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Collecting participation fees by SEPA direct debit

Elmsbrück's treasury collects the participation fees of the summer holidays 2027 by SEPA core direct debit. You turn on the app SEPA direct debit, enter the creditor identifier of the town, set up the season and hand the debits over to the treasury after committing. Setting up takes about 20 minutes; you repeat the hand-over as soon as families have paid.

What you need

  • An account with the role Super admin. Only super admins see the Settings. For the Payments area, the role View and create payments is enough later.
  • The app Payments is turned on. The steps are in Collecting participation fees online with pmPayment, step 1.
  • The creditor identifier of the town. For the exercise, DE98ZZZ09999999999 applies.
  • The season Summer holidays 2027. Its offers carry a Participation fee. Planning the summer holidays with a lottery shows how to create the season.

Step 1 – Turn on the app and enter the town as payee

Every mandate and every pre-notification names the payee and its creditor identifier. Without both, fepli accepts no mandate. Elmsbrück lets each mandate apply only to the season for which the family gives it.

  1. Select Settings.
  2. Switch to App-Store.
  3. Select the card SEPA direct debit.
  4. Under Creditor identifier, enter DE98ZZZ09999999999.
  5. Under Payee, enter Stadt Elmsbrück.
  6. Under Prefix of the mandate reference, enter ELM.
  7. Leave Pre-notification in days empty and Mandate valid until revoked turned off.
  8. Select Switch on.

The message “SEPA direct debit switched on.” appears. Under Payments there is now the tab Direct debit.

Reference · SEPA direct debitSettings of the app

Step 2 – Look at the wording of the mandate

Families give the mandate under this wording, and fepli stores it with every mandate. Elmsbrück keeps the standard wording of the SEPA direct debit.

  1. In the settings, switch to Payments.
  2. On the left, select the page Direct debit.
  3. Read the preview under How families read the mandate.

For the preview, fepli inserts the sample season “Easter”.

The preview names Stadt Elmsbrück. After that it says that the mandate applies only to the fees of the season and that the receipt announces amount and day of the debit in advance. A mandate that families give later keeps the wording that they have read.

Step 3 – Set the season to direct debit beside paying online

Elmsbrück offers the direct debit, and whoever wants to can still pay online. The setting applies per season, so that a season without direct debit remains possible.

  1. In the sidebar, under Seasons, select the season Summer holidays 2027.
  2. Switch to the tab Edit.
  3. On the left, open the page Payment & completion.
  4. In the section Payments, under Direct debit, select the value Beside paying online.
  5. Select Save.

The field Direct debit shows Beside paying online. Select Instead of paying online if families are to pay by direct debit only: the website then shows no button for paying online.

Step 4 – Look at the debits once families have paid

After committing, families pay on the website under Registrations. In the last step they give the mandate and enter account holder and IBAN. Their receipt is paid at once, and the debit waits for the hand-over.

  1. Select Payments in the sidebar.
  2. Switch to Direct debit.
  3. Read the rows and the total under Collection pending.
  4. Under Mandates, select the Account holder of a row.

The list shows for each receipt the mandate reference, the day the debit is due, the receipt and the amount. The side panel of the mandate shows who gave it and when, the wording and the receipts.

Step 5 – Hand the list over to the treasury

The treasury collects the amounts; fepli collects nothing itself. You therefore download the debits as a list and record that the treasury has it. In this way every debit is in exactly one list.

  1. Under Collection pending, select Download list.
  2. Hand the file lastschriften-{date}.csv over to the town treasury.
  3. Select Mark as handed over.

You hand the file over outside fepli.

The message “{count} debits marked as handed over.” appears. Under Collection pending it says “No debit waits to be handed over.”

What you have achieved

Families in Elmsbrück pay the fees of the summer holidays 2027 with a mandate. Their receipts are paid, name the day of the debit, and the treasury has the list of debits.

If your case is different

  • If a family withdraws its mandate, record the revocation: Revoke a direct debit mandate.
  • If families are to pay by direct debit only, select Instead of paying online for the season.
  • If a mandate is to apply to several seasons, turn on Mandate valid until revoked in the app: SEPA direct debit.

Where to go next

← BackCollecting participation fees online with pmPaymentNext →Connecting a helpdesk tool through the API