Process Transactions Batches

When customer pays with direct debit, the transaction is captured and automatically saved. All captured transactions are then waiting for being included as batches. Batch is a collection of captured transactions that are saved for future exporting. Generally, the batch is downloaded and then submitted to SEPA at the end of the business day.

A typical workflow of SEPA batches in Billing billing looks as follows:

1. Export payments into the batch.
2. Submit the batch to the bank.
3. Approve the batch.

To export new SEPA transactions to a batch

1. Open Operations > SEPA Batches. The list of already created batches (if any) appears on the screen.
2. Click Export New Transactions. The list of all payments made with direct debit recently (if any) appears on the screen.
3. Click Approve. All listed payments are automatically included into the batch. The batch file contents are displayed on the screen. To submit the batch to the Bank, save the information locally on the computer and then send it.

When generating a Batch, the payments collection dates are checked against the requirements set for selected Debit scheme, and will be automatically shifted if needed. In case the required collection date for a SEPA transaction falls on a weekend, it is moved to the nearest working day automatically.

To submit a batch to the Bank

1. Open Operations > SEPA Batches. The list of already generated batches (if any) appears on the screen.
2. Select a batch to be submitted by clicking on the respective link in the Batch ID or in the Export Time column. The batch details appear on the screen.
3. Click Download File. The batch file contents appear on the screen.
4. Copy this information and send it to the Bank (by e-mail, for instance).

If you do not plan to wait for batch to be considered approved by the bank, you can approve it manually. When the batch gets approved, all the payments it contains are released and services provisioning starts. Use this option for reliable customers.

To approve a batch

1. Open Operations > SEPA Batches. The list of already generated batches (if any) appears on the screen.
2. Select a batch to be approved by clicking on the respective link in the Batch ID or in the Export Time column. Properties of the selected batch appear on the screen.
3. Click Approve Batch. All the payments in the batch get released, and services provisioning starts. The batch gets the Closed status.

It is also possible to approve the particular payments in a batch. To do this, select the batch; when the list of payments in the batch is displayed, select the payments you want to approve and click Approve Payment.

If you have generated a batch by mistake, or do not want to submit it to the bank for any reason, you can cancel it.

To cancel a batch

1. Open Operations > SEPA Batches. The list of already generated batches (if any) appears on the screen.
2. Select a batch to be cancelled by clicking on the respective link in the Batch ID or in the Export Time column. Properties of the selected batch appear on the screen.
3. Click Cancel Batch. The batch gets cancelled, its status changes to the Cancelled.

Import of batches

If your bank provides the ability to receive the data of transaction statuses in electronic form using the XML format, you can import them to Billing.

To import the responses from bank to Billing:

1. Open Operations > SEPA Batches and switch to the Import tab. The list of already imported batches (if any) appears on the screen.
2. Click Import Batch. The import starts, during which the following processes take place:
   • System completes releasing / failing of payments in Billing according to received statuses of payment transactions.
   • System marks the batch as processed.
3. The list of all payment transactions received from the bank (if any) appears on the screen.