SEPA direct debit data

You store IBAN, mandate and account holder for each billing account and switch it to direct debit.

Format: CSV (comma or semicolon), UTF-8
Access rights: Administrator, write access to contacts (CRM)
Example files: AFS_SEPA_beispiel_technisch.csv (technical column names)
AFS_SEPA_beispiel_anwender.csv (German column names)

In short: The file enters bank details and SEPA mandate into existing billing accounts. If direct debit is activated and the bank details are complete, vynst switches the payment type to direct debit.

What you need this for

Direct debits only work if the account has a valid IBAN, a mandate reference and a mandate date. This data reaches vynst via this file.

Before you start

Right: Administrator with write access for contacts (CRM).
Beforehand: The billing accounts must be imported. The account number in this file must match exactly the number from the accounts import.
Backup: Take an export of the accounts before the import (Settings → Export (Einstellungen → Export)). Existing bank details will be overwritten.
Large files: From 4000 rows onwards, vynst splits the file into packages of 1000 rows each.

Prepare the file

File name: The name must contain AFS_SEPA_, for example AFS_SEPA_konten.csv.
Header row: An account number, the IBAN and the mandate reference must be present. The other columns are optional.
Separator: Comma or semicolon, the same throughout the file.
Date: 01.01.2020 or 2020-01-01.
Character set: UTF-8.

Columns

Column	Required	Content	Example
Account number (`COMPANY_IDENTIFIER`)	yes	Number of the billing account as in the accounts import. Also: `ACCOUNT_IDENTIFIER`, `Abrechnungskontonummer`, `Mitglieds-Nr.`, `Adressnummer`.	`K-1001`
IBAN (`PAYMENT_IBAN`)	yes	Bank account of the payer. Also: `IBAN_Nr`.	`DE02120300000000202051`
Mandate reference (`PAYMENT_MANDATE`)	yes	Number of the SEPA mandate. Also: `SEPA-Mandatsreferenz`, `Mandatsref`, `MandatNr`.	`M-1001`
Mandate date (`PAYMENT_MANDATE_SIGN_DATE`)	no	Date of signature. Also: `Mandatsreferenz gültig ab`, `Mandat gültig von`, `SEPA-Mandatsdatum`. If it is missing although the valid-until date lies in the future, vynst takes the creation date of the account.	`01.01.2020`
Valid until (`PAYMENT_MANDATE_VALID_UNTIL_DATE`)	no	Also: `Mandat gültig bis`, `Mandatsreferenz gültig bis`. End of the validity of the mandate. If the column is missing or empty, a previous end is removed.	`31.12.2030`
BIC (`PAYMENT_BIC`)	no	Also: `Swift BIC`, `BIC_Nr`. If the bank is known via the IBAN, vynst takes the BIC from the bank details list.	`BYLADEM1001`
Bank (`PAYMENT_INSTITUTION`)	no	Name of the bank. Also: `Bankname`, `Bankbezeichnung`.	`Beispielbank`
Account holder (`PAYMENT_OWNER`)	no	Also: `Inhaber`, `Zahler`, `Kontoinh. (Vor-/Nachname)`.	`Anna Beispiel`
`IMPORT_IDENTIFIER_PREFIX`	no	Prefix for the internal identifier of the account. The default is `AFS_CSV_`.	`AFS_CSV_`
Activate direct debit (`PAYMENT_SEPA_ACTIVATE`)	no	With `ja` (also `1` or `true`), vynst switches the payment type to direct debit if the bank details are complete. Also: `SEPA-Lastschrift aktivieren`, `Bankverfahren`.	`ja`

Example

COMPANY_IDENTIFIER;PAYMENT_IBAN;PAYMENT_MANDATE;PAYMENT_MANDATE_SIGN_DATE;PAYMENT_MANDATE_VALID_UNTIL_DATE;PAYMENT_BIC;PAYMENT_INSTITUTION;PAYMENT_OWNER;PAYMENT_SEPA_ACTIVATE;IMPORT_IDENTIFIER_PREFIX
K-1001;DE02120300000000202051;M-1001;01.01.2020;31.12.2030;BYLADEM1001;Beispielbank;Lena Hartmann;ja;AFS_CSV_
K-1003;DE02500105170137075030;M-1003;01.01.2021;31.12.2030;INGDDEFFXXX;Beispielbank;Anna Beispiel;ja;AFS_CSV_

Example files: AFS_SEPA_beispiel_technisch.csv with the technical column names, AFS_SEPA_beispiel_anwender.csv with the German column names.

How to proceed

Export the accounts and save them as a backup.
Create the file with the bank details, using account numbers as in the accounts import.
Settings → Import → Add (Einstellungen → Import → Hinzufügen), select the file.
Search the log for Error: and correct only the skipped rows.

Good to know

A repeated import updates the same accounts; no duplicates are created.
An empty cell in the IBAN deletes the stored IBAN.
The payment type changes only if direct debit is activated with ja and the IBAN, BIC, mandate and mandate date are complete.
Accounts that are not found receive an error row.

When something does not work

Message in the log	Meaning	What to do
`Error: skipped missing identifier`	The account number is missing in a row. The row appears below as `LINE-DATA`.	Add the account number.
`Error: company not found`	No account exists for this account number. The row appears below as `LINE-DATA`.	Check the account number against the accounts import.
`Error: skipped empty line`	An empty row was skipped.	Nothing to do.
`Info: split into N files`	The file was split into packages.	Nothing to do, the packages appear as separate entries.
`Error: less then one line`	The file contains no data row.	Check the file.
`FAILED: No matching processor found.`	File name without `AFS_SEPA_` or the header row is missing.	Check the file name and the columns of the header row.