FAQ 4: How to setup a debit order for a customer

To setup a debit order, you must upload a signed mandate to the system.

The Adumo Online Debit Order platform generates 3 types of mandates, and provides an online storage service so that you can store the signed mandates against your specific customers for future reference.

1.1.1     Mandates:

The platform allows for the generating of Mandates in 3 different forms.

a. A blank mandate

b. Partially prefilled mandate

c. Full mandate

a. Blank Mandates:

• Navigate to Wallet > My Customers
• You will see your customer summary screen.
• On the right-hand side of this screen, there is a button: Generate Mandate
• Selecting this button will give you a popup with 2 options:
• Download the mandate
• Email the mandate.
  • If you select email, you will get the options to email it to either yourself or add an email address you want to mail the mandate to.
• Partially Prefilled mandate

 

• Navigate to Wallet > My Customers
• You will see your customer summary screen.
• Select your customer by either selecting their Code or their Name
• Select the “Mandates” tab.

 

• Select “Generate Mandate” (remember the info bubbles next to any wording will show you what that option does)

• You will get the same popup screen as with the “Blank Mandate”, however the information you already entered for this customer will now be populated in the mandate. You can now send this mandate to the client via email or download a copy.

        b) Full Mandate:

• Follow the same steps as you would with the Partially prefilled mandate to reach the Mandates tab of your client.
•  
• Now select Capture and Generate Mandate:

• This information bubble indicates that you can now upload the mandate if you have a fully signed mandate. (We will review this in 2.1.4) or you can add the mandate parameters to the mandate and then the only thing your client has to do is sign the document:

• Mandate parameters are entered step by step and when you reach step 5, you can now email a fully completed mandate to your client. If you leave the email field open, it will save the mandate parameters and allow you to download and print the document.

• 1.1.2    Loading of a mandate:

  Now that you have a signed mandate or where you want to send a fully completed mandate to your client, we can move to uploading of a mandate:

• Navigate to Wallet > My Customers
• You will see your customer summary screen.
• Select your customer by either selecting their Code or their Name
• Select the “Mandates” tab.
• Select Capture and Generate Mandate
• You will see the below screen:
• 

Step 1. Submission details

• Frequency
• Once Off – The debit order will run on the set date and then expire.

• Weekly You will be able to select the day of the week the debit is to run

• Bi-Weekly – You will be able to select 2 days of the week the debit is to run

• Monthly (the default setting) the debit will run set date

• Bi-Monthly – The debit will run twice a month as per your selection

• Annually – The debit will run once a year on the set date

• Bi-Annually – The debit will run twice a year

• Quarterly – The debit will run 4 times a year on a set date

For the purpose of this example, we will select a Monthly Frequency:

• Select the “Day of Collection” i.e which day of the month do they want the debit to run.
• Select the “Dates”. The information bubble will indicate that if the mandate has no expiry date then leave the to date blank. This will allow the transaction to run recurring until such time as the mandate is deactivated by yourself, the transaction is disputed by your customer, the transaction fails due to any reason other than insufficient funds or the transaction failed to consecutive submissions due to insufficient funds.
• Amount:
  • You have two options available which should be capture in terms of the mandate the client signed.
    • Fixed amount – The debit will run for this amount on the specified date recurring and no intervention is required.
    • Variable amount – A maximum collection amount is authorised by your client on their mandate which is then captured when the mandate parameters are loaded. Once the mandate has been authorised, you have to enter an amount under “My Collections”
    • The transaction will run on the specified date with the amount entered recurring until such time as the amount is changed. It will then run the new amount recurring. If left blank the transaction will not be submitted at all.

Step 2: Representation on Failure

• The mandate allows for representation on failure of the debit due to “insufficient funds”. Depending on the option your customer selects, this will be the option you will select here. The terms of the mandate reads as follows:

 

• The first option allows for Naedo tracking of the account in the event of a failure. As mentioned Naedo will be decommissioned and this will be replaced in the mandate with DebiCheck.
• The second option allows for a normal debit order to be resubmitted within a specific amount of time after the original transaction failed
• The third option prohibits the merchant to resubmit the transaction.
• If you already have signed mandates and this current mandate does not provide for resubmission on failure, then select “Do not resubmit”.

 

Step 3: Annual Increases:

• The standard mandate provides for annual increases with either a percentage or Rand amount. If your current mandate or terms and conditions do not provide for increases then leave this option on “NO”.
• If you are allowed annual increases, select yes and enter the parameters:

 

Step 4: OTP & Bank Reference:

• A SMS will be sent to the contact person selected in this field. If you have more than one contact person, you can select the one who must receive the SMS.
• If your profile is set to OPT in, the person receiving the SMS must respond with a “Yes” or “No” before the mandate will activate.

 

• In addition to the ASN (Assigned short name) that will appear on your customers bank statement, you can make use of the “Additional Reference” field for additional identifying characters to appear on the customers bank account. You are limited to 7 additional characters.
• The standard reference that appears on your customer bank accounts will be e.g. ABCSHOES Q102P

• ABCSHOES is the short name registered with the bank for your company and can not be changed.
• Q102P is a unique identifier for the that specific transaction. Each submission to the bank will have a different unique identifier.
• If you decide to make use of the additional reference field and enter e.g. ACC0023, the reference on your customers bank statement will read ABCSHOES Q102P ACC0023 with only the unique identifier changing with each submission.
• If you enter a reference in this field remember that it can not be changed again. This is a set reference.

Step 5: Upload / Save mandate:

Upload Now:

• If you have a signed mandate and you only entered the mandate parameters then you select Upload Now. The Select File button will become available and you can then select the file from where you saved it.

Once the mandate parameters have been captured and you’ve uploaded the mandate, you will notice that the mandate now appears at the bottom of the screen: 

• If you select the blue wording “Mandate (SAR002), it will download the mandate for ease of retrieval.
• Each of the icons indicate information related to this mandate. If you hover your mouse over the icon it will give you more information:

 

                       

 

                           

 

 

• Under the Actions Column there are 3 icons.

 

• The first is to temporarily or permanently deactivate the mandate. If you select this button you will see the below screen

 

 

The transactions below indicate a temporarily deactivated mandate and a permanently one. You can at anytime reactivate the temporarily deactivated mandate and it will run the next available date as per the mandate parameters.

 

• The second is to re-generate the mandate. This will download the mandate which you can then email to your client. This button is only available if:
  • You didn’t upload the mandate when you captured the mandate parameters or
  • If your profile is not yet set to Auto-Authorise. This allows you to make changes if you accidentally entered the incorrect information.Once your profile is set to Auto-Authorise and you click “Upload Now”, this button and the one next to it will lock and trigger the customer sms and the only way to make changes to the mandate parameters is to contact the support team.
• The 3^rd icon, the “pencil” is to edit the mandate parameters. This is where you will upload the signed mandate once you receive it back from you client. You will notice the difference in the icons where the parameters have been captured but the signed mandate hasn’t been uploaded yet.

 

 

• The amber triangle indicates that parameters have been captured but the mandate hasn’t been uploaded yet. The “pencil” icon will allow you to upload the mandate.
• This button is only available if:
  • You didn’t upload the mandate when you captured the mandate parameters or
  • If your profile is not yet set to Auto-Authorise. This allows you to make changes if you accidentally entered the incorrect information. Once your profile is set to Auto-Authorise and you “Upload Now” this button and the one next to it will lock, trigger the customer sms and the only way to make changes to the mandate parameters is to contact the support team.