Index
What is this integration?
The SEPA integration lets you charge customers via direct debit (SEPA direct debit). Golfmanager generates the direct debit file (the batch, known as Q19, in XML format) with the receipts to charge, which you hand to your bank so it debits each amount from the customer's account. It also lets you process the returns the bank reports.
Direct debit (SEPA direct debit) is the automatic charge from the customer's bank account. The Q19 batch is the file (pain.008 standard) with all the receipts that is sent to the bank. The mandate is the authorization the customer signs to be charged through their bank.
What problem does it solve?
Charges fees and invoices automatically from the customer's bank, without card or cash.
Groups all receipts into one batch and you send it to the bank at once.
Manages returns and even applies return fees.
Keeps a record of each receipt and its status.
How does the collection cycle work?
You generate the batch (Q19) with the receipts to charge.
You download the XML file and upload it to your bank.
The bank debits each amount from each customer's account on the collection date.
If a receipt is returned, the bank gives you a returns file that you import into Golfmanager.
Which systems does it connect and in which direction does the data flow?
It connects Golfmanager with your bank through files:
From Golfmanager to the bank: the batch file (Q19/XML, pain.008) with the receipts to charge.
From the bank to Golfmanager: the returns file (pain.002), which you import to mark the returned receipts.
It is not a direct connection: the "bridge" is the files you download and upload.
Prerequisites (before activating the integration)
Have invoicing active in Golfmanager.
Have the SEPA module installed.
The creditor and presenter data (your SEPA creditor identifier, prefix, account details).
The IBAN and the mandate of each customer to direct-debit (the signed authorization and its date).
Billing permissions to configure and generate batches.
How to set it up (step by step)
Step 1 — Creditor and presenter data (company)
Log in to Golfmanager with a user that has billing permission.
Go to your company record.
Enter the account's IBAN and BIC, the creditor identifier and its prefix.
Fill in the presenter data: name, tax ID (CIF), prefix and identifier.
Save the changes.
Step 2 — Batch options
In the billing settings, indicate the invoice type when charging by batch.
Select the product for return fees (if you pass on those charges).
Enable, if you wish, "Breakdown the batch by customer of each sale".
Save the changes.
Step 3 — Customers to direct-debit
Go to the customer record and add their bank account: IBAN and mandate date (the signed authorization).
Assign the "SEPA Direct Debit" payment method to their charges.
(If the customer has several accounts) set the priority to choose which one is charged.
🔒 The IBAN of the company and of the customers is stored encrypted (only the last digits are shown). Make sure you have each customer's signed mandate before direct-debiting their charges.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) Creditor and presenter data (company)
1. Company IBAN and 2. BIC
Description: the club's bank account where the charges are collected (the IBAN is stored encrypted).
Impact on the system: essential. Without the IBAN the batch cannot be generated.
Usage example: you enter the club's IBAN; the BIC is calculated automatically from the IBAN (or you enter it by hand).
What happens when it is used: it appears as the creditor account in the file.
System behavior: if it is missing, "The company does not have an IBAN" appears; if the IBAN is not valid, it warns of the validation error.
3. Creditor identifier and 4. Prefix
Description: the club's SEPA creditor identifier (and its prefix) assigned by your bank.
Impact on the system: it identifies the club as the issuer of the debits.
Usage example: you enter the creditor identifier your bank provides.
What happens when it is used: it is included in the file as the creditor identifier.
System behavior: it can be generated from the tax ID (CIF) and the prefix; if the CIF is missing, it warns ("The creditor's CIF is empty").
5. Name, 6. CIF, 7. Prefix and 8. Presenter identifier
Description: the data of whoever presents the file to the bank (often the club itself).
Impact on the system: they identify the presenter in the file header.
Usage example: you fill in the presenter's name and tax ID; the identifier can be calculated automatically.
What happens when it is used: the file comes out with the correct presenter data.
System behavior: if the presenter's CIF is missing, it warns ("The presenter's CIF is empty").
B) Batch options (settings)
Invoice type when charging Q19: the invoice type assigned when a receipt is marked as paid. Impact: the charge's invoice comes out with that type. Behavior: it has a default value.
Product for return fees: the product used to create the fee charge when a receipt is returned. Impact: needed if you pass on return fees. Behavior: if it is not configured and you tick "add fees", it warns you to configure it.
Breakdown the batch by customer of each sale: groups the receipts by bank account and by the sale's customer. Impact: it changes how the file's lines are grouped. Behavior: disabled, it groups only by bank account.
C) Customer bank data
IBAN, BIC, Mandate date, Priority and Last digits
Description: the customer's account the receipts are charged to. The mandate date is when they signed the authorization. The priority chooses the account if the customer has several. The last digits are the masked view of the account.
Impact on the system: the IBAN and the mandate date are mandatory to direct-debit. The IBAN is stored encrypted.
Usage example: you add the customer's IBAN and the date they signed the mandate.
What happens when it is used: the customer can now be included in a batch.
System behavior: if the IBAN or the mandate date is missing, that receipt does not enter the batch and it warns ("…does not have a bank account associated" / "…does not have a mandate acceptance date"). The BIC is calculated from the IBAN if you don't enter it.
D) On the sale and on the batch
Direct debit (on the sale): marks the sale to be charged via SEPA. Behavior: only sales pending payment can be direct-debited.
Bank account (on the sale): optional; forces a specific account. If left empty, the customer's primary account is used (or the "Bill to" one).
Q19 line (on the sale): indicates that the sale is in a batch. Behavior: while it is in the batch, the sale cannot be paid or cancelled directly; it is managed from the batch.
Batch (Q19): description, company, collection date, number of lines, total and paid. The collection date is when the bank will charge.
Return status of each receipt: "not returned", "returned" or "returned and excluded", with its reason and return date (filled in when the bank's file is imported).
How to use it day to day (step by step)
Select the sales pending direct debit and generate the batch (Q19), indicating the company, the collection date and a description.
Open the batch and download the XML file (you can also download an Excel summary to review it).
Upload the XML file to your bank.
When the bank confirms the charge, mark the receipts as paid (their invoice is generated).
If there are returns, import them (see the next section). The customer can see their receipts in their customer area.
Receipt returns
When a receipt is returned, the bank gives you a returns file (pain.002). Upload it to Golfmanager with the load returns option and the system marks as returned the corresponding receipts, with their reason and return date. When confirming you can choose:
Just return: marks the receipt as returned, but it stays in the batch (you can retry the charge).
Return and disable direct debit: additionally, removes the direct debit from the receipt to charge it another way.
Return and cancel the subscription (if you use subscriptions).
If you have configured it, it can apply the return fees by creating a charge with the indicated product.
Limitations to keep in mind
It works via files: you generate the batch and upload it to the bank; the returns are imported from the bank's file. There is no direct connection with the bank.
Each customer needs an IBAN and a mandate date to be direct-debited.
It requires the correct creditor/presenter data.
A sale inside a batch is not paid or cancelled directly; it is managed from the batch.
It operates in euros and as a standard recurring debit.
The actual charge is made by the bank: Golfmanager prepares and records; the debit and the returns depend on the bank.
Frequently asked questions
The batch is not generated.
Usually some creditor data or the company IBAN is missing. Notices like "The company does not have an IBAN" or "The creditor's CIF is empty" appear. Complete the SEPA data on the company record and try again.
A customer does not enter the batch.
They are missing the IBAN, the mandate date or the "SEPA Direct Debit" method. The system warns ("…does not have a bank account associated" / "…does not have a mandate acceptance date"). Complete them on their record and retry.
"The IBAN is not valid" appears.
The IBAN has an incorrect format or check digit. Review it (it must start with the country code, for example ES) and save it again.
The bank rejects the file.
Almost always due to incorrect creditor/presenter data. Review the creditor identifier, the CIF and the presenter data with your bank.
I cannot pay or cancel a sale because it "is in a Q19".
A sale inside a batch is not managed from the sale, but from the batch itself. Remove it from the batch (if it is pending) or manage it there (mark paid, return, etc.).
It tells me only sales pending payment can be direct-debited.
You tried to direct-debit a sale that is already paid or cancelled. Only pending sales enter the batch.
The returns are not reflected.
The bank's file has not been imported. Upload the returns file (pain.002) with the load returns option; then the receipts are marked as returned.
"Invalid pain.002 file" appears.
The file does not have the expected format (malformed XML or another type). Download the returns file from your bank again and upload it once more.
What exactly happens when I import a return?
The receipt is marked as returned, with its reason and date. You can choose "just return" (it stays in the batch to retry), "return and disable direct debit" or "return and cancel the subscription", and optionally apply return fees.
How do I charge the return fees?
When loading the return, tick the option to add fees. For that you need to have the return fees product configured; if not, the system warns you to configure it.
Can I retry a returned receipt?
Yes, if you marked it as "just returned": it stays in the batch and you can present it to the bank again. If you disabled it, you will first have to direct-debit it again.
In which currency and with what type of debit is it charged?
In euros and as a recurring SEPA direct debit (standard CORE).
Is the IBAN protected?
Yes. The IBAN of the company and of the customers is stored encrypted and only the last digits of the account are shown.
What identifies the customer's mandate?
The customer and the mandate date (when they signed the authorization). That is why that date is mandatory to be able to charge them.
A customer has several accounts. Which one is charged?
The one with the highest priority (unless you indicate a specific account on the sale). Adjust the priority on their bank accounts.
Can the customer see their receipts?
Yes, in their customer area they can check their direct-debited receipts.
Can I review the batch before sending it?
Yes. In addition to the XML file, you can download an Excel summary to check the receipts before uploading it to the bank.
Recommended best practices
Gather the creditor/presenter data with your bank before you start.
Keep the signed mandates of the customers you direct-debit and record their date.
Always import the returns to keep the receipts up to date.
Review the batch (you can download the Excel summary) before sending it to the bank.