Electronic mandate QSG
Our easy to use guide will get you up and running in no time!
Electronic mandates (E-mandates)
Our electronic mandate solution ensures that you obtain your clients’ authority to debit in a compliant, secure, and convenient manner.
Creating and sending and Electronic mandate (E-mandate)
1. Select Services > Debit orders > Manage debit orders > Electronic mandates.
2. Click on Add mandate, you may note that the process is very similar to creating a new Masterfile entry.
3. Insert Account Reference
4. Insert Account name.
5. Add the mandate amount (Debit amount)
6. Tick Active to active the Masterfile.
7. Tick Add to masterfile to ensure a masterfile is created and updated for this client once the mandate has been accepted.
8. Click on Submit.
9. Insert Identification details – Insert the details of the individual who is to sign the mandate on behalf of the company/individual.
10. Bank account or Credit Card details can be inserted if you have them, alternatively, they can be inserted by your client when authorising the mandate online.
11. Account grouping and Additional details are optional fields.
12. Click on the edit button if you would like to add any additional contact details for the client. The client can add their contact information when completing the electronic
13. Complete the Electronic mandate tab.
Insert the following:
Debit frequency.
Commencement month.
Commencement Day: This allows your client a choice of dates on which to debit the Bank account / Credit Card.
Contract reference number
Authenticate as DebiCheck mandate: If your client has chosen DebiCheck the emandate will include the Debicheck clauses and create an authentication in the Masterfile for the client.
Select the DebiCheck template.
Allow variable amounts.
Request AVS: If selected a bank account verification will be performed on the client’s bank account, please ensure the client’s ID number has been inserted in the contact details menu.
Additional clauses: specific clauses can be added to your mandate.
14. Click on update and then submit mandate.
15. A preview of the mandate will then be displayed, click on Send mandate when you are ready to send the mandate to your client. Netcash will now forward an email and SMS requesting your client to sign the mandate electronically.
Client signing process
1. Your client will receive an email and/or SMS requesting them to sign the mandate electronically, by clicking on a link to the signing pages.
2. The first step is to insert their first name (this is a verification step that requires the First name as entered by you in the Identification details tab). The OTP contained in the SMS/email is then inserted followed by Submit.
Note: Your client has the option to decline this electronic mandate by clicking on the decline button. (top right-hand corner)
3. Complete the Contact Information details and submit. (If this information has been added to the mandate prior the client can confirm and submit.)
4. Choose a Bank account or Credit Card, insert details and select dates on which debits are to Commence and run, thereafter. Click on Submit and Next. (If this information has been added to the mandate prior the client can confirm and submit.)
5. Review the mandate and note that additional clauses will appear at the bottom of the document.
6. The client then has the choice to Sign or Decline the mandate.
7. Mandates are confirmed by inserting the OTP sent to the client’s mobile number.
8. The completed mandate is thereafter available for download for your client.
Masterfile updates
All mandates created will appear on the Electronic mandates page.
Only mandates that have been signed (Accepted status) will be automatically added to the Debit Order Masterfile.
Note: the add to Masterfile box must be ticked when creating the electronic mandate, alternatively it can be updated to your Masterfile by selecting single or multiple mandates and clicking on the Update Masterfile button.
Tick the Add to Masterfile box in the account details section to have the electronic mandate automatically updated to the Masterfile once signed.
The Electronic mandates page will display the following:
All electronic mandates that have been created.
Account reference
Account name
ID validation
Bank account validation
AVS: Tick box will be ticked if AVS was selected, and the reports can be viewed under Services> Risk Reports> Reports> AVS
Valid Status: Accepted, Awaiting authorisation, Awaiting signature, Captured or Declined
Select all: Mandates can be updated manually to the Masterfile by selecting the mandate. Updated status indicates the Masterfile has been updated.
Electronic mandates can be resent to the client. The updated mandate will replace the existing mandate.
Click on the pencil icon to edit the electronic mandate if you require changes to the mandate.
Edit as required.
Select the electronic mandate field and select Resend mandate.
Note: The electronic mandate does not need to be edited in order to resend the mandate to the client.
Additional clauses may be added to an Electronic mandate.
To create and additional clause select the
Additional clauses button.
Select the Add clause button.
Insert a heading and description for the
Additional clause template.
Add your additional clause wording.
Select Submit.
Additional clauses templates may be edited or deleted.
