Step 3: Amendments and collections

Concept

The purpose is to establish a link between the receipt entry and the mandate amendments.

The amended fields and the original mandate information have to be included in the direct debit transaction in the DirectDebitTransactionInformation block of the XML message.

Note

The amendment management is subject to the SDD activity code and the SDDMGT parameter value.

Payment entry function (GESPAY)

Open: A/P-A/R accounting > Payments > Payment/Receipt entry

Payment entry

Any receipt entry is considered to be a SDD receipt entry in the scripts and functions of Sage X3, as soon as the selected payment entry type has the SEPA generation flag and the Revenue sign.

The system assigns the amendment on hold (for the mandate/company pair) to the receipt entry. The system populates the PAYNUM field with the receipt entry number.

If the Mandate reference field is changed, the amendment table is updated as follows:

  • For the previous mandate/company pair, the PAYNUM field is reset to zero.

  • For the new mandate/company pair, the PAYNUM field is populated as above.

If the deleted SDD receipt entry is related to amendments, then the PAYNUM field is reset to zero on the records in the amendments table.

Payment proposal (PAYPROPAL)

Open: A/P-A/R accounting > Payments > Payment proposals

Process

The processing applies the same controls as those of the manual creation for the amendment management.

Impacts

SDD sequence

Upon the creation of the receipt entry, the system assigns a sequence to the SDD receipt entry according to the payment type of the mandate (One-off or Recurring), the previous receipt entries and the number of direct debits if specified.

The sequence represents the SDD instruction about the direct debit order:

  • OOFF (one-off) for a single mandate.

  • FRST (first) – RCUR (Recurrent) – FNAL (final) for a series (recurring mandate).

The allocation of an amendment to the receipt entry has not impact on the sequence.

Exception: SMNDA amendmentSame mandate, new debtor agent

For a recurring mandate, the system forces the sequence of the receipt entry, related to the SMNDA amendment, to FRST value.

For a one-off mandate, the system keeps the sequence OOFF of the receipt entry.

In the SMNDA case, both the IBAN and BIC of the debtor have been changed.

Mandate status

The mandate status is updated according to the payment type of the mandate and the allocated sequence.

Exception: SMNDA amendmentSame mandate, new debtor agent

If the sequence has been forced to FRST and if the initial sequence should have been FNAL, then the mandate status becomes Expired.

The mandate reference modification or the deletion of this receipt entry will have an impact on the mandate status: the status will become Approved (even if the sequence has been forced to FRST, the system behaves as if it were a FNAL sequence).

Limitations

If the amendment is created before the receipt entry, it is linked to this receipt entry.

If the amendment is recorded after the creation of the SDD receipt entry, the 2 documents are not linked.

The amendment will be assigned to the next receipt entry.