Add direct debit mandate information to a customer account [AX 2012]

Updated: March 17, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

Before you can draw Single Euro Payment Area (SEPA) direct debit payments for customers who have a mandate, you must enter information about the mandate. This topic explains how to add information about a direct debit mandate to a customer account, and how to print, scan, or cancel a mandate, if you need to.

NoteNote

This topic has been updated to include information about features that were added or changed for Microsoft Dynamics AX 2012 R3, AX 2012 R2 with the hotfix in KB2902097, and AX 2012 with the hotfix in KB2902097.

The following illustration shows the process of adding information about direct debit mandates to a customer account. The numbers correspond to the procedures later in this topic.

Add SEPA direct debit mandate to customer

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Version

Microsoft Dynamics AX 2012 R3 or cumulative update 6 or later for AX 2012 R2, or AX 2012

Country/region

The primary address for the legal entity must be in the following countries/regions: Austria, Belgium, Germany, Spain, France, Italy, or the Netherlands

Set up task

Set up SEPA direct debit mandates. For more information, see Set up SEPA direct debit mandate.

Before you can draw direct debit payments for customers who have a mandate, you must enter information about the mandate. Usually, only one mandate is in effect at a time for a customer. Therefore, a message is displayed if you try to enter a second mandate for the same customer.

To add direct debit mandate information to a customer account, follow these steps:

  1. Click Accounts receivable > Common > Customers > All customers.

  2. Double-click on a customer name.

  3. On the Action Pane, click Edit.

  4. On the Direct debit mandates FastTab, click Add.

  5. Enter information about the mandate. Make the following selections.

    Field

    Description

    Default mandate ID

    The identifier is automatically assigned.

    Bank account

    Select the customer’s bank account. The IBAN and SWIFT code fields must be filled in for the bank account if it is used for direct debits.

    Signature date

    Enter the date when the mandate was signed.

    Mandate scheme

    Select the type of mandate scheme. Select from the following options:

    • Core – The basic direct debit scheme, which can be used for businesses or consumers.

    • B2B – The business-to-business scheme, which can be used only for businesses.

    • COR1 – The COR1 direct debit mandate scheme, which can be used for businesses or consumers.

      This COR1 direct debit mandate scheme is available only if AX 2012 R3, AX 2012 R2 with the hotfix in KB2902097, or AX 2012 with the hotfix in KB2902097 is installed.

    Payment frequency

    Select how payments are made. Select from the following options.

    • Recurring – Mandates include multiple payments, such as installment plans or service agreements. Enter the number of payments in the Expected number of payments field.

    • One-time – Mandates include only one payment.

    Mandate status

    The mandate status is Incomplete until you enter all the required fields. The status then changes to New.

  6. Optional: Change the default entries for the following fields, if you have to.

    Field

    Description

    Days required for the first pre-notification

    Days required for recurring pre-notifications

    Enter the number of days to allow for pre-notifications.

    Days required for the first bank submission

    Days required for recurring bank submissions

    Enter the number of days to allow for bank submissions.

    Signature date

    Signature location

    Enter the date and location where the mandate was signed. The expiration date is automatically calculated, based on the signature date.

    Expected number of payments

    For recurring payments, enter the expected number of payments. For one-time payments, enter 1.

    Usage count

    For new mandates, this number is zero (0).

    The count is automatically updated every time that a payment for an invoice is posted.

    If a payment is settled with two invoices, the usage count is increased by two, even though only one payment is used.

    If a payment is settled with an invoice in another legal entity, the usage count is updated in the legal entity of the invoice.

  7. In the Default mandate ID field, select the default mandate to use for transactions. These transactions include customer invoices for sales orders, free text invoices, interest notes, collection letters, project invoices, and journal entries. Select the mandate reference that will be used for these transactions most of the time. If you need to, you can use the Customer transactions form to change the mandate reference for a transaction after it has been posted.

If your business process requires it, you can print a partially completed mandate form for your customer to fill out, sign, and return to you.

To generate a mandate for the customer to sign and return, follow these steps:

  1. Click Accounts receivable > Common > Customers > All customers.

  2. Double-click on a customer name.

  3. On the Direct debit mandates FastTab, select a mandate, and then click Print > Mandate report.

If your customer has submitted a signed paper mandate form, you can scan it and attach it to the mandate for the customer’s account. For more information about how to scan and attach documents, see Using document management.

To attach a scanned mandate to the mandate for the customer’s account, follow these steps:

  1. Click Accounts receivable > Common > Customers > All customers.

  2. Double-click on a customer name.

  3. On the Direct debit mandates FastTab, select a mandate, and then click Attachments.

If a mandate is no longer needed, you can cancel it if it isn’t assigned to an open invoice.

To cancel a mandate, follow these steps:

  1. Click Accounts receivable > Common > Customers > All customers.

  2. Double-click on a customer name.

  3. On the Direct debit mandates FastTab, select a mandate, and then click More options > Cancel mandate.

You have finished adding information about direct debit mandates to a customer account. You can enter an invoice for that customer. For more information, see Enter an invoice or transaction for a customer who has a direct debit mandate.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

No configuration key is required for this task.

Security roles and duties

To add information about direct debit mandates to a customer account, you must be a member of a security role that includes the Maintain customer master (CustCustomersMaintain) duty.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

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