Overview

Banks periodically update their SEPA payment standards, and DEFT needs to be updated to stay compliant. This guide explains SEPA schema versions, when you need to upgrade DEFT, and how to handle bank rulebook changes.

If your bank has sent you a notice about “updated SEPA formats” or “new rulebook requirements”, this article explains what it means and what to do.

Understanding SEPA schemas and rulebooks

What is a SEPA schema?

A SEPA schema is the technical format used to create payment files. It defines: - How payment data is structured - What information must be included - How dates and amounts are formatted - How to encode bank identifiers

SEPA schemas follow the ISO 20022 standard, which is updated periodically.

Example schema versions: - ISO 20022 version 3.10 - ISO 20022 version 3.11 - ISO 20022 version 3.12

What is a SEPA rulebook?

The SEPA rulebook is the business rules that govern payments. It’s created by the European Payment Council (EPC) and updated yearly (or when major changes occur).

Examples of rulebook updates: - New Instant Credit Transfer requirements - Updated mandate management rules - New payment authentication standards - Changes to rejection codes or response formats (e.g., PAIN.002 format)

When banks update their standards

Banks update SEPA standards: - Yearly – Small improvements and clarifications - As needed – When major regulatory or technical changes occur - With notice – Banks typically give 3–6 months notice before requiring changes

Checking your current DEFT version

Before upgrading, know what version you’re running:

1. Open DEFT
2. Go to Help > About DEFT (or Help > Version Information)
3. Note your version number
   • Example: “DEFT v5.8.1”
   • Example: “DEFT v6.0”
4. Note the SEPA schema version if displayed
   • Example: “ISO 20022 version 3.10”

When your bank sends a notice about rulebook changes

Typical notice from your bank:

“The SEPA Rulebook is updating on [date]. Your payment software must be compliant by [date]. Please ensure you’re using the latest version.”

What this means: - SEPA standards are changing - Your current DEFT version may not support the new format - You need to upgrade DEFT before the deadline

What to do:

1. Note the deadline – Mark it in your calendar
2. Check your DEFT version – See above
3. Contact Bright Software – Ask if your DEFT version is compliant
   • They can tell you immediately
   • If not, they’ll recommend an upgrade version
4. Plan the upgrade – Don’t wait until the deadline (see “Steps to upgrade DEFT” below)

Steps to upgrade DEFT

Step 1: Contact Bright Software

Before upgrading, confirm:

1. Email or call Bright Support:
   • Provide your current DEFT version number
   • Mention the bank’s rulebook deadline
   • Ask: “Do I need to upgrade? If yes, to which version?”
2. Bright Software will:
   • Confirm whether upgrade is needed
   • Provide the recommended target version
   • Explain any cost (upgrades are usually free for active customers)
   • Advise on your data migration (see Step 4)

Step 2: Back up your data

Before upgrading, always back up your DEFT installation and databases:

1. Locate your DEFT folder (usually C:\DEFT or C:\Program Files\DEFT)
2. Copy the entire DEFT folder to an external drive or USB
3. Store the backup somewhere safe
4. Keep the backup for at least 30 days after upgrading

Step 3: Download the upgrade

1. Go to the Bright Software website or contact Bright Support
2. Download the DEFT installer for your target version
3. Save the installer to your computer

Step 4: Run the upgrade

On your DEFT server/computer:

1. Close DEFT completely
2. Run the DEFT installer you downloaded
3. When prompted, choose “Upgrade existing installation”
4. Point the installer to your current DEFT folder (e.g., C:\DEFT)
5. Let the installer complete

The installer will: - Update DEFT files to the new version - Preserve your existing data and settings - Update SEPA schema files automatically - May update the database format (safe; data is preserved)

[Insert screenshot showing DEFT installer with “Upgrade” option]

Step 5: Verify the upgrade

After upgrading:

1. Open DEFT
2. Go to Help > About DEFT
3. Verify the version number has changed to the new version
4. Check the SEPA schema version is updated
5. Open one of your databases
6. Create a test payment and verify it exports correctly
7. If successful, the upgrade is complete

Step 6: Update rulebook settings in DEFT (if applicable)

Some upgrades may require you to update SEPA rulebook settings:

1. Go to Settings > SEPA Configuration (or Configuration > Payment Rules)
2. Look for “Rulebook Version” or “ISO 20022 Schema Version”
3. Update to match your bank’s requirements
4. Save settings

Not all upgrades require this, but Bright Software will let you know if it’s needed.

Troubleshooting

“DEFT won’t open after upgrade”

Possible cause: Installation error or corrupted files.

Resolution: 1. Restore your backup from Step 2 2. Contact Bright Support with details of the error message 3. They can help troubleshoot or provide a clean installer

“My data is missing after upgrade”

Possible cause: DEFT is looking in the wrong location for data files.

Resolution: 1. In DEFT, go to Settings > Data Path 2. Verify it points to your data folder 3. If not, click Browse and navigate to the correct folder 4. Restart DEFT

“Bank is rejecting my payment files after upgrade”

Possible cause: SEPA schema didn’t update correctly, or rulebook settings need adjustment.

Resolution: 1. Go to Settings > SEPA Configuration 2. Verify the SEPA schema version matches your bank’s requirements 3. Check Rulebook Version is set correctly 4. Create a small test payment and try uploading to your bank 5. If still failing, contact Bright Support with the bank’s rejection message

“Upgrade is taking a long time”

Possible cause: Database is being updated (normal for large databases).

Resolution: - Don’t interrupt the upgrade - Upgrading a large database can take 30 minutes–2 hours - Let it complete fully - Monitor the progress bar

Do I lose data when upgrading?

No. Upgrading DEFT: - ✓ Preserves all your payment records - ✓ Preserves all your settings - ✓ Preserves mandates and customer details - ✓ Preserves payment history and reports - ✓ Updates the database format safely (transparent to you)

Bank notification about “Bulk File changes”

Some banks send notices about “Bulk File” or “Bulk Data File” format changes:

“Our bulk file format is changing. You must update by [date].”

What this means: - The bank’s technical format for batch uploads has changed - DEFT needs to support the new format - Usually tied to a SEPA schema or rulebook update

What to do: 1. Note the deadline 2. Contact Bright Software to confirm DEFT support 3. Upgrade if needed (follow steps above) 4. Test with your bank before the deadline

Comparing DEFT versions

If you need to know the differences between DEFT versions:

Ask Bright Software for a detailed version comparison before upgrading.

Frequently asked questions

Q: Do I have to upgrade every year? A: Not necessarily. Only when SEPA standards change or your bank requires it. Bright Software will notify you if an urgent upgrade is needed.

Q: Will upgrading cost me money? A: Not usually. Upgrades for active customers are typically free. Contact Bright Software to confirm.

Q: Can I stay on my current version if it’s not compliant? A: Technically yes, but your bank will reject payment files created in a non-compliant version. You must upgrade to stay operational.

Q: How much notice does Bright Software give before an upgrade is recommended? A: Usually 3–6 months before a rulebook deadline. They’ll contact you proactively.

Q: What if I’m on an old version that’s no longer supported? A: Bright Software will recommend upgrading. Unsupported versions may not receive critical security updates. Ask about extended support options if needed.

Q: Do SEPA schema changes affect my existing payment records? A: No. Existing payments aren’t re-exported. The schema change only affects new payments created after upgrade.

Q: Will my bank accept payment files from an older SEPA schema version? A: Probably not, once they’ve migrated to the new schema. That’s why upgrades are necessary before the deadline.

Q: Can I test the upgrade before applying it to my live system? A: Yes. You can upgrade a backup copy and test it. Bright Software can also help you test in a sandbox environment.

Q: What’s the difference between a “major” and “minor” upgrade? A: Major (e.g., v5 → v6): significant new features, possibly some breaking changes. Minor (e.g., 5.8 → 5.9): bug fixes, small improvements, backward compatible.