Important Notes:
  • Once SEPA is enabled in The Raiser's Edge, it cannot be disabled.
  • SEPA files are processed using SEPA compliant software.  Contact your bank for further information and assistance.
  • SEPA does not affect United Kingdom at this time. Being GBP based only, UK means of payment are not impacted by SEPA.
  • See SEPA key terms for more information on acronyms used in SEPA documentation.
  • See What checks should be carried out before generating a batch for SEPA before proceeding with step 5 onwards.
 
  1. See What is SEPA and how to setup in Raiser's Edge for the steps to prepare Direct Debits for processing. 
     
  2. Enter a Pledge or Recurring Gift with the Pay Method of Direct Debit.
    1. Tick the EFT? checkbox and enter the bank account information
    2. Enter Mandate ID and Date [of Mandate Signature].
      If no Mandate ID is entered, then for New Gifts, a Mandate ID is created in the following format: [Constituent System Record ID] “M” [Gift System Record ID].
      This is done to ensure one is there, but we expect users to enter their own numbers. The rule is that the combination of Org Creditor ID + IBAN + Mandate ID should be unique in the world.
      We’ve implemented an additional uniqueness that no two mandate IDs can be the same in The Raiser’s Edge Direct Debit Pledge or Recurring Gift records
    3. The Gift Reference is submitted in the Direct Debit file as the “Unstructured” field.
      If your bank requires certain data to be available in the “Unstructured” field of the Direct Debit file, then this should be entered here. 
       
  3. Send an advance notice letter to the donor.
    We recommend that a Gift query is created for the advance notice letters.  The criteria could include
    Gift Type one of Pledge, Recurring Gift
    AND Gift Status equals Active
    AND Pay Method equals Direct Debit
    AND Date Advance Notice Sent blank
    AND Acknowledge equals Not Acknowledged

    Note that this is suggested criteria.  When creating the gift query please ensure the correct gifts are included before saving and using in the Advance Notice letters.

    The advance notice letter should usually be sent no less than 14 days before the first collection date of a pledge or recurring gift.
     Please check with your bank as this can vary from country to country.  If bank advises differently then amend the value in "No. of advance notice days" field in Config, General.
    An advance letter should include:

    - Donors name and address
    - Bank Account Name
    - Collection schedule
    - Due date of first payment
    - IBAN
    - BIC
    - The letter should also include the paying-in details as directed by your bank’s guidance notes. (e.g. Creditor ID, your creditor IBAN)

    NOTE: 
    If you process the advanced letters through Mail, the Date Adv. Notice Sent information on the gift can be automatically updated; otherwise, this field must be filled
    in manually using the Global Change process outlined in step 4 below. 

  4. If you prefer to use Export for your mailings, you should update the Adv Notice date using Global Change
    •  Go to Admin . Globally Change Records
    • Create a new Gift global change and click Include, Selected Records and pick up the gift query created in step 3 above.
    • Select Date Advance Notice Letter sent from the Gifts section of the Available Fields list, change the Operator to ADD and enter the date that the letters were sent in the Add field value

      SEPA Notice

  5. Create the batch of Direct Debit gifts to be collected the appropriate number of days before collection is due.
    For example D-5 (or D-6 in Ireland) which is the number of days that new and one-off Direct Debits must be collected  - eg the date due minus 5 (or minus 6) days.
    For ongoing collections this would be D-2 (or D-3 in Ireland) where the batch would be sent 2 days (or 3 days) before collection due.
    • Create a new Gift batch and enter a description (optional) then click Data Entry
    • On the data entry screen select Tools, Automatically Generate Transactions / Payments

      SEPA Auto Generate

    • Enter the date the collection is due and select the EFT option - all SEPA Direct Debit pledges and recurring gifts should have the EFT option ticked, located to the right of the Pay Method field on the gift.
    • Select First or One-off typically sent 5 days (or 6 days in Ireland) before Direct Debit collection date, or Ongoing typically send 2 days before (or 3 days in Ireland)
    • Include pledges and recurring gifts plus select Direct Debit as the Payment Type
    • Click Generate Now and gifts that match the criteria selected appear in the batch.
       
  6. Export the PAIN008 file.
    • Once the transactions in the batch have been checked and confirmed, select Tools, Create EFT Transmission Files.
    • Select sponsoring bank and desired bank file format.
    • If your bank is not listed see What if my bank is not listed for further information.
    • This file is uploaded via the banking software to the bank, and monies are collected from the donors’ (the debtors’) account.
    • When transmission complete Save and Close the batch - DO NOT COMMIT AT THIS TIME as it has not yet been processed by the bank.
       
  7. See What if bank finds issue with SEPA file for the utility to be run should there be issues with the file reported by the bank, for example when uploading the file.
     
  8. Approximately 2 days later the banking software should make an exceptions file available.
    This is known as a “PAIN.002” file.  This is an XML file and any exceptions in it need to be keyed back into The Raiser’s Edge Batch.
     Note that Blackbaud does not support the CAMT.053 file format import into The Raiser’s Edge.  Contact your account manager to review options for customising the file or submit an idea to the https://rediscovery.uservoice.com
     
    • To open the xml file in Excel 2010, go to the “Data” Ribbon, in the “Get External Data” section click “From Other Sources” > From XML data import
    • Select the PAIN.002 file from your file system
    • Click OK to this message:

      SEPA Open XML file

    • Format this sheet for printing or use directly for data-entry 
       
  9. Reopen the Direct Debit gift batch used to generate the PAIN.008 file.
    Find each gift that has been returned as an Exception and enter a rejection code, located towards the end of the gift
    When you commit the Gift Batch, be sure to mark the option to “Create Batch from Exceptions”.
    All “good” transactions are then committed as Pay-Cash or Recurring Gift Pay-Cash (as appropriate) to The Raiser’s Edge record and all exceptions appear in a new Batch to be addressed (or not) as the user wishes.

One-Off gifts workaround for Patch 2.
  • Use Gift Query to find all Single Installment Pledges.
  • Create Gift Batch. The Transaction Code appears a “First Installment”.
  • Change this to blank for each gift that is a One-Off (all in this case, based on the query).
  • The SEPA PAIN.008 file that is created will have “one-off”s marked for each gift.