Set up step by step
Send your first direct debits
Your club is set up, your members are in the system, the bank is connected. Now comes the moment everything was leading up to: the first direct debit collection.
Check first
Go through these points once before you submit for the first time:
- Are the amounts right? Open Finance > Transactions and look at the upcoming transactions. Do the amounts match what your members actually pay?
- Is anyone missing? Members without a membership plan or without a valid SEPA mandate do not generate a transaction.
- Is there too much in there? Check whether former members are still being billed.
- Are your creditor details complete? The creditor ID, IBAN and BIC have to be there -- see Connect your bank account.
- Has your bank enabled you? See Clear your direct debit limit.
Let's do the first one together
The first collection is the one where mistakes hurt most -- a wrong amount is not easily reversed. Get in touch with the Omoplata team before you submit for the first time. We will look through your transactions together.
How to send the direct debits to your bank
The full walkthrough -- creating the bank submission, sending it to the bank, handling returns -- is in Process SEPA direct debits. In short:
- Go to Finance > SEPA Files.
- Click Create bank submission. Omoplata collects every invoice that is due.
- Check the list and deselect individual invoices if you need to.
- Choose Send to bank from the three dots (⋯) next to the submission.
- Enter your security code and confirm your bank's TAN prompt.
The invoices then move to Sent to bank. If the bank reports no return over the following days, Omoplata marks them as paid automatically.
If something comes back
Returns are normal -- an account without funds, an outdated IBAN. Omoplata spots them on the next bank transaction fetch, sets the invoice to Retry pending and informs the member automatically by email.
How to deal with them is under Handle failed payments.
Done
That was the last step of the setup. From here on it is day-to-day work:
- Register a new member -- for every new member who joins.
- Generate invoices -- how invoices come about and what their statuses mean.
- Track attendance -- check-in, QR codes and attendance lists.
- All how-to guides -- the tasks that come up day to day.