SEPA Direct Debit for merchants
Overview​
Merchants can accept payments with SEPA Direct Debit.
This section only applies to merchants initiating incoming direct debits to accept payments.
Visit the direct debit payments section for information about instructions for an outgoing direct debit, or account funding to initiate a direct debit to your own Swan account.
Direct debit payments​
Merchant direct debit payments include one or more transactions. For example, one payment might include a capture transaction and a refund transaction, for a total of two transactions.
These transactions are grouped together in the merchant payment object. Swan recommends using the merchant payment object in your integration to help merchants match orders, invoices, and sales to the correct object. This provides better traceability and can help reconcile issues more efficiently.
Payment object statuses​
The merchant payment object has distinct statuses to follow a payment's lifecycle.
| Payment Object Status | Explanation |
|---|---|
Initiated | The payment object has been created, but the payment is not yet authorized or guaranteed. |
Canceled | The payment was canceled. Funds can no longer be captured. This is a final status. |
Rejected | The payment was rejected by Swan or another participant in the payment scheme before the funds were captured. This is a final status. |
Captured | The payment is successfully processed, and the funds are debited from the customer's account. This can be the final status of a successful payment flow, unless the customer disputes the payment or requests a refund. |
Refunded | The merchant reversed the payment for the full amount. This is a final status. |
Disputed | The customer disputed the payment with their bank for the full amount. This is a final status. |
Payment object balances​
The merchant payment object has distinct balances to follow a payment's lifecycle.
| SDD payment object balance | Explanation |
|---|---|
availableToCancel | Pending amount that can still be canceled. Cancellations must be requested by the day before the scheduled execution and within the specified cutoff time. |
totalCanceled | The total amount canceled for this merchant payment. |
totalCaptured | The total amount captured by the merchant. |
availableToRefund | The amount the merchant can refund. Use this balance to know if a payment is eligible for a refund. |
totalRefunded | The total amount refunded for this merchant payment. |
totalDisputed | The total amount of this merchant payment disputed by the customer. |
Direct debit advantages​
Generally, accepting payments with direct debit instead of credit transfers improves convenience, accuracy, and cash flow for merchants.
- Convenience
- After a customer agrees to a recurring direct debit transaction, the payments are automatically debited from their account on the agreed-upon date.
- This reduces manual intervention for each transaction. For certain verticals (rental management, for example), an automated debit is common practice and makes sense for the debtor and the merchant.
- Accuracy
- With direct debit, there is less chance that a payment is late, for the incorrect amount, or even sent to the wrong merchant. As a result, direct debit also helps make reconciliation use cases easier.
- Improved cash flow
- Merchants can plan for payment arrival and amount. This means they can better predict and control their revenue flow, which leads to more accurate financial planning.
Refer to billing for information about fees associated with merchant SEPA Direct Debit transactions.
Schemes: Core & B2B​
Swan offers two SEPA Direct Debit schemes: Core and B2B.
You can choose to use one or both schemes according to your use case.
| Specifications | Core | B2B |
|---|---|---|
| Eligible account types | Individual and company accounts (natural or legal persons) | Company only (legal persons) |
| Refund requested by debtor | Up to 8 calendar weeks after execution, no questions asked Up to 13 months after execution if there wasn't a valid mandate or if the payment wasn't authorized | Not possible |
| Returned by debtor's bank | 5 business days after execution date | 3 business days after execution date |
| Mandate provided to and registered by the debtor's payment services provider (PSP) | Not required | Mandatory |
| Validity of the mandate (consent) confirmed with the debtor by the debtor's payment services provider (PSP) for each transaction | Not required | Mandatory |
| Refusal and rejection timeline | Up to the date and time of settlement execution | |
| Creditor cancellation | Up to the due date and time | |
| Creditor reversal | Up to 5 business days after due date and time | |
| Frequency | One-off and recurrent | |
SEPA Creditor Identifier (SCI)​
SEPA Creditor Identifiers (SCIs) are unique reference codes that identify each creditor participating in a SEPA Direct Debit scheme. These identifiers are unique to each merchant and help banks sort transactions by merchant to ensure those transactions are routed correctly.
SCIs are composed of several elements, including:
- ISO two-letter country code
- Two-digit checksum
- Creditor business activity code
- National identification feature
For example, FR12ABC0123456789 is an SCI from France (FR) with the check number 12, and the business activity code ABC, ending with the national identification feature that changes country to country (0123456789).
SCI options​
Swan provides an SCI, and merchants can also choose to use their own.
Both meet all SCI requirements. It's important to note, however, that Swan's provided SCI always mentions Swan, which appears on a user's transaction history.
Merchants might prefer to use their own SCI for a more customized user experience. Users would see the merchant's name instead of Swan on their transaction history, reducing friction and the risk of transactions looking suspicious to users. The merchant's bank would also see the label Swan in disputes, so having the merchant name appear instead could also ease bank relations.
Merchants can change their SCI from Swan's to a personal SCI.
Update their profile by calling the requestMerchantPaymentMethodsUpdate mutation.
Regardless of the type of SCI, it's good practice to include your merchant's name in the label field for all SEPA Direct Debit transactions.
If a merchant in France expresses interest in using their own SCI but they don't have one, Swan can help them get their identifier. Open a support request with Swan to start the process.
Rolling reserve​
Rolling reserve is a policy Swan applies to merchant transactions to protect the merchant and Swan against various risk factors, primarily insufficient funds and attempted fraud. The reserved amount acts as a safety net to cover potential loss for both Swan and the merchant.
Rolling reserve is expressed as a percentage over a period of time (example: 10% of the payment amount over 30 business days), and applies to most payment methods used by merchants to accept payments with Swan.
For the indicated period of time, the amount isn't part of the merchant's available account balance, after which the funds are released to the merchant and can be used.
| Payment method | Rolling reserve | Default amount |
|---|---|---|
| SEPA Direct Debit - Core | ✓ Yes | Determined by a merchant profile risk assessment |
| SEPA Direct Debit - B2B | ✓ Yes | 100% over 3 business days |
You can use the TransactionRollingReserve.Updated and TransactionRollingReserve.Released webhooks to be notified when a transaction's rolling reserve is updated and when the funds are released.
Payment amount limit​
For security and risk management, Swan may apply a payment amount limit to a single SEPA Direct Debit (SDD) payment.
This limit defines the maximum amount a user can spend in one SDD transaction.
If a payment exceeds this limit, the API returns a ForbiddenRejection error.
To query this limit, use the paymentAmountLimit field at the merchantPaymentMethod level in the API.
Canceling payments​
Merchants can cancel SEPA Direct Debit payments using the cancelMerchantPayment mutation.
To understand if a payment is cancelable, check its availableToCancel balance.
Only the full amount can be canceled.
Payments can only be canceled before transactions are sent to the SEPA payment gateway, respecting the current cutoff times:
- SDD Core: Payments can be canceled until approximately 11:00 Central European [Summer] Time (CET/CEST)
- SDD B2B: Payments can be canceled until approximately 10:00 Central European [Summer] Time (CET/CEST)
After these cutoff times, the payment can't be canceled and will proceed to settlement.
Payment mandates​
A payment mandate is a written authorization from a debtor that allows a creditor to initiate a direct debit transaction from their account. Without a mandate, the creditor can't legally debit the debtor's account.
Payment mandates are mandatory for all SEPA Direct Debit transactions.
One payment mandate can cover as many debit transactions as needed between the debtor and the merchant, provided the mandate is Recurrent.
Declaring mandates​
Partners are responsible for obtaining and declaring payment mandates. You can either include them in your Terms and Conditions or generate mandates for debtors to sign with an electronic signature.
You must declare mandates to Swan using the API. You can declare them before or after they're signed. If you declare a mandate before it's signed, make sure the debtor signs it before you issue the first direct debit.
When declaring a mandate, the combination of the Unique Mandate Reference (UMR) and the SEPA Creditor Identifier (SCI) must be unique.
If the UMR and SCI have already been declared in another mandate, the API returns a PaymentMandateReferenceAlreadyUsedRejection and rejects the mandate declaration.
If a merchant uses Swan's SCI, they must still ensure mandate references are unique to prevent conflicts with other merchants using the same SCI. Duplicate references will cause mandate declarations to be rejected by the API.
After declaring the mandate, you might choose to upload it to your Dashboard as a PDF. This isn't mandatory but can be helpful if a debtor's bank requests a copy of the signed mandate.
B2B mandates must be declared to the debtor's bank.
One-off mandates​
Some mandates can only be used one time.
When the sequence value is OneOff (instead of Recurrent), the received SEPA Direct Debit payment mandate is canceled automatically after the transaction is executed, regardless of the transaction status.
Required information​
In addition to a clear description of payment rights, SEPA Direct Debit payment mandates must include the following information. Otherwise, the mandate is considered invalid.
| Information | Description |
|---|---|
| Mandate title | Choose one of the following options:
|
| Mandate reference |
|
| Payment type | Choose one of the following options:
|
| Merchant (beneficiary) information |
|
| Debtor information |
|
Settlement date and booked time​
SEPA Direct Debit transactions are booked at 20:00 Central European [Summer] Time (CET/CEST) on the settlement date if no rejection or cancellation has been issued or received. Note that settlements dates exclude weekends and SEPA holidays.
| Payment method | Transaction initiated | Booked |
|---|---|---|
| SEPA Direct Debit - Core | Before 11:30 Central European [Summer] Time (CET/CEST) | Next business day at 20:00 Central European [Summer] Time (CET/CEST) |
| After 11:30 Central European [Summer] Time (CET/CEST) | Within two business days at 20:00 Central European [Summer] Time (CET/CEST) | |
| SEPA Direct Debit - B2B | Before 10:30 Central European [Summer] Time (CET/CEST) | Next business day at 20:00 Central European [Summer] Time (CET/CEST) |
| After 10:30 Central European [Summer] Time (CET/CEST) | Within two business days at 20:00 Central European [Summer] Time (CET/CEST) |
Days are measured as business days. Time is expressed with the 24-hour clock.
R-transactions​
Returns and refunds are only possible with Core and can be requested up to 8 calendar weeks after due date and time.
Rejected​
When a SEPA Direct Debit Core transaction is rejected, the debtor's account is not debited.
A SEPA Direct Debit Core transaction might be rejected for the following reasons:
| Rejection reason | Explanation |
|---|---|
BankRefused | The payment was refused by the debtor's bank. |
DebtorAccountClosed | The debtor's bank account is closed. |
DebtorAccountConsumer | The debtor is not a business account, and the transaction is a B2B SDD transaction. |
DebtorAccountUnknown | The IBAN provided doesn't match an existing account at the debtor's bank. |
DebtorDeceased | The debtor is deceased. |
InsufficientFunds | The debtor has insufficient funds to fulfill the transaction. |
MandateInvalid | The payment mandate is invalid, possibly because it was canceled, incorrectly completed, or the B2B mandate wasn't declared. |
ReasonNotSpecifiedByBank | The debtor's bank can't disclose the rejection reason due to local data protection laws. |
ReasonNotSpecifiedByDebtor | The payment was rejected at the debtor's request. |
RegulatoryReason | The payment was rejected for regulatory reasons not covered by other specific reason codes. |
SwanRefused | Swan refused the transaction due to risk management or compliance requirements. |
TransactionDuplicated | The transaction can't be fulfilled because it is a duplicate of another transaction. |
TransactionOnAccountTypeNotAllowed | The account can't be debited because direct debits aren't allowed for this account type, for regulatory restrictions. |
TransactionTypeNotAllowed | The direct debit can't be processed because the debtor account is blocked. |
When a SEPA Direct Debit Core transaction is rejected, regardless of the reason, the merchant receives a notification and can attempt a new SEPA Direct Debit at a later date.
Returned​
When a SEPA Direct Debit Core transaction is returned, the debtor's account is debited the amount, but the payment is reversed and the funds return to the debtor's account.
A SEPA Direct Debit Core transaction might be returned for the following reasons:
| Return reason | Explanation |
|---|---|
BankRefused | The payment was refused by the debtor's bank. |
DebtorAccountClosed | The debtor's bank account is closed. |
DebtorAccountConsumer | The debtor is not a business account, and the transaction is a B2B SDD transaction. |
DebtorAccountUnknown | The IBAN provided doesn't match an existing account at the debtor's bank. |
DebtorDeceased | The debtor is deceased. |
InsufficientFunds | The debtor has insufficient funds to fulfill the transaction. |
MandateInvalid | The payment mandate is invalid, possibly because it was canceled, incorrectly completed, or it wasn't declared to the debtor bank. |
ReasonNotSpecifiedByBank | The debtor's bank can't disclose the return reason due to local data protection laws. |
ReasonNotSpecifiedByDebtor | The payment was returned at the debtor's request. |
RegulatoryReason | The payment was returned for regulatory reasons not covered by other specific reason codes. |
SwanRefused | Swan refused the transaction due to risk management or compliance requirements. |
TransactionDuplicated | The transaction can't be fulfilled because it's a duplicate of another transaction. |
TransactionOnAccountTypeNotAllowed | The account can't be debited because direct debits aren't allowed for this account type, for regulatory restrictions. |
TransactionTypeNotAllowed | The direct debit can't be processed because the debtor account is blocked. |
When a SEPA Direct Debit Core transaction is returned, regardless of the reason, the merchant is notified about the return. They can investigate the reason for return and take whatever action is necessary, which might be refunding the payment or disputing the return with the debtor's bank.