccountType
ISO
x
Account type retail
Explanatory Note AC13: Retail customer IBAN cannot be used for B2B.
Advice AC13: You cannot use a Business Euro Direct Debit to debit a retail IBAN. Ask your debtor for its business IBAN.
AG01
TransactionForbidden
ISO
x
x
Administrative reason
Explanatory Note AG01: Transaction does not comply with statutory requirements.
Advice AG01: The transaction has been rejected because the IBAN cannot be used for direct debits. Contact your debtor about the payment method.
AG02
InvalidBankOperationCode
ISO
x
x
Incorrect file format
Advice AG02: The transaction has been rejected because the type of transaction is not correct. Resubmit the transaction with the
correct type “one-off”, “first”, “recurrent”, or “final”.
AM04
InsufficientFunds
ISO
x
x
Explanatory Note AM04: AM04 is not displayed by Rabobank in outbound messages for privacy reasons and converted to MS03, Rabobank does forward this
code in inbound messages (with description “administrative reason”).
AM05
Duplication
ISO
x
x
x
Double direct debit
Advice AM05: The batch/transaction you submitted has been identified as a duplicate. Check your administrative/accounting records if necessary.
BE05
UnrecognisedInitiatingParty
ISO
Collector ID incorrect
Advice BE05: The transaction has been refused because the Collector ID has not been entered, or not been entered correctly.
FF01
InvalidFileFormat
ISO
x
Incorrect file format
Advice FF01: The batch submitted by you contains one or more errors. Contact your bank to request details.
FF05
InvalidLocalInstrumentCode
ISO
Incorrect product type
Explanatory Note FF05: Customer used wrong file type for submission, i.e. COR1. Rabobank does not support this type.
Advice FF05: The batch submitted by you contains a product type that is not supported by Rabobank. You can resubmit your batch with the correct product type
and associated timelines.
24
RC *
RC description
MD01 NoMandate
Classification
Refusal
Reject
Refund
Return
Cancelation
Reject
Reversal
Debtor
Debtor bank
Debtor
Debtor Bank
Collector/
Creditor Bank
Creditor bank
Collector
creditor bank
Appendices
Requested by
8
RC
Type
Description in EN reporting at Rabobank
ISO
x
x
x
Incorrect mandate
Advice MD01: If Business Euro Direct Debit: your debtor has not yet or not correctly registered the mandate with its bank. Contact your debtor and ask it to register
the mandate (correctly). If Euro Direct Debit: your debtor disagrees with the debit. Contact your debtor on the payment method.
MD02 MissingMandatoryInformationInMandate
ISO
x
Incorrect mandate
Advice MD02: Your debtor has not yet or not correctly registered the mandate with its bank. Contact your debtor and ask it to register the mandate (correctly).
MD06 RefundRequestByEndCustomer
ISO
x
Disagree with direct debit
Advice MD06: Your debtor disagrees with the debit. Contact your debtor on the payment method.
MD07 EndCustomerDeceased
ISO
x
x
x
x
Explanatory Note MD07: Beneficiary is deceased.
MS02
NotSpecifiedReasonCustomerGenereated
ISO
x
x
Disagree with direct debit
x
Advice MS02: Your debtor disagrees with the debit. Contact your debtor on the payment method.
MS03
NotSpecifiedReasonAgentGenerated
ISO
x
x
Explanatory Note MS03: Reason not specified.
Advice MS03: Contact your debtor on the payment method.
RC01
BankIdentifierIncorrect
ISO
x
x
Unknown BIC
RR01
MissingDebtorAccountOrIdentification
ISO
x
x
ISO
x
x
Explanatory Note RR01: Debtor not identified.
Advice RR01: Your debtor’s IBAN is missing.
RR02
MissingDebtorNameOrAddress
Explanatory Note RR02: Debtor’s name not provided.
Advice RR02: Your debtor’s name is missing.
RR03
MissingCreditorNameOrAddress
ISO
Explanatory Note RR03: Creditor’s name not provided.
RR04
RegulatoryReason
ISO
x
x
x
Explanatory Note RR04: Transaction does not comply with statutory requirements.
SL01
DueToSpecificServiceOfferedByDebtorAgent
ISO
x
Explanatory Note SL01: Rejection due to specific service by debtor’s bank.
* RC = reasoncode
25
8
Appendices
37 3 List of SEPA countries
SEPA currently encompasses the following countries:
The 17 euro countries
Austria, Belgium, Cyprus, Estonia, Finland, France, Germany,
Greece, Ireland, Italy, Luxembourg, Malta, Netherlands, Portugal,
Slovakia, Slovenia and Spain
The other EU countries
Bulgaria, Czech Republic, Denmark, Hungary, Latvia, Lithuania,
Poland, Romania, Sweden and the United Kingdom
Other European countries
Iceland, Liechtenstein, Monaco, Norway and Switzerland
Overseas territories
Azores, Canary Islands, Ceuta, Melilla, French Guiana, Gibraltar,
Guadeloupe, Madeira, Martinique and Réunion
26

Euro Direct Debit Manual March 2013

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