How to add a DebiCheck/RM mandate

This guide explains how to create a debit order mandate for a customer who already has a bank account set up in the system.

It is important to note that DebiCheck/Registered mandates require an ID number and contact number under customer details. Please make sure both are present before attempting to create a mandate.

Steps to add a debit order mandate

1. Go to the customer’s profile.

If the customer has more than one bank account, select the correct account where the mandate should be added.

1. On the selected bank account, click Add Mandate.

• You will be prompted to choose between:

  • One-time payment

  • Recurring payment

1. For this example, select Recurring mandate.

1. Choose DebiCheck as the payment method.

Only the payment methods currently active on your account will appear as options here.

How to add a debit order mandate are explained in a separate guide.

1. Complete the mandate details

• Mandate reference - Optional. For internal tracking of mandates under a customer.

• Contract reference - Required. This links the mandate to the underlying agreement and appears on the customer’s bank statement (sometimes shortened), helping them recognise the debit order.

• Interval – Choose how often the debit order runs (Monthly or Yearly).

• Date to process – Select the exact day the debit order should run on the interval.

• Amount – Enter the recurring collection amount.

• First collection amount & First Collection Date - The first collection amount allows you to charge an additional fee (e.g., admin fee) on top of the recurring debit.

If you don’t need an additional fee, simply leave these fields empty related to a First Collection.

Separate First Collection

• Enter the additional fee in the First Collection Amount field.

• Set the First Collection Date to match the selected process day. And when adding a payment to this mandate, set the start date to match the first collection date exactly.

• After adding a running payment to the mandate, the customer will see two separate debits on that day: one for the initial collection amount and another for the recurring amount.

Combined First Collection

• Max collection amount: Kwik allows setting a limit of 1.5 times the agreed recurring collection amount.

• Release date - The release date is the date on which the debit order mandate is effectively closed/suspended.

  • The customer is no longer bound by the mandate.

  • No further debit order collections may be processed against that mandate.

1. Advanced options - You can adjust your default payment method settings at this point should you not want to use your default settings.

Advanced settings

1. Type of payment - Specify a type by selecting from the dropdown, which will be carried through to processing.

2. Allow date adjustment? - Should your date adjustment rule be switched on under your DebiCheck/RM payment method settings, this rule would not be changeable during a single mandate creation. When the rule is disabled, the process date remains fixed, and no changes to the debit date will be allowed by the bank without creating a new mandate. When enabled, the date adjustment rule set under your payment method settings will be applied to this collection. Read more about the date adjustment rules under the DebiCheck/RM configuration section.

3. Is Collection Amount Variable? Enable this setting if you want to change the payment amount over time. If this setting is disabled, the bank will reject any amount other that what was specified on the mandate.

4. Is Payment Tracking Enabled? Turn on payment tracking to monitor an account to debit the payment within a defined period.

   1. Max Payment Tracking Days: Set a maximum of 10 days for tracking.

5. Adjustment Settings: These allow for automatic adjustments based on predefined rules:

6. Adjustment Category: Specify how often adjustments occur (e.g., Annually or monthly).

7. Adjustment Type: Choose between Rate or Fixed adjustments.

8. Adjustment Rate/Amount: Enter the rate for adjustments, expressed as a percentage or amount.

9. Approval window:

   1. DebiCheck has approval windows which define the timeframes within which a client must authorise their DebiCheck payment. These windows ensure secure and timely authorisation of payments, with different options available depending on the urgency and method of approval. Understanding the various approval window types helps manage transaction timelines efficiently.

1. Once all details are completed, click Submit.

Creating a mandate does not automatically trigger a payment instruction.

• A running payment must be added to the mandate before any debit order will be processed.