Management of Third Party Database

Management of Third Party Database

For creditors who have regular clients that carry out one-off payments (or within a small payment schedule), SEPA Payment Suite allows them to build up a client database containing the details of their debtor clients.

On the one hand these functions offer help collecting data related to their debtors while creating a mandate (see Debtor Input Field Help) and on the other hand allow the creditor to be able to follow the status of the direct debits associated with a client. The use of these functionalities is configurable.

The client database is initialised using a file in a proprietary XML or CSV format. The format is described in the product interfacing document.

The system offers management functions with regard to debtor clients registered in the database: creation, amendment, deletion, search and viewing. A debtor client is defined, in particular, by the following information:

Identification code: this information is necessary in order to make a link to the debtor identification when it appears in a mandate or direct debit. This data must be unique to the given company;

Name/company name of third party;

Third party address;

Bank account(s) of third party defined by BIC/IBAN;

Email;

Telephone number;

Language;

Creation date and time;

Creation method (file, web service, GUI);

Update date and time;

Update method (file, web service, GUI).

Records within the third party database are linked to a given company (see Company).

Any amendment to a third party registered in the database involves the update of the associated mandates in order to ensure the mandate database remains synchronised with the third party database. Changes made to a debtor are checked and are visible via the debtor viewing function.

If a bank account is added on a third party, the mandate is not updated and keep the first bank account.

The deletion of a third party is only authorised in the event that all the third party’s mandates have the status “Finalised”, “Revoked” or “Cancelled” or in the event that the debtor does not have any associated mandates.

Management of the default Bank account

Addition of default Bank account to a Third-Party

File

Creation

For XML/CSV format, when creating a third party the convention is: the first Bank account provided in the file is the default one.

Update

XML format: The convention is: the first bank account provided in the file is the default one.

CSV format: a new optional field is added at the end of the file (RECV4): “defaultBankAccount”, three possible values are allowed: 1, 2, 3. These values correspond to the three bank accounts that can be set in the file.

  • If not provided, nothing changes.

  • If provided the corresponding bank account becomes the new default one.

  • If provided but refers to an account not provided, it will be ignored.

In case of an update of a third party created without bank accounts, the first bank account in the update file is set as the default one.

if the default bank account is deleted by the update file and if the default bank account tag is not set or incorrect, the first bank account found in the file will be set as the default one.

Web Service

Creation/Update

In the web service emdd.ws.common.001.xsd, a new optional field is added:

<Acct> [0-n], it contains two fields:

  • <DbtrAcct> [1-1]: the Bank account

  • <DefaultBankAccount> [0-1]: set the account provided as the default one

    • If not provided:

      • Update: nothing changes

      • Creation: the first one is defined as the default one

    • If provided to one bank account, the bank account becomes the new default one.

    • If provided to several bank accounts, the request is rejected (DBT004).

In case of an update of a third party created without bank accounts, the first bank account in the update request is set as the default one.

Third party bank account selection while creating/updating a mandate

Mandate creation

Debtor External Id Debtor Account Behaviors
Provided? Id exists in the system? Provided? Valid Bank account
Y X Y X Refer to part 4.1.1
Y Y Y X Refer to part 4.1.1
Y X Y Y The debtor account provided in the file will be set on the mandate.
Y Y Y Y The debtor account provided in the file will be set on the mandate. This account will be added to the third party, if not already present.
Y Y X N/A Default bank account for the debtor external id will be set on the mandate.
Y X X N/A Mandate will be created in Pending Status with no debtor account
X N/A Y X Refer to part 4.1.1
X N/A Y Y The debtor account provided in the file will be set on the mandate.
X N/A X N/A Mandate will be created in Pending status with no debtor account.
Mandate status for invalid debtor account:

The following cases are possible while mandate creation with a wrong debtor account:

  • Option Mandate creation with invalid debtor account is active for the organization: In this case, the invalid account will be set and mandate is created in ‘Pending’ status.

  • Option Mandate creation with invalid debtor account is inactive for the organization: In this case, the mandate creation will be rejected.

Mandate update

Debtor External Id Debtor Account Behaviors
Provided? Id exists in the system? Provided? Valid Bank account?
Y X Y X Debtor Bank account is not updated
Y Y Y X Debtor Bank account is not updated
Y X Y Y The debtor account provided in the file will be set on the mandate.
Y Y Y Y The debtor account provided in the file will be set on the mandate. This account will be added to the third party, if not already present.
Y Y X N/A Mandate with Debtor account: Debtor account is not updated. Mandate without Debtor account: Default bank account for the debtor external id will be set on the mandate.
Y X X N/A Debtor Bank account is not updated
X N/A Y X Debtor Bank account is not updated
X N/A Y Y The debtor account provided in the file will be set on the mandate.
X N/A X N/A Debtor Bank account is not updated