Overview

SEPA Credit Transfer (SCT) imports let you upload multiple payment records from a spreadsheet or file at once, rather than entering them individually in DEFT. This is faster than manual entry and useful when you have many employees or suppliers to pay.

This guide covers how to prepare your data and import Credit Transfer payment records into DEFT.

What is a Credit Transfer import?

A Credit Transfer import takes data from a file (usually CSV) and loads it into DEFT. The file contains payment information like: - Employee or supplier name - Bank account number (IBAN) - Bank code (BIC) - Payment amounts

Once imported, you can use these records to create SEPA Credit Transfer files and submit payments.

Difference from Direct Debit

Credit Transfers are simpler than Direct Debits:

Credit Transfers don’t require the complexity of mandate management, making imports faster and easier.

Before you begin

You’ll need: - A spreadsheet application (Excel, Google Sheets, etc.) - Your payment data (employee/supplier names, IBANs, BICs, amounts) - A supported file format (CSV is easiest; see “Accepted file formats” below) - Administrator access to DEFT

Important: Non-EEA countries

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

Accepted file formats

DEFT accepts Credit Transfer data in these 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
• Irish EMTS Standard 18 – Standard Irish format for SEPA data
• BACS – UK banking standard format
• Raser’s Edge BACS – Variant of BACS format

Recommendation: CSV is easiest. This guide focuses on CSV.

Required fields

Every payment record must include:

Optional fields

You can also include: - Bank Account Name – Alternative account name - End-to-End ID – Payment reference/description - Address fields – Payee address (required for non-EEA countries) - Remittance Unstructured – Payment notes or description

Preparing your CSV file

Step 1: Create the spreadsheet

1. Open Excel or Google Sheets
2. Create column headers in the first row:
   • Column A: Reference
   • Column B: Name
   • Column C: BIC
   • Column D: IBAN
   • Column E: Amount
3. Below the headers, add your payment data (one person per row)

Step 2: Format your data correctly

Names: Must match exactly what appears on the bank account: - ✓ “Smith Limited” - ✓ “John Smith” - ✗ “Smith Ltd” (if bank record says “Smith Limited”)

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

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

Amount: Decimal format with two places: - ✓ 1500.00 - ✓ 50.50 - ✗ €1500 (no currency symbols)

Step 3: Example CSV file

Reference,Name,BIC,IBAN,Amount
EMP001,John Smith,BOFIIE2D,IE94BOFI90000112345678,1500.00
EMP002,Jane Doe,AIBKIE2D,IE27AIBK931152012345,2000.00
EMP003,Bob Johnson,BOFIIE2D,IE24BOFI90123456789012,750.00
SUPP001,Acme Supplies Ltd,BOFIIE2D,IE11BOFI90000000000000,500.00

Step 4: Save as CSV

1. In Excel, go to File > Save As
2. Choose CSV (Comma-separated values) format
3. Name it clearly: “CreditTransfer_Import_Jan2024.csv”
4. Save to a location you’ll remember

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

Importing into DEFT

Step 1: Set up the import definition

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

1. In DEFT, go to Parameters > Import File Definition (or similar)
2. Click New to create a new import definition
3. Name it: e.g., “Credit Transfer CSV Import”
4. Select file type: Choose CSV or Tab-delimited
5. Map the columns:
   • Column 1 = Reference
   • Column 2 = Name
   • Column 3 = BIC
   • Column 4 = IBAN
   • Column 5 = Amount
6. Save the definition

DEFT will reuse this definition each time you import Credit Transfer data.

[Insert screenshot showing Import File Definition with column mapping]

Step 2: Import the file

1. In DEFT, go to File > Import (or Payments > Import Payment Records)
2. Select Credit Transfer as the import type
3. Click Browse or Select File
4. Find your CSV file and open it
5. Select the Import File Definition you created above
6. Review the preview to ensure data looks correct
7. Click Import

DEFT loads your records into the database.

Step 3: Review imported records

After importing:

1. Go to Payment Records in DEFT
2. Check a few records:
   • Are names correct?
   • Are BICs and IBANs correct?
   • Are amounts correct?
3. Fix any errors directly in DEFT if needed
4. Verify the number of imported records matches your file

Step 4: Verify addresses (if paying non-EEA countries)

If you’re paying people outside the EU/EEA:

1. Go to Payment Records in DEFT
2. For each non-EEA payee, open their record
3. Ensure their full address is on file:
   • Street address
   • City
   • Postal code
   • Country
4. If addresses are missing, add them manually or re-import with address fields included

Result

Your Credit Transfer payment records are now in DEFT. You can: - Create SEPA Credit Transfer payment files - Submit payments to employees and suppliers - Edit individual records - Re-import updated data (old records will be replaced)

Troubleshooting

Error: “File format not recognised”

Possible cause: The file isn’t saved as CSV, or the format is wrong.

Resolution: 1. Verify the file has a .csv extension 2. Open it in Notepad to check it’s comma-separated 3. Re-save as CSV format in Excel 4. Try importing again

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

Possible cause: Your CSV doesn’t have all required columns, or the import definition is wrong.

Resolution: 1. Check your CSV has: Reference, Name, BIC, IBAN, Amount 2. Verify the column order matches your import definition 3. Edit the import definition if necessary 4. Try again

Error: “Invalid IBAN” or “Invalid BIC”

Possible cause: IBAN or BIC is incorrectly formatted.

Resolution: 1. Open your CSV file 2. Check the IBAN: - Should be 22 characters - Should start with IE - No spaces 3. Check the BIC: - Should be 8–11 characters - Should be a valid bank code 4. Correct and re-import

Some records imported but others failed

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

Resolution: 1. DEFT will show which rows failed and why 2. Fix those specific rows in your CSV 3. Re-import the entire file (valid rows will update; failed rows will be corrected) 4. Or manually add the failed records in DEFT

Amounts didn’t import correctly

Possible cause: Amount format is wrong (currency symbol, commas, etc.).

Resolution: 1. Open your CSV file 2. Check all amounts are formatted as decimals: - ✓ 1500.00 - ✗ 1,500 (commas not allowed) - ✗ €1500 (no currency symbols) 3. Re-format and re-import

Best practices

• Validate before importing – Check names, IBANs, and BICs against your source records
• Use consistent formatting – Ensure all amounts, dates, and account numbers follow the format exactly
• Keep a master file – Save your CSV as a master record for future imports
• Test first – Import a few test records before importing hundreds
• Review after import – Spot-check imported records in DEFT
• Use meaningful references – Make Reference field meaningful so you can track payments later

Frequently asked questions

Q: Do I need signature dates for Credit Transfers? A: No. Credit Transfers don’t require mandates or signature dates. Direct Debits do, but Credit Transfers don’t.

Q: Can I import Credit Transfer and Direct Debit data in the same file? A: No. Keep them separate. Use different CSV files and import definitions for each.

Q: What if I only have some employees’ data? A: Import what you have. Add others later manually or in a separate import batch.

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

Q: How many records can I import at once? A: No fixed limit, but very large files (thousands of records) may take several minutes. Split into smaller batches if needed.

Q: Can I import from another accounting software? A: Yes, if it can export CSV format. Most can. Export as CSV and import into DEFT.

Q: What if a payee’s bank account is in a non-EEA country? A: Include their full address in the import file. DEFT requires addresses for non-EEA payments.

Q: Do I need to manually adjust the amounts after import? A: No, if formatted correctly. If amounts import incorrectly, check the format in your CSV.