The SEPA application is designed to help you generate SEPA files for your payments (salaries, benefits, expenses, purchases, payments and receivables) and any customer direct debits.

Summary

Install and configure SEPA app

Administration > Apps / Marketplace > tab Marketplace SEPA

Once you clicked the Install button don't forget to click on Configuration 

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You can configure the following :

  • Payment method for your SEPA transfers: Choose from the list of available payment methods.This list can be configured by going to Administration > Global Settings > Billing > Section Payment Methods 
  • Status to which a credit note must be switched after generating a SEPA file
  • Status to which a payment must be switched after generating a SEPA file
  • If checked, expense reports will be switched to the "Paid" statusafter generating a SEPA file
  • Payment date for salaries : This will be used in the generated SEPA file
  • Payment method for your SEPA direct debits SEPA : Choose from the list of available payment methods.This list can be configured by going to Administration > Global Settings > tab Billing > Section Payment Methods 
  • Status to which a invoice must be switched after generating a SEPA file
  • SEPA creditor identifiers (ICS) : Configure the ICS for each of your agencies. These will be necessary for generating your future SEPA files.

 

IMPORTANT !

Do not forget to grant access permissions to the concerned managers. To do this, go to the Administration interface > Managers / Roles > concerned account / concerned role > section Apps.

Screenshot  

Generate a SEPA file to debit your customers (with a SEPA mandate)

Enter the bank details of your CRM companies to be debited

To configure this setting, you have two options.

Directly from the app

Apps > SEPA > tab Billing

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You will then have the opportunity :

  • to import the bank details of your orders
  • to search for orders with or without bank details and to be able to quickly update them by clicking on the relevant line  

Directly from the company's card

CRM > Companies > Company's page > Information tab >  Apps icon > Debit/TransferSettings

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Then, enter the company's bank details.

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Configure your orders for direct debits

Billing > Orders > your Order > Information tab 

  1. Go to the Information tab.
  2. Select Direct debit from the Payment method field.
  3. Click Save.
  4. Click Apps, then Debit/Transfer Settings.
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  6. Enter the Unique Mandate Reference (RUM) for the direct debit.
  7. Choose the sequence type (FIRST, RECURRENT, ONE-OFF).
  8. Enter the signature date for this mandate.
  9. Validate the banking details (for the CRM company and your legal agency) that will be used for the direct debit.
  10. Capture_d_e_cran_2020-07-13_a__18.02.35.png

IMPORTANT !

From now on, any new invoices generated from this order form will have the payment method "Direct debit". However, if you want to be able to use the SEPA app for invoices that have already been created, you will need to manually edit each of these invoices to enter "Direct debit" in the "Payment method" field.

 

Generate your SEPA file

AppsSEPA > Billing Tab 

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  1. Use the filters to display the desired invoices.

    Note :

    If you are unable to display certain invoices, check that the order that originated them has the "Payment method" option set to "Direct debit". If so, then go to the invoice records in question and check that the "Payment method" is also set to "Direct debit". Then, click "Save". The problem should be resolved. If it is not, please contact support.

  2. Check that the coordinates have been correctly completed.

    Note :

    If the red symbol appears, it means that the coordinates have not been correctly configured. By clicking on the icon, you can directly access the configuration of the coordinates on the order record. Do not hesitate to resume the entire process from step 4.a if you are unable to complete this configuration.

  3.  Click on the SEPA icon.

    A pop-up window will then be displayed to allow you to indicate:

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  1. The desired payment date
  2. The save status after extraction
  3. If you want to switch FIRST debits to RECURRENT

You will then see that the invoices for which the coordinates have been correctly entered have seen their status switch according to the settings made by the administrator.

Note :

The date and the person who performed the last extraction are indicated.

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Generate a SEPA file to settle the salaries/benefits/expenses of your employees.

Apps > SEPA > Contracts tab

Fill in your employees' bank details

To perform this setup, you have two options :

Directly from your SEPA app

SEPA > Contracts tab > Configure contracts bank details button

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In the configuration, you will see the list of people with an active contract displayed. By clicking on a resource line, you can enter/update their bank details.

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From the resource Contract

Ressources > Ressource card > Administrative tab > Contract card

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First, check the bank details of your agency to use to pay salaries. Then, enter the bank details of your resource before saving.

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Generate your SEPA file

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  1. Use the filters to display the desired resources and choose the period for which you want to pay salaries/benefits/expenses.

    Note

    If you are unable to display some resources, check that each missing resource has a contract that includes the selected period. If not, please contact support.

  2. Verify that the coordinates have been correctly completed.

    Note

    If the red symbol appears, it means that the coordinates have not been correctly configured. Please refer to the chapter "Enter your employees' bank details".

     

  3. Enter the amounts to be paid (salaries, benefits, expenses).
    Either by entering them manually
    Or by using the import function
  4. Click on the Extract SEPA file icon

Generate a SEPA file to pay your suppliers'/subcontractors' invoices (your purchases/payments) by bank transfer.

Apps > SEPA > Payments tab

Enter the bank details of your CRM supplier companies

To perform this setup, you have two options :

Directly from the app

SEPA > Payments tab > Configure button

You will be able to see if the bank details of your suppliers are qualified. You will be able to update them if necessary.

From the company's card

CRM > Company card > Information tab > Apps icon > Débit/Transfer Settings

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You will be able to enter the bank details of the CRM company to whom you will directly transfer the amount of your purchases.

If you are transferring to different accounts, you can add multiple lines by clicking on + Add a line.

 

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Set up your purchases for transfers

Purchases > Purchase card > Information tab > Apps icon > Transfer Settings

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  1. Go to the Information tab
  2. Select Transfer in the Payment Method field
  3. Save
  4. Click on Apps and then on Debit/Transfer Settings
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  6. Choose the bank details (of the CRM company and your legal agency) that will be used for the transfer

Generate your SEPA file

Apps > SEPAPayments tab > Extract icon

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  1. Use filters to display the desired payments and choose the right time.

    Note

    If you are unable to display certain payments, check on each of the affected purchase sheets that the payment method is set to Transfer and then save. The problem should be resolved. If not, please contact support.

  2. Check that the details have been correctly completed.

    Note

    If the red symbol appears, it means that the coordinates have not been properly configured and that you need to go and configure the coordinates of the purchase sheet.

  3. Click on the "Extract SEPA file to XML format" icon
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  4. Choose the desired payment date, and the saved state once you extract.

You will then see that the payments for which the bank details have been correctly set have changed their status according to the settings made by the administrator.

 

Generate a SEPA file to reimburse your customers according to the credit notes you have issued

Enter the bank details of your CRM companies

CRM > Company tab > fiche Company > Informations tab> Apps icon > Debit/TransferSettings

Configure your orders for wire transfers

Billing > Orders > Selected Order > Information tab

Refer to à Configure your orders for direct debits knowing that here, we will set bank details on which we want to executewire transfersfrom credit notes. 

Configure your credit notes for wire transfers

Billing >Orders > Order card > Information tab > Billing methods section

  • Check thatle Payment Method is set to  Transfer

Generate your SEPA file

Apps > SEPA > Credit notes tab > Extract icon

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  1. Use filters to display the desired bills

    Prerequisites

    Si vous n'arrivez pas à afficher certains avoirs, vérifiez sur chacune des fiches facture d'avoir manquante que le Mode de règlement est bien Virement puis Enregistrez. Le problème devrait être résolu, si ce n'est pas le cas veuillez contacter le support.

  2. Check that bank details have been correctly set.

    Prerequisites

    If the red symbol appears, it means that the coordinates have not been properly configured and that you need to go and configure the coordinates of the order form.

  3. Click on the "Extract SEPA file to XML format" icon
    Capture_d_e_cran_2020-07-17_a__17.14.45.png
  4. Choose the desired payment date, and the saved state once you extract.

You will then see that the credit notes for which the bank details have been correctly set have changed their status according to the settings made by the administrator.

 

 

We hope that this tutorial has been of any help and we invite you to let us know by voting in the dedicated section below.

If you still have other questions, feel free to get in touch with our Support team :

Reach out to our support team

Tel : (+33) 03 62 27 61 05

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