Overview

When creating or uploading SEPA payment files from DEFT, you may encounter errors. These errors can have three different root causes:

1. Installation issue – DEFT files are corrupted or incomplete
2. Environment issue – Network, permissions, or system configuration problem
3. Data issue – Something wrong with the payment records themselves

This guide helps you diagnose which category your error falls into and resolve it.

Before you start

When you encounter a file creation or upload error, gather this information:

• Exact error message – Screenshot if possible
• When it occurs – During file creation or during upload to bank?
• How many payments – Is it all payments or just some?
• Recent changes – Has DEFT been moved? Upgraded? Network changed?
• Bank upload method – Direct file upload, API, or email?

Step 1: Identify the error type

Error during file creation (before upload)

Symptom: Error appears when you click “Create File” or “Generate SEPA File” in DEFT.

Possible cause: Installation, environment, or corrupted data.

Next step: Go to “Diagnosing file creation errors” below.

Error during file upload to bank

Symptom: File is created successfully, but your bank rejects it when you upload.

Possible cause: Data quality or SEPA format issue.

Next step: Go to “Diagnosing upload errors” below.

Diagnosing file creation errors

Step 1A: Test with a smaller subset

The most common cause of file creation errors is a single problematic payment record that breaks the entire file.

To narrow it down:

1. Create a file with fewer payments:
   • Instead of all 100 payments, try creating a file with just 10
   • If it works, increase to 20, then 30, etc.
   • If it fails again, the problematic payment is in the new batch you added
2. Once you’ve identified the problematic batch:
   • Note which payment records are in it
   • Go to Step 1B

Step 1B: Check individual payment records

If you’ve identified which payments cause the error:

1. In DEFT, open the problematic payment record
2. Check these fields carefully:
   • Payee Name – Must match bank account holder name exactly
   • IBAN – Must be correctly formatted (22 characters for Irish accounts, no spaces)
   • BIC – Must be valid (8–11 character bank code)
   • Amount – Must be a valid number (no currency symbols, no commas)
   • Mandate Reference – For Direct Debits, must be valid and active
   • Signature Date – For Direct Debits, must be a valid date
3. Fix any errors you find:
   • Correct names to match bank records exactly
   • Remove spaces or special characters from IBAN
   • Re-enter amounts without currency symbols
   • Update mandate references if outdated
4. Try creating the file again

If this resolves the error, the issue was data-related.

Step 1C: Check DEFT installation

If Step 1B didn’t resolve it, the issue may be a DEFT installation problem.

1. Verify DEFT is properly installed:
   • Go to Help > About DEFT and note your version
   • Check that all DEFT system files are present:
     • Open your DEFT installation folder (usually C:\DEFT)
     • Look for subfolders like System, Data, Config
     • If these are missing, DEFT may not be installed correctly
2. Check for SEPA file export permission:
   • DEFT needs permission to write files to disk
   • Try exporting a file to a different location (e.g., Desktop instead of Documents)
   • If it works on Desktop, the issue is a permissions problem (see Step 1D)
3. Repair or reinstall DEFT:
   • If files are clearly missing, you may need to repair DEFT
   • Contact Bright Software for a repair installer
   • Alternatively, reinstall DEFT in a clean folder

Step 1D: Check environmental issues

If DEFT installation looks fine, check your system environment:

1. Disk space:
   • Ensure you have at least 500MB free disk space
   • DEFT can’t create files if disk is full
2. Permissions:
   • Ensure you have write permission to the folder where DEFT exports files
   • Right-click the folder > Properties > Security > verify your user has “Modify” permission
   • If not, add yourself or run DEFT as Administrator
3. Network issues (if DEFT is on a server):
   • Check network connectivity to the server
   • Try creating the file again
   • If network is slow, the file export may time out
4. Antivirus or security software:
   • Some antivirus software blocks file creation
   • Temporarily disable antivirus and try again
   • If file creation works with antivirus off, add DEFT to your antivirus whitelist

Diagnosing upload errors

If the file is created successfully but your bank rejects it during upload:

Step 2A: Check the bank’s rejection message

Your bank will provide a rejection reason. Common reasons:

Step 2B: Test with your bank

If the rejection message is unclear:

1. Create a small test file with just 1–2 payments
2. Upload to your bank
3. Ask for a detailed rejection message
4. The bank can often provide more specific error details than the upload interface

If the small file works, the issue is with a specific payment in the larger file. Go back to Step 1A and test to find the problematic record.

Understanding PAIN.002 rejection format

Some banks return payment rejections in PAIN.002 format. This is a technical XML file containing detailed rejection codes.

What PAIN.002 tells you

PAIN.002 provides: - Rejection code (e.g., AC01, AM04, MD01) - Reason (e.g., “Invalid IBAN”, “Insufficient funds”) - Affected transaction – Which payment in your batch was rejected

How to read PAIN.002

1. Your bank provides a PAIN.002 file – download it
2. Open it in a text editor (not Word)
3. Look for <RtrInf> sections – each contains a rejection
4. Find the rejection code (e.g., AC01)
5. Cross-reference the code with the related article: “Understanding and resolving SEPA payment rejections”

Common PAIN.002 codes: - AC01 – Invalid IBAN - AC04 – Account closed - AM04 – Insufficient funds - MD01 – No valid mandate (Direct Debit) - RR01–RR04 – Missing regulatory information

Scenario: File creation works, but some payments upload while others fail

This suggests a data quality issue:

1. Some payments in your batch are valid (they upload successfully)
2. Others have problems (bank rejects them)

To resolve:

1. Get the PAIN.002 rejection file from your bank
2. Identify which payments failed (PAIN.002 shows transaction references)
3. In DEFT, find those specific payment records
4. Fix the problematic fields (IBAN, name, mandate, etc.)
5. Create a new file with just those corrected payments
6. Re-upload to your bank

Scenario: Unusual error message when uploading

Sometimes you get an unexpected or unclear error when uploading:

“Error code: Z9432” or “System unavailable” or “Invalid request”

This is usually an environment issue. Try these:

1. Try again later – Bank systems may be temporarily down
2. Try a different browser – If uploading via bank’s web portal
3. Try a different computer – If it works elsewhere, the issue is local
4. Contact your bank – Provide them with the error message; they can tell you what it means

Troubleshooting flow chart

File creation error?
├─ YES: Go to Step 1A (test smaller subset)
│   ├─ Works with fewer payments?
│   │  └─ YES: Go to Step 1B (check problematic records)
│   └─ Still fails?
│       └─ Go to Step 1C (check installation)
│
└─ NO: File created successfully?
    └─ YES: Go to Step 2A (check upload rejection)
        ├─ Clear error message?
        │  └─ YES: Follow the fix for that error
        └─ Unclear message?
            └─ Go to Step 2B (test small file with bank)

Best practices to avoid file creation errors

• Validate data before creating files – Check payment records for obvious errors
• Test with small batches – Before uploading 200 payments, test with 10
• Keep payment records clean – Ensure names, IBANs, and amounts are accurate
• Check mandates regularly – For Direct Debits, verify mandates are still valid
• Monitor bank updates – If your bank changes schema or rulebook, update DEFT promptly
• Keep DEFT updated – Run latest DEFT version to ensure compatibility with bank standards

When to contact Bright Support

Contact Bright Support if:

• Installation seems corrupted (missing system files, “DLL not found” errors)
• Error message mentions SEPA schema (may need DEFT upgrade)
• Small test file creation fails (suggests installation issue, not data issue)
• Error persists after trying all steps above

When contacting support, provide: - Exact error message (screenshot) - Your DEFT version number - List of steps you’ve already tried - Small test file (if possible) to reproduce the error

Frequently asked questions

Q: Does DEFT automatically fix bad payment records? A: No. You must manually correct problematic records. DEFT will warn you if validation fails, but you fix the data yourself.

Q: Can I split a large payment file into smaller files to avoid errors? A: Yes. If 200 payments cause an error, create two files of 100 each and upload separately. This also helps isolate which payments are problematic.

Q: Why does my bank accept my file sometimes but reject it other times? A: Bank systems may have intermittent issues, or you’re hitting limits at certain times. Try uploading at a different time, or contact your bank for status updates.

Q: If a payment fails in PAIN.002, can I re-submit it immediately? A: Not immediately. The bank may have flagged the account or mandate. Fix the issue first (new mandate, correct IBAN, etc.), wait 1–2 business days, then resubmit.

Q: Is there a log file I can check for detailed error information? A: Yes. DEFT usually has a log file in the installation folder or Data folder. Contact Bright Support if you need help interpreting log contents.