DebiCheck

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What is DebiCheck?

DebiCheck is a preferential debit order system requiring the bank account holder (customer) to give specific electronic permission (authentication) via their bank prior to any Debit Order being processed. Before any money is collected, DebiCheck confirms details such as: The amount, the payment date and how often the debit order will run (for example, monthly)

DebiCheck does not replace Same-day and Dated debit orders but can be used as an alternative.

 

Benefits:

  • Higher Payment Success Rates: because the debit order is authorised in advance by the customer through their bank, collections are far less likely to fail due to disputes or reversals

  • Fewer Disputes and Chargebacks: customers can only dispute a DebiCheck debit order under very limited circumstances. This greatly reduces: Unpaid collections, administrative follow‑ups and revenue losses caused by reversed payments

  • Compliance with Banking Regulations: DebiCheck aligns with South African banking standards and consumer protection requirements, helping businesses operate in a compliant and responsible way.

 

What is RM (Registered Mandate)

A Registered Mandate (RM) is sent to the customer by the client in the form of an authentication. The RM is then registered with the customers bank, and the customer is notified of the RM. The customer does not authenticate the RM. It acts as a secure, traceable alternative to unauthenticated (EFT) debits, allowing for tracking and enabling banks to notify customers of the agreement. An RM transaction is disputable as it is not an authenticated Debit Order such a DebiCheck transaction.

Read more about our DebiCheck features.

Index 

The DebiCheck & RM Process flow

Authentications (DebiCheck & RM)

DebiCheck authentications are a confirmation actioned by the client from within their Netcash account where the customer agrees to the DebiCheck (debit order) details directly through their bank in the form of an authentication. This approval proves that the customer has given informed consent for the DebiCheck (debit order) to be processed.

 

During the authentication, the customer confirms:

  • The amount to be deducted
  • The date of collection
  • The frequency (for example, monthly)
  • The business that will collect the payment
  • Tracking allowed, if specified.

 

The customer completes this step using their banking app or online banking, depending on their bank.

Note: DebiCheck, a company bank account, cannot be debited.

An RM (Registered Mandate) is not an authenticated DebiCheck (debit order). An RM authentication is sent by the client to the customer in the form of an RM authentication, this means that the customer receives a notification in their banking app informing the customer that an RM has been registered against their bank account.

 

Unlike DebiCheck, the customer is not asked by their bank to approve the details of the debit order. Instead, the mandate is registered as a standing instruction on the bank account.

 

By accepting an RM mandate, the customer agrees to:

  • The business collecting the debit order (Abbreviated name)
  • The type of debit order being processed (RM)

 

Once the RM mandate authentication is registered, the business may collect the debit order according to these agreed terms. RM debit orders can be disputed.

DebiCheck & RM Templates

DebiCheck templates reduce the required number of fields required to be submitted with each Authentication request. Templates can be used in both the electronic mandate initiation of an authentication request as well as the debit order Masterfile initiation (assuming a manual/paper based or electronic mandate is in place).

 

The following three authentication types are available when creating a template:

  1. TT1 _Realtime.
  2. TT2_ Batch.
  3. RM_ registered mandate.

 

Multiple templates can be created depending on factors such as frequency, once off, recurring and authentication types.

TT1 authentications are not available for electronic mandates.

Setting up a template

 

Navigate to Services > Debit Orders > Service Profile > DebiCheck & RM templates.

 

  1. Click on Add Template.
  2. Insert a template name.
  3. Type is defaulted to Usage-based.

Usage-based: Terms of the contract change regularly, e.g. A cell phone bill may vary monthly based on usage. Due to the flexibility of this mandate type, Netcash will submit all DebiCheck transactions as Usage-Based.

  1. Select the instalment occurrence from the drop-down menu: Recurring or Once off.
  2. Select the frequency: Weekly, fortnightly, monthly, quarterly etc.
  3. Tracking: Select Yes if you require tracking for this template or alternatively select No if tracking is not required. Valid tracking days are Monday to Sunday. Tracking of accounts allows for a maximum of 10 days. Bank accounts are tracked numerous times throughout the day; each bank varies in tracking times during the day. Available for both DebiCheck authentications & RM.
  4. Collection day: select our debit dates from the drop down include all your debit dates as when creating from an authentication its important to be able to select the debit date applicable to your customer.
  5. The Date adjustment indicator for DebiCheck authentications determines whether transactions can be presented on a day other than the agreed collection date. This field has a major influence on the ability to collect successfully should the date fall on a Sunday or a public holiday.

Date adjustment set to ‘No’:

Transactions processed on any day other than the agreed collection date will be rejected.

Date adjustment set to ‘Yes’

Collections can be submitted; collections can be submitted the next business day.

“Business Day Rule” When a Collection Day occurs on a non-Business Day (i.e., Sunday or Public holiday) for a 6-day processing bank, the Collection Day can be considered as the next Business Day.

We recommend that date adjustment be set to ‘Yes’ for all DebiCheck authentications, allowing you to process transactions, should the collection date fall on a Sunday or Public Holiday.

  1. Adjustment category: If you would like to include an indication of annual increase, please select the category type and value. This is not automated and a new authentication would need to be sent to the customer once the adjustment category preference has been reached.
  2. Select the reason for debit from the drop-down menu.
  3. Message priority (authentications).

a) Real Time (TT1): Send an immediate message to the bank account holder allowing instant mandate authentication. The customer response time is within 120 seconds or a delayed response within 1 day will be received.

b) Batch (TT2): Authentication requests are batched and sent to all prospective customers. The response is received within 2 days.

c) RM: Authentication requests are batched and sent to all prospective customers banks. The response is received within 2 days.

 

  1. Maximum amount multiplier: The maximum amount multiplier amount may be increased in increments but may not exceed 1.5. This is the maximum amount that is allowed to be collected.
  2. Click on Submit.

 

The template will be saved and can be edited if required. The template can be selected within the masterfile when creating authentications.

Authentication via the Master file 

 

Navigate to your Master file > Services> Debit Orders> Manage debit orders> Master file

 

  1. Create/edit the Masterfile entry that requires an authentication.
  2. If creating a new masterfile entry, complete the mandatory fields,
Click here to read about adding a new masterfile entry
  1. Click on the DebiCheck Authentication container and click on Add button, alternatively, select Add from the template if a template has been previously created.

Add from masterfile

Add from a template

  1. Insert the required detail – note the similarity with the template field. Adding an authentication manually and not from a template requires these fields to be captured.

Adding from a template:

  1. Template: Select your template from the drop down.
  2. Document type: Select Identify number or passport number.
  3. Identification number: Capture customer ID/passport number.
  4. Click on submit

 

Click on Authorise to initiate the authentication. The authentication will be sent to the account holder to authenticate. There must be a response, either Accepted or Accepted with RM, from the customer to add this customer to a DebiCheck batch.

Creating an authentication on the masterfile

  1. Document type: Select Identify number or passport number.
  2. Identification number: Capture customer ID/passport number.
  3. Different first collection date: yes or no.
  4. First collection amount: if applicable.
  5. Type is defaulted to Usage-based.

 

Usage-based: Terms of the contract change regularly, e.g. A cell phone bill may vary monthly based on usage. Due to the flexibility of this mandate type, Netcash will submit all DebiCheck transactions as Usage-Based.

 

  1. Select the instalment occurrence: once off or recurring.
  2. Insert the instalment amount.
  3. Select the frequency: Weekly, fortnightly, monthly, quarterly etc.
  4. Maximum collection amount: The maximum amount multiplier amount may be increased in increments but may not exceed 1.5. This is the maximum amount that is allowed to be collected.
  5. Tracking- Select Yes if you require tracking for this authentication or alternatively select No if tracking is not required. Valid tracking days are Monday to Sunday. Tracking of accounts allows for a maximum of 10 days. Bank accounts are tracked numerous times throughout the day; each bank varies on tracking times during the day.
  6. Select the collection day (Debit dates).
  7. The Date adjustment indicator for DebiCheck authentications determines whether transactions can be presented on a day other than the agreed collection date. This field has a major influence on the ability to collect successfully should the date fall on a Sunday or a public holiday. We recommend this stays as “yes” by default.
  8. Adjustment category: If you would like to include an indication of annual increase, please select the category and adjustment type. This is not automated and a new authentication would need to be sent to the customer once the adjustment category preference has been reached.
  9. Select the reason for debit from the drop-down menu.
  10.  Message priority (authentications).
     
    a) Real Time (TT1): Send an immediate message to the bank account holder allowing instant mandate authentication. The response time is within 120 seconds or a delayed response within 1 day will be received.
     
    b) Batch (TT2): Authentication requests are batched and sent to all prospective customers. The response is received within 2 days.
     
    c) RM: Authentication requests are batched and sent to all prospective customers banks. The response is received within 2 days.
     
  11. Once complete, click on Submit.

Click on Authorise to initiate the authentication. The authentication will be sent to the account holder to authenticate. There must be a response, either Accepted or Accepted with RM, from the customer to add this customer to a DebiCheck batch.

Authentication via eMandates

 

Navigate to Services> Debit Order>Manage debit orders> Electronic mandates.

 

  1. Click on Add Mandate.
  2. Insert all information for a standard Debit order mandate and in the electronic mandate container
  3. Inset the commencement month.
  4. Select the commencement day.
  5. Contract reference number (original contract established).
  6. Tick the Authenticate as DebiCheck Mandate tick box.
  1. Select the required DebiCheck & RM template (the template must be created first prior to the electronic mandate).
  2. Specify is applicable a different first collection date.
  3. Request Avs: tick if you would like to perform a bank account verification on the account holder.
  4. Additional clauses: select from your templates clauses if applicable.
  1. Click on Update and then Submit mandate.
  2. The mandate will be sent your customer to accept and sign digitally.
Click here to read more about creating an electronic mandate

Debicheck authentications sent from an electronic mandate will default to aTT2 authentication. TT1 is not permitted with DebiCheck electronic mandates.

 

Electronic mandates that have been approved by the account holder will automatically be sent through the Authentication process via the bank account holders bank and will be viewable in the master file which is updated on acceptance of the electronic mandate.

Viewing authenticated customers

 

Option 1 (Masterfile)

 

Navigate to your Services> Debit Orders> Manage debit orders> Master file

 

    1. Click on the more button
    2. On the dropdown select DebiCheck
    3. A list of authenticated customers will be displayed
    4. Click on the edit pencil next to any of the authenticated customers and scroll down to the DebiCheck & RM container
    5. The authentication list is displayed and references the following fields

Reference| Type | Initiation date | Amount | Active | Tracking days | Status | Bank response | Customer response.

Authentication response status

  • Accepted – DebiCheck authentication
  • Accepted with RM – non authenticated, accepted by account holder’s bank.
  • Rejected – Authentication has been rejected either by account holder, bank or BankServ.
  • Cancelled – Cancelled by either client, customer or account holder bank.

Note: An RM or an RMS (no longer available) will be displayed in brackets next to contact reference number. This is the identifier between an authenticated debit order and a RM.

DebiCheck & RM accommodate for multiple contract references in a single Masterfile. These can be made inactive by unticking the active box next to the applicable authentication.

Authentications can be cancelled by clicking on the X icon next to the applicable authentication. The customer will be notified of the cancellation.

  1. Click on the pencil icon next to the authentication to view the details of the authentication.
  2. Click on the paper icon (authentication report) to view the details and response codes of the authentication.
  3. Click on the XLS button to view all authentications linked to this Masterfile in XLS format.

 

The XLS download contains important fields which will supply more information with regards to the outcome of the authentication/s.

Fields include:

  • Reference
  • Type
  • Initiation date
  • Amount
  • Active
  • Status
  • Tracking days
  • Account reference
  • Frequency
  • Collection day
  • Different First collection
  • Status date
  • Bank response
  • Customer response
  • First collection date
  • Mandate type

 

In the masterfile DebiCheck & RM authentication section will default the tracking days field to display 01 Tracking days if yes to allow tracking was selected in the authentication. Note that when creating your DebiCheck & RM batch the tracking days can be adjusted per customer. If no tracking was selected in the authentication the tracking days field will default to no tracking.

Option 2 (DebiCheck & RM authentication screen)

 

This screen will display all DebiCheck & RM authentications relevant to a selected date range.Navigate to Services> Debit Orders > Reports > DebiCheck & RM Authentication

 

  1. Insert the Date range and click on submit.
  2. The following will be displayed – Initiation date, Contract reference, Account reference, Account name, tracking, 1st collection date, and Amount.
  3. Select the XLS download for additional fields.

 

Fields include:

  • Reference
  • Type
  • Initiation date
  • Amount
  • Active
  • Status
  • Tracking days
  • Account reference
  • Frequency
  • Collection day
  • Different First collection
  • Status date
  • Bank response
  • BankServ response
  • Customer response
  • First collection date
  • Mandate type

 

The XLS download contains important fields which will supply more information with regards to the outcome of the authentication.

To view your cancelled authentications, navigate to Services> Debit Orders > Reports > DebiCheck & RM Authentication

 

Select the status date option and enter the cancellation date of the authentication.

 

The screen will display the initiation date as well as the cancellation date of the authentication. For ease of reference select the response history icon next to the relevant cancelled authentication to view the Initiation date | Accepted date | Cancelled date

Note the Response codes/search and export options.

DebiCheck & RM authentication response codes

Creating DebiCheck & RM batches 

Debicheck payment types

  • A DebiCheck & RM batch can be processed Monday to Saturday; public holidays are excluded.
  • The cut-off time for a Debicheck batch is at 23h59 one full working day before the Action date.
  • Saturday processing: The batch must be authorised by 10h59 am on the Friday.

 

DebiCheck Batch Funds Release

Once a DebiCheck batch has been processed, the funds received can be released. Please action a funds release within your Netcash account.

Navigate to > Services < account > Manage account > Funds release.

Note: Final responsibility for the batch rests with the user who authorises the batch. Netcash accepts no responsibility for incorrect batch information, as it is assumed that all relevant information has been checked by the user once the batch has been authorised.

If you have exceeded your line or daily limit, please contact Netcash Account Manager to arrange a limit increase. Batches that have exceeded limits cannot be authorised.

 

Navigate to Services> Debit Orders> Manage debit orders>DebiCheck & RM batch list

 

  1. Click on Add DebiCheck & RM batch.
  2. Select the action date.
  3. Click on Submit.
  4. All DebiCheck, RM and RMS authenticated customers appear for selection.
  1. Edit Tracking days and amounts if required.
  2. Click on Add selected to batch.
  3. View the batch and click on the Batch list button.
  4. Authorise the batch by clicking on the authorise button.

Note: The release of funds is not available to select during batch authorisation as with standard Debit Orders and manual release funds will need to be created and submitted.

Read more about Batch authorisation

The DebiCheck Authorisations screen will allow for authorising batches on Primary and sub accounts on one authorisation screen.

 

Navigate to > Debit orders > Manage Debit Orders > DebiCheck & RM authorisations.

 

If you do not have access to this menu please check and adjust your permissions, contact your Super User or Account Manager for assistance.

Viewing DebiCheck & RM batch reports

 

Navigate to Services > Debit orders > Reports >DebiCheck & RM batch reports.

 

    1. A list of previously processed batches is displayed.
    2. Three icons are displayed next to each Debicheck batch report.

The reports are as follows

a) DebiCheck & RM batch report: This report shows a list of all successful transactions in the DebiCheck & RM batch. 

 

b) DebiCheck & RM post- batch processing report: This report displays all status’s relating to the batch.
Filter by status: All, successful, unsuccessful, disputed, tracking and rejected.

Customers still tracking displays no code in the unpaid code field until the DebiCheck transaction has been collected. The relevant code will be displayed once tracking has expired.

c) DebiCheck & RM Batch detail report: This report contains details about the batch such a who authorised the batch. The dispute retention, release dates. volumes etc.

Note: The Payment request is part of the Pay Now functionality. It is an option whereby you can use this platform for debit orders\ DebiCheck & RM transactions that have returned unsuccessful and you would like to provide your customers with an alternative payment method.

Click here to read about payment requests

Details of deleted DebiCheck & RM batches can be found under Reports > Deleted DebiCheck& RM deleted batches.  

DebiCheck & Registered Mandate (RM) Batch Statistics

 

The DebiCheck & Registered Mandate (RM) Batch Statistics report provides a comprehensive, at-a-glance view of your mandate processing performance over a selected period. Designed to support operational monitoring and reconciliation, this report allows you to track submission volumes, success rates, and exception activity with ease.

 

For added flexibility, users can filter results by sub-account, making it simple to isolate and analyse activity across different business units, clients, or portfolios.

 

Key Features

  1. Centralised visibility into all DebiCheck and RM batch activity

  2. Dynamic filtering by sub-account for targeted analysis

  3. Clear performance indicators including success, unsuccessful, and disputed transactions

  4. Percentage metrics to quickly assess conversion and failure trends

  5. Overall totals displayed at the bottom for quick reconciliation and reporting

 

The statistics include the following fields:

  1. Action Date

  2. Description

  3. Volume Submitted

  4. Value Submitted

  5. Volume Success

  6. Value Success

  7. Volume Unsuccessful

  8. Value Unsuccessful

  9. Volume Disputed

  10. Value Disputed

  11. Percentage Volume

  12. Percentage Value

Dispute Retention

 

Dispute Percentage Calculation: The dispute percentage is calculated as the average of disputed transactions divided by successful transactions over the past six months. Unsuccessful transactions are not included in this calculation.

 

The percentage looks at 6 months taken from 2 days prior to the batch being authorised. Example: Today is the 20th then the calculation is 6 months prior to the 18th.

 

Dispute Retention Value Calculation: The dispute retention value (shown on the authorisation screen and batch report) is determined using the “Dispute Percentage Calculation” against the authorised batch value. This retained value is held for 22 working days (shown as Unpaid Retention on the Netcash statement) or used to offset disputed transactions.

Statements

 

DebiCheck & RM Reconciliation

DebiCheck & RM transactions can be either one of these 3 statuses:

 

  1. Successful – value credited to statement for each transaction.
  2. Unsuccessful – zero value posted to statement for each transaction.
  3. Tracking – zero value posted to the statement.

Once the tracking period has passed, only successful and unsuccessful transactions will appear on the statement. Disputes are reconciled like unpaids – as they are received, they are posted itemised to the statement.

Read more about the Netcash statement

Participating DebiCheck & RM banks

  • ABSA Bank
  • Access Bank
  • African Bank
  • Bidvest Bank
  • Capitec Bank
  • Finbond Mutual Bank
  • First Rand Bank
  • GroBank
  • Nedbank
  • Standard Bank of SA
  • Tyme Bank
  • UBank

DebiCheck unpaid codes

Code

Description

00

Transaction Successful

02

Insufficient Funds

03

Debits not allowed to this account

04

Payment stopped by Account Holder

05

Account Dormant

06

Account frozen

08

Account In Liquidation

10

Account in sequestration

12

Account closed

18

Account holder deceased

22

Account effects not cleared

26

No Such Account

30

No authority to debit

32

Debit in contravention of payer’s authority

34

Authorisation cancelled

36

Previously stopped via stop payment advice

40

Item Limit Exceeded

42

AEDO MAC Verification failed

44

Unable To Process

46

Account in Advance

48

Account Number fails CDV routine

99

Held for Representment

E1

Payer request to stop presentations

E8

Successful Recall

E9

Unsuccessful Recall

F0

Transaction failed in validation

HB

Homeback

R3

Mandate has been suspended no collection possible

F2

Payment instruction disputed by payer

56

Not FICA compliant

14

Account transferred (Internal)

16

Account transferred (External)

AM02

Not allowed amount

DT01

Invalid date

NWIA

Not what I agreed to

R1

Matching Active Mandate Not Found

R2

Mandate cancelled

ER

Unpaid code “ER” needs to be read in conjunction with the Reason Code and Reason Description, which can be found in the batch downloaded Excel report”

Debicheck & RM authentication cancellations

Suspend the DebiCheck Mandate

A customer may suspend the authentication at their bank. This prevents future collections, but the mandate itself is not deleted.

 

Suspension is typically done for reasons such as:

  • The debtor believes the amount is incorrect.
  • The debtor disputes the service or contract.
  • The debtor wants to temporarily halt deductions.
  • The debtor is in discussion with the creditor about contract issues or disputes.

 

Stop Future Payments (Stop Payment Instruction)

A stop payment is a more explicit instruction to the bank to block all future collections, but the mandate remains suspended.

 

Common reasons for a stop payment include:

  • Billing disputes.
  • Fraud concerns.
  • Service not being delivered.
  • Customer wants to change payment methods.

 

When a DebiCheck & RM authentication reflects a suspended or stopped status at the debtor’s bank, it means the debtor has taken action to block or pause future DebiCheck & RM collections. In these cases, Netcash will cancel the existing authentication on our system to ensure compliance with banking rules and to prevent further unsuccessful collection attempts.

 

If the customer wishes to continue with the agreement, the creditor is required to contact the customer directly to confirm their intention to reinstate debits. Once the customer has agreed, the client must initiate a new DebiCheck & RM authentication, which the debtor will need to authenticate again before collections can resume.

To view your cancelled authentications, navigate to Services> Debit Orders > Reports > DebiCheck & RM Authentication
 
 
Select the status date option and enter the cancellation date of the authentication.
The screen will display the initiation date as well as the cancellation date of the authentication. For ease of reference select the response history icon next to the relevant cancelled authentication to view the Initiation date | Accepted date | Cancelled date
 
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