Table of Content
Objective and Scope
The purpose of this document is to describe the steps to create a SEPA Mandate in PI1 SAP system. In order to be compliant with EU regulations, a SEPA mandate has to be available in customer account in order to be able to perform the direct debits payment method.
The SEPA Direct Debit allow a creditor (biller) to collect funds from a debtor's (payer's) account, provided that a signed mandate has been granted by the payer to the biller. A mandate is signed by the debtor to authorize the creditor to collect a payment and to instruct the debtor's bank to pay those collections.
This operating procedure (OP) applies to the account receivables of Solvay SA.
Definitions
- SBS: In the current document, “Solvay Business Services” will be replaced by its abbreviation “SBS”.
- CCT AR: Customer Credit & Trade Accounts Receivable
- OP: Operating procedure
0231: Company code in PI1 system for Solvay S.A.
In order to check if customer bank is working with SEPA, go to customer master data 
, choose 
and click above the IBAN symbol 
- Before creating the mandate, please check if the bank account provided by the customer in the mandate is inserted in the customer master data bank details. If note, please send an email to Data Management team (datamanagement.3s-pt@solvay.com) with the bank account to be inserted and ask them to tick the "Collections authorization" field
- For customers which are not German, please check in the following link if the customer bank is adhering to the DD SEPA: (SDD CORE or SDD B2B) : https://www.ebaclearing.eu/services/step2-sdd-core/participants/
Then copy the SWIFT code and search in the link provided above. In this case customer bank is adhering to the DD SEPA, so we can proceed with the mandate creation.
If not, customer should be contacted to verify if he works with a bank account which is an adherent of SEPA.
The process in SAP starts with the sending of the Mandate form (check attachments) to the customer which should be filled and signed by them.
Before creating the mandate, the AR team should:
- confirm if the bank account. (IBAN) in SAP Masterdata is the same as in the Mandate form;
- confirm if "Collection Authorisation" tab is flagged as below:
In case that the Bank account is not the same as in the Mandate form or "Collection Authorization" tab is not flagged, the ticket should be sent to Data Management team requesting to add this new bank account in customer masterdata.
When all details are correct, we should create the SEPA mandate in SAP by using transaction FSEPA_M1 in PI1 system.
The field’s “Mandate Ref.”, “Customer” and “Paying company code” needs to be filled in to identify the sender and receiver of the mandate as below:
Mandate Ref.: Customer number
Customer
Paying Company code: 0231
Click on 
Select 
and on the 
” the status of the mandate, its validity data and some administrative data regarding the signature are stored.
Fill in the following fields as below:
Status: Active
Valid from: Signature date on the SEPA form sent to customer
Valid to: By defaul 31.12.9999
Trans. Type: N Recurring Use Mandate
Signature Date: Signature date on the SEPA form sent to customer
After go to 
tab in which the customer relevant data for a mandate is stored. Just select 
and all the data will be filled automatically as below:
Copy City and go back to basic data tab and fill in location of Signature the city.
In the 
tab contains all the creditor data relevant for the mandate, in this case
The SOLVAY SA– 0231 company code (BE) linked to the mandate (also filled automatically)
Then 
Warnings
- If for any reason, the mandate should be edited, go to transaction FSEPA_M1 with Mandate reference and click on
as below:
- After the creation of the mandate, the payment method should be changed to H at Customer Masterdata Level in PI1 and in Local system (PF1/WP1) .
- The payment method in PF1 and WP1 customer masterdata should be updated according the following table:
WP1 PF1 Payment method analysis.xlsx
- Examples of SEPA mandates templates:
- If there are open invoices in customer´s account when implementing the SEPA direct debit, we should confirm with the requester (Collections or Customer Service teams) if all the open invoices should be considered to be debited by Direct Debit. If yes, the payment method should be changed to H in each invoice.
- If the change of the payment method was initiated by Collections team or AR team, we should assure that Customer Service is aware of this change. So if Collections haven't informed, AR team should send an email.