Mandate management

It is crucial to be aware of the strict rules and regulations enforced by the Payments Association of South Africa (PASA) for debit order collections. Compliance with these requirements is critical to ensure smooth processing of debit orders and avoid penalties imposed by PASA for non-compliance.

By adhering to the rules set out by PASA, you can maintain the integrity of the debit order system and foster a trustworthy and compliant payment ecosystem. It is essential to stay updated on any revisions or updates to these regulations to ensure ongoing compliance and avoid any penalties or disruptions in your debit order processing.

If you have any specific concerns or questions regarding the requirements for processing debit orders or the guidelines set by PASA, we recommend that you review the documentation provided by PASA or seek guidance from their official channels.

PASA rules

Please note the following essential rules enforced by PASA regarding debit order processing:

Valid Debit Order Mandates: Maintaining a valid debit order mandate for processing every debit order is essential. These mandates must comply with the minimum requirements set by PASA and the banks. You can refer to the available copies of the mandates in the Support > Online Documentation section.
Penalties for non-compliance: PASA imposes penalties for debit orders that do not adhere to their requirements, cannot be produced when requested, or are not authorised by debit order mandates. Failure to comply may result in fines of R1,000 per non-compliant mandate.
Mandate Verification: PASA has the authority to select any merchant account for audit purposes at random. Therefore, ensuring that your mandates are in good order and ready for inspection if required is crucial.

🚧
Audit
Non-compliant debit order mandates may be subject to fines during PASA's spot audits. Ensure your mandates meet the minimum requirements to avoid penalties

Minimum mandate requirements

To meet the minimum mandate requirements set by PASA, your mandates should adhere to the following guidelines:

Requirement	Description
Abbreviated Name	The mandate should include an Abbreviated Name that accurately reflects the trading name of your business. This Abbreviated Name will be displayed on the bank statement of the person being debited, providing clear identification of the transaction.
Retention Period	It is mandatory to retain the debit order mandates for a period of 7 years after the last debit order transaction associated with the mandate. This ensures that you have a record of the mandates for an extended period and facilitates compliance with record-keeping regulations.

Minimum requirements per mandate type

Paper mandate	Voice mandate	Electronic mandate
Account number	Abbreviated name on bank statement	Account number
Type of account	Beneficiary name	Type of account
Branch number	Call centre name	Branch number
Frequency of debit	Contact telephone Number	Frequency of debit
Abbreviated name on client’s bank statement	Contract Reference number	Abbreviated name on client’s bank statement
Contract reference	Current date	Contract reference
Commencement/Action date	Commencement/Action date	Commencement/Action date
Start and termination date	Payer’s bank details, including account number, type of account, branch code	Start and termination date
Beneficiary name	Surname and initials of the account holder	Beneficiary name
Beneficiary contact details	Value of amount that will be deducted	Beneficiary contact details
Amount – Escalation of amount, variable amounts, and maximum limits	Amount – Escalation of amount, variable amounts, and maximum limits	Amount – Escalation of amount, variable amounts, and maximum limits
Signature of the account holder		Electronic signature of the account holder
		IP address and location coordinates of each mandate

For voice-recorded mandates, please take note of the following additional points:

Written confirmation: The voice-recorded mandate must be confirmed in writing to the account holder within 21 days of the mandate recording. This written confirmation should be provided before any debit payment instructions are processed to the account.
Customer awareness: It is essential to inform the customer that their voice is being recorded and that the message will be the official authority to debit their account.
Contract reference and abbreviated name: The customer should be informed of the unique contract reference and abbreviated name that will appear on their bank statement to identify the transaction.
Reliable recording devices: Ensure that the recording devices used for voice mandates are reliable and provide acceptable acoustic quality. It is preferable to use recording devices that are SABS approved.
Proper indexing: Recorded messages should be indexed systematically, facilitating easy accessibility and efficient handling of possible inquiries and disputes.

📘
Use DebiCheck to limit problems with customer mandates
DebiCheck is a system that enhances safeguards in the collection process by requiring customers to electronically authenticate and accept a mandate. By securely storing authorised mandates, it promotes a more reliable and transparent environment for collections, instilling confidence in the process and reducing disputes and cases of non-compliance

EFT debit order mandate overview

The EFT debit order service, often called a standard debit order, offers a streamlined approach to processing debit order transactions from a customer's account without tracking. This service involves a one-time processing of the customer's account, resulting in either a successful or unsuccessful outcome.

Participating banks provide the EFT Service, which allows companies and organisations to automate payment processing fully. This computerised service can be utilised for both collecting payments from clients using EFT debits and other electronic means.

Features

Type	Description
Processing	Late Processing Window
Mandate storage	Physical, Paper, or Electronic
Mandate management	Manual
Disputability	High
Max transaction value	R500,000

Constraints

Easily disputable by customers
Transactions can be returned as unpaid up to 4 days after the action date, impacting reconciliation

Benefits

Full control over the billing process with customer
Flexible resubmission options for unpaids
Can be used for C2B and B2B transactions

DebiCheck mandate overview

DebiCheck aims to provide consumers with transparent information regarding their debit orders through an electronic authentication process. This system legally authorises debits, mitigating debit order fraud and reducing the disputability of debit order transactions. Refer to the DebiCheck website for more information.

Features

Type	Description
Processing	Early Processing Window
Mandate storage	Electronic by Bank
Mandate management	Electronic
Disputability	Low (if within mandate rules)
Max Transaction value	R500,000

Constraints

No collection resubmissions within the same month
Complex industry rules
DebiCheck mandates can only be obtained between 06:00 and 20:00 during weekdays
Require a bank account with a single signatory, which can limit B2B use cases

Benefits

Electronic mandate
Hard to dispute by customer
High collection success rates due to early window processing
Ability to 'track' customer account for up to 10 days post-action date to resubmit debit instruction when funds are in the account

DebiCheck Mandate authorisation types

TT1a - real-time within 120 seconds
TT1b - delayed, response within one day
TT2 - batch, response within two days
TT3 - uses cheque card and pin (currently not supported by Revio)

Mandate authorisation

Each bank has different channels available to authenticate DebiCheck mandates. More information on DebiCheck channel nuances can be found here.

Negative mandate testing

Use the following fields in the contract reference fields when testing the creation of new DebiCheck mandates:

Instrument	Scenarios
NORESPONSE	Simulates a scenario where a customer does not reply to a real-time authentication message within the bank's required time limit (180 seconds).
FAILINIT	Simulates a scenario where an unexpected error occurs at the bank during the authentication process.
REJECT	Simulates a scenario where the end customer rejects the mandate terms.
TIMEOUT	Simulates a scenario where authentication times-out while waiting for the bank's response.

Reference	Link
Integration Recipe	/v2/mandate/debicheck/
Documentation	Swagger
API Reference	Reference

Sample request

{
    "referenceNumber": "d001",
    "authenticationReference": "da001",
    "trackingPeriod": 1,
    "initiationDate": "2023-06-05T10:50:58.835Z",
    "valueType": "FIXED",
    "debitSequence": "RCUR",
    "maxAmountCents": 4000,
    "allowDateAdjustment": true,
    "adjustmentCategory": "NEVER",
    "authenticationType": "REALTIME",
    "realtimeAuthRetries": 0,
    "doDelayedOnAuthFailure": false,
    "fallbackAuthenticationType": "DELAYED_WITHOUT_AUTH",
    "profileCode": "TEST1",
    "externalReference": "de00001",
    "abbreviatedName": "TESTMERCH1",
    "contractReference": "NORESPONSE",//Change to relevant test scenario
    "debtor": {
        "accountNumber": "010553922",
        "accountType": "CURRENT",
        "bank": "ABSA",
        "branchCode": "632500",
        "firstName": "John",
        "lastName": "Postman",
        "identification": {
            "emailAddress": "[email protected]",
            "idNumber": "2001014800086",
            "phoneNumber": "+27-12345678",
            "passportNumber": ""
        }
    },
    "creditor": {
        "accountNumber": "12345678",
        "accountType": "CURRENT",
        "branchCode": "051001",
        "name": "TEST MERCHANT 1",
        "bank": "STANDARDBANK",
        "phoneNumber": "+27-615333440",
        "emailAddress": "[email protected]",
        "idNumber": "4101014800082"
    },
    "releaseDate": "2024-06-05T10:50:58.835Z",
    "firstCollectionDate": "2023-06-08T10:50:58.835Z",
    "firstCollectionAmountCents": 2500,
    "state": "NEW",
    "frequency": "MONTHLY",
    "ultimateCreditor": {              
        "accountNumber": "010553983",
        "accountType": "CURRENT",
        "branchCode": "051001",
        "name": "TEST MERCHANT 1",
        "bank": "STANDARDBANK",
        "phoneNumber": "+27-615333440",
        "emailAddress": "[email protected]",
        "idNumber": "4101014800082"
    },
    "entryClass": "21",
    "collectionDay": 20,
    "amountCents": 3000,
    "currency": "ZAR",
    "verifyAccount": false
}

Content-type : application/json
Authorization : Bearer XXXXXXXXXXXXXXXXXXXXXXXXX

// As generated in Post https://dev-payce.auth.eu-west-1.amazoncognito.com/oauth2/token

Mandate management

PASA rules

🚧
Audit

Minimum mandate requirements

Minimum requirements per mandate type

📘
Use DebiCheck to limit problems with customer mandates

EFT debit order mandate overview

Features

Constraints

Benefits

DebiCheck mandate overview

Features

Constraints

Benefits

DebiCheck Mandate authorisation types

Mandate authorisation

Negative mandate testing

PASA rules

🚧Audit

Minimum mandate requirements

Minimum requirements per mandate type

📘Use DebiCheck to limit problems with customer mandates

EFT debit order mandate overview

Features

Constraints

Benefits

DebiCheck mandate overview

Features

Constraints

Benefits

DebiCheck Mandate authorisation types

Mandate authorisation

Negative mandate testing

🚧
Audit

📘
Use DebiCheck to limit problems with customer mandates