Overview

Direct Debit imports allow you to upload multiple client payment details to DEFT at once from a spreadsheet or file, rather than entering them manually one by one. This guide covers how to prepare your data and import Direct Debit payment records into DEFT.

This is especially useful if you have many clients or if you’re migrating from another system.

What is a Direct Debit import?

A Direct Debit import takes data from a file (usually a CSV spreadsheet) and loads it into DEFT. The file must include client payment details such as: - Client name - Bank account number (IBAN) - Bank code (BIC) - Mandate signature date - Payment amounts

Once imported, you can use these records to create SEPA Direct Debit payment files.

Before you begin

You’ll need: - A spreadsheet application (Excel, Google Sheets, etc.) - Your client payment data in a supported format (see “Accepted file formats” below) - A list of required fields for each client (see “Required fields” below) - Administrator access to DEFT - Knowledge of whether you need to manually enter signature dates (see important note below)

Important: Signature date requirements

Some file formats do not include signature dates. If you’re importing data from: - Fixed Length format - Irish EMTS Standard 18 - BACS format - Raser’s Edge BACS format

You’ll need to manually enter or update the signature date in DEFT after importing. This cannot be done during the import itself.

If you’re using CSV or Tab-delimited format, you can include the signature date in the file and it will import automatically.

Accepted file formats

DEFT can import Direct Debit payment records from the following formats:

• CSV (Comma-Separated Values) – Most common; easy to create in Excel
• Tab-delimited – Similar to CSV but uses tabs instead of commas
• Fixed Length – Data in fixed column positions; less common
• Irish EMTS Standard 18 – Standard Irish format for SEPA data
• BACS – UK banking standard; supported for compatibility
• Raser’s Edge BACS – Variant of BACS format

Most common choice: CSV format is easiest to work with. This guide focuses on CSV.

Required fields

Every payment record must include these fields:

Optional fields

You can also include: - Bank Account Name – Alternative account name - Mandate ID/UMR – Unique Mandate Reference number - End-to-End ID – Payment identifier - Address fields – Client address (required for non-EEA countries) - Remittance Unstructured – Payment description or notes

Important note for non-EEA countries

If you’re paying clients outside the EU/EEA, DEFT requires their address on file. Make sure to include address fields (street, city, postal code, country) in your import file.

Preparing your CSV file

Step 1: Create the spreadsheet

1. Open Excel or Google Sheets
2. Create column headers in the first row that match DEFT’s required fields:
   • Column A: Reference
   • Column B: Name
   • Column C: BIC
   • Column D: IBAN
   • Column E: Date of Signature (format: YYYY-MM-DD)
   • Column F: Amount
3. Below the headers, enter your client data, one client per row

Step 2: Format your data correctly

Names: Must match exactly what appears on the client’s bank account. Examples: - ✓ “Smith Limited” - ✓ “J Smith & Co” - ✗ “Smith Ltd” (if bank record says “Smith Limited”)

BIC: 8–11 character bank code. Examples: - ✓ BOFIIE2D (Bank of Ireland) - ✓ AIBKIE2D (AIB Ireland)

IBAN: Must be 22 characters for Irish accounts, no spaces. Examples: - ✓ IE94BOFI90000112345678 - ✗ IE94 BOFI 9000 0112 3456 78 (spaces not allowed)

Date of Signature: Format as YYYY-MM-DD (4-digit year, 2-digit month, 2-digit day). Examples: - ✓ 2024-01-15 (15 January 2024) - ✗ 15/01/2024 (wrong format)

Amount: Use decimal format with two places. Examples: - ✓ 1500.00 - ✓ 50.50 - ✗ €1500 (no currency symbols)

Step 3: Example CSV file

Here’s what a complete CSV file looks like:

Reference,Name,BIC,IBAN,Date of Signature,Amount
DEP001,Smith Limited,BOFIIE2D,IE94BOFI90000112345678,2024-01-15,1500.00
DEP002,Jones & Co Ltd,AIBKIE2D,IE27AIBK931152012345,2024-01-15,2000.00
DEP003,Brown Services,BOFIIE2D,IE24BOFI90123456789012,2024-01-20,750.00

Step 4: Save as CSV

1. In Excel or Sheets, go to File > Save As
2. Choose CSV (Comma-separated values) as the file format
3. Give it a clear name, e.g., “DirectDebit_Import_Jan2024.csv”
4. Save to a location you’ll remember

[Insert screenshot showing Excel Save As dialog with CSV format selected]

Importing into DEFT

Step 1: Set up the import definition

Before importing data, DEFT needs to know which columns in your file correspond to which fields in DEFT.

1. In DEFT, navigate to Parameters > Import File Definition (or similar menu)
2. Click New to create a new import definition
3. Name it clearly: e.g., “Direct Debit CSV Import”
4. Select file type: Choose CSV or Tab-delimited (depending on your file)
5. Map the columns:
   • Column 1 = Reference
   • Column 2 = Name
   • Column 3 = BIC
   • Column 4 = IBAN
   • Column 5 = Date of Signature
   • Column 6 = Amount
6. Save the definition

DEFT will use this definition each time you import Direct Debit data in the same format.

[Insert screenshot showing Import File Definition dialog with column mapping]

Step 2: Import the file

1. In DEFT, navigate to File > Import (or Payments > Import Payment Records)
2. Select Direct Debit as the import type
3. Click Browse or Select File
4. Locate your CSV file and open it
5. Select the Import File Definition you created above
6. Preview the data to ensure it looks correct
7. Click Import

DEFT will process the file and load the records into your database.

Step 3: Review imported records

After importing:

1. Navigate to Payment Records in DEFT
2. Verify that your clients have been loaded correctly
3. Check a few records:
   • Are names correct?
   • Are BIC and IBAN correct?
   • Are amounts correct?
4. If you spot errors, you can edit individual records directly in DEFT

Step 4: Enter missing signature dates (if needed)

If you imported from a format that doesn’t include signature dates (BACS, EMTS, Fixed Length):

1. Navigate to Payment Records
2. For each client, go to the Mandate Management tab
3. Enter the Date of Signature (the date they signed the Direct Debit mandate)
4. Save the record

You must complete this step before creating SEPA payment files.

Result

Your Direct Debit payment records are now in DEFT. You can: - Create SEPA Direct Debit payment files - Submit payments to your clients - Edit individual records if needed - Re-import updated data (old records will be replaced)

Troubleshooting

Error: “File format not recognised”

Possible cause: The file isn’t actually a CSV, or it’s in a format DEFT doesn’t support.

Resolution: 1. Verify you saved it as CSV (check the file extension is .csv) 2. Open the file in a text editor to confirm it’s comma-separated 3. If using a different format, check that DEFT supports it (see “Accepted file formats” above) 4. Re-save and try again

Error: “Column mapping mismatch” or “Missing required field”

Possible cause: The import definition doesn’t match your file columns, or a required field is missing.

Resolution: 1. Check that your CSV file has all required columns: Reference, Name, BIC, IBAN, Date of Signature, Amount 2. Verify the column order matches your import definition 3. Edit the import definition if needed to correct the mapping 4. Try importing again

Error: “Invalid IBAN” or “Invalid BIC” for specific records

Possible cause: The IBAN or BIC is incorrectly formatted in your file.

Resolution: 1. Open your CSV file 2. Find the row with the error 3. Check the IBAN: - Should be 22 characters for Irish accounts - Should start with IE - Should have no spaces 4. Check the BIC: - Should be 8–11 characters - Should be a valid bank code 5. Correct the data and re-import

Some records imported successfully, but others failed

Possible cause: Some rows in your file have errors; others are valid.

Resolution: 1. DEFT will show you which rows failed and why 2. Fix the errors in those specific rows 3. You can either: - Re-import the entire file (corrected rows will update; valid rows will remain) - Manually add the failed records in DEFT

Date of Signature field didn’t import

Possible cause: You’re using a file format that doesn’t support signature dates (BACS, EMTS, etc.).

Resolution: 1. This is expected for certain formats 2. After importing, manually enter signature dates in DEFT: - Go to Payment Records - Select each client - Go to Mandate Management tab - Enter the Date of Signature

Best practices

• Validate data before importing: Check names, IBANs, and BICs against your source records
• Use consistent formatting: Ensure all dates, amounts, and account numbers follow the format exactly
• Keep a master file: Save your CSV file as a master record for future imports
• Test first: Import a few test records before importing hundreds of clients
• Review after import: Always spot-check imported records in DEFT
• Document your process: Keep notes on which import definition you used and when you imported

Frequently asked questions

Q: Can I import from Excel directly, or must I convert to CSV? A: You must save as CSV first. DEFT doesn’t directly read Excel files.

Q: Can I update existing records by re-importing? A: Yes. If a record with the same Reference already exists, re-importing will update it with the new data.

Q: What if I only have some clients’ data in my file? A: Import what you have. You can manually add other clients later, or import them in a separate batch.

Q: Can I import amounts, or must I enter them manually later? A: You can include amounts in your import file. They’ll be loaded automatically.

Q: How many records can I import at once? A: There’s no fixed limit, but importing very large files (thousands of records) may take several minutes. You can break large imports into smaller batches.

Q: What if a client’s signature date is very old? A: As long as the date is real (when they actually signed), it’s fine. DEFT accepts any valid date.

Q: Can I import from other accounting software directly? A: Depends on whether that software can export CSV format. Most accounting software can. Export as CSV from the other system and import into DEFT.