SEPA direct debit

With the app SEPA direct debit, families pay their receipts with a mandate, and the organisation's treasury collects the amounts.

Location: Settings > App-Store > card SEPA direct debit from fepli. Visible to: super admins.

Group: Payments. Provider: fepli. The app builds on the app Payments.

Catalogue, states and structure of an app are described in App-Store.

What the app does

In the section What it does
“Families give a SEPA core direct debit mandate on the website and pay their receipts with it.”
“The receipt names the day of the debit, the mandate reference and the creditor ID.”
“Under Payments › Direct debit you download the open debits for your treasury.”

In the section How to use it
“Per season, under Payment, you decide whether direct debit is offered beside paying online or instead of it.”
“Families find their mandates in their account under “Direct debit mandates” and can revoke them there.”

Card in the catalogue: “Families pay by SEPA direct debit: they give a mandate when they pay, and your treasury collects the amount.”

Settings of the app

App-Store/SEPA direct debit

Payments

SEPA direct debit

fepli

Switched on.

Settings

Creditor identifierDE98ZZZ09999999999From the Deutsche Bundesbank, e.g. DE98ZZZ09999999999.

PayeeStadt Elmsbrück

Address of the payee

Prefix of the mandate referenceELMUp to ten letters and digits. None given: FP.

Pre-notification in daysThis many days before the debit, the receipt names amount and day. None given: 14.

Mandate valid until revokedOn: for recurring payments. Off: only for the season it is given for.

What it does

Data protection

Switch offCancelSave

The side panel with the details of Stadt Elmsbrück.

Field	Meaning	Values	Default	Effect
Creditor identifier	Number of the organisation as payee	up to 35 characters, e.g. `DE98ZZZ09999999999`	empty	Help text: “From the Deutsche Bundesbank, e.g. DE98ZZZ09999999999.” If invalid: “This creditor identifier is not valid.” Appears on the mandate, the receipt and the list.
Payee	Name of the organisation	up to 70 characters	empty	Appears in the wording of the mandate.
Address of the payee	Address of the organisation	up to 255 characters	empty	Optional.
Prefix of the mandate reference	Start of every mandate reference	up to ten letters and digits	`FP`	Help text: “Up to ten letters and digits. None given: FP.” Otherwise: “Letters and digits only.”
Pre-notification in days	Days between receipt and debit	1 to 60	14	Help text: “This many days before the debit, the receipt names amount and day. None given: 14.” Otherwise: “A number from 1 to 60.” For fewer than 14 days, the wording of the mandate names the shorter period.
Mandate valid until revoked	Duration of the mandate	on, off	off	Help text: “On: for recurring payments. Off: only for the season it is given for.”

Element	Content
Without creditor ID or payee	The app accepts no mandate: “Without creditor ID and payee, no mandate is accepted.”
Row Direct debit	Leads to Payments > Direct debit and shows “{count} mandates” and “{count} debits open”, without a mandate “No mandates yet”. Only with the role View and create payments.
Row Direct debit mandate	Leads to the page Direct debit of the settings (Direct debit mandate).

Direct debit mandate

Location: Settings > Payments > Direct debit. The page exists only while the app is switched on. Visible to: super admins.

Element	Content
Group Direct debit mandate	“The wording of the mandate. fepli adds what it is valid for and when families hear of a debit.”
Wording	Text field, up to 4000 characters. Help text: “'{creditor}' stands for the payee. Mandates given before keep their wording.” Default: the usual German mandate text of the SEPA direct debit.
Save	Saves the wording. Message: “Wording saved.”
Use standard wording	Appears as long as an own wording is saved; restores the standard wording.
How families read the mandate	Preview with the example “Easter”: the wording, then the sentence on what the mandate is valid for, and the sentence on when the receipt names amount and day.
Note	If creditor ID or payee are missing: “Without creditor ID and payee, no mandate is accepted.” with the link Open app

Season field

The field appears in the season form in the section Payments while the app is switched on (Seasons).

Field	Meaning	Values	Default	Effect
Direct debit	Whether families pay the season's fees by direct debit	Beside paying online, Instead of paying online, Not offered	Beside paying online	Help text: “Whether families can pay this season’s fees by SEPA direct debit.” With Instead of paying online there is no button to pay, and fepli also refuses the call to the online payment. With Not offered the direct debit does not appear.

A mandate for one season does not pay a selection that spans several seasons. For such a selection, fepli offers the direct debit only if Mandate valid until revoked is on.

Payment by families

Place	Procedure
Payment page, last step	Section Pay by direct debit with “SEPA direct debit mandate”, payee, creditor ID, the wording and the note “You receive the mandate reference with the confirmation.” The family fills in Account holder, IBAN, BIC (optional) and Bank (optional), turns on “I give {payee} the SEPA direct debit mandate above.” and selects “Give mandate and pay {amount}”. Below it says that the receipt names the day of the debit and that it is debited {count} days later at the earliest.
Beside paying online	The section opens with the button Pay by direct debit.
Mandate in force	First “With your mandate {reference} from account {IBAN}.” with the buttons “Pay {amount} by direct debit” and Use another account.
After giving it	“Mandate given. The amount will be collected by direct debit.” with Amount, Debited on, Account and Mandate reference, and the button to the overview of the registrations.
Messages	“Please name the account holder.”, “Please enter your IBAN.”, “This IBAN is not valid.”, “This BIC is not valid.”, “Please give the mandate.”
Family account, section Direct debit mandates	“The SEPA direct debit mandates you have given us.” For each mandate “Recurring payments” or “Season {season}”, “given on {date}”, Valid, Expired or “Revoked on {date}”, the link PDF and the button Revoke. Confirmation prompt: “Nothing will be collected under this mandate any more. Pay open amounts another way.” Without a mandate: “You have not given us a direct debit mandate.”
Team signed in as a family	Giving and revoking are not possible in this session.
Email “Your SEPA direct debit mandate {reference}”	Copy of the mandate given, to the address of the account: mandate reference, payee, creditor identifier, account holder, account as a hint, Valid for, Given on and the wording, plus the button View mandate. The PDF is not attached. The email is always sent.

Receipt, retention and data protection

Feature	Content
Receipt	A receipt that is paid with a mandate is paid at once: it gets its number, the bookings arise, the registrations count as paid, and the family receives the email Receipt created with the PDF. Instead of “Betrag dankend erhalten”, the PDF names the debit (Payments).
Debit	The debit stands under Collection pending until the team hands it over. It is due on the day that lies as many days after the receipt as Pre-notification in days states.
Returned debit	The app does not handle returned debits.
Retention	The PDF of the mandate lies in the retention storage with an object lock. The lock runs until the retention years of the receipts have passed, counted from the end of the year of the last use or the revocation. A revocation is a second document.
IBAN	The IBAN is stored encrypted; lists show only the hint. For viewers outside the tenant, fepli masks account holder, signer and email address, and always the IBAN hint.
Data subject rights	The category Direct debit mandates belongs to the Data subject rights. The access report shows only the IBAN hint, the export under Art. 20 the full IBAN. An erasure blocks as long as the receipts are kept.

Behaviour

Feature	Content
Access	No credentials
Default	Switched off
Prerequisite	The app Payments and the role View and create payments
Switched on	Payments has the view Direct debit, Settings > Payments has the page Direct debit, and the season form has the field Direct debit.
Switched off	The app shows “Direct debit is no longer offered. Mandates and debits are kept.”

Data protection

Row	Content
Where to	Local
Data category	— (no transfer)
Category of data subjects	—

In addition	Content
Transfer	None to third parties. The treasury receives the list of debits that the team downloads and hands over.

The view and the mandate are described in Payments. The hand-over to the treasury is described in Hand direct debits over to the treasury.