Collection Service

Implementation Guide

Collection Service Implementation Guide, version 7.1, 21 September 2017 Page 1 of 49

Contents

1 General introduction .................................................................................................................... 4

1.1 Introduction .......................................................................................................................... 4
1.2 Change log ............................................................................................................................ 4
2 Terms ............................................................................................................................................. 6
3 Message formats and exchange ................................................................................................. 10
3.1 Messages ............................................................................................................................. 10
3.2 Exchange of data ................................................................................................................ 11
4 Collection Service overview ....................................................................................................... 12
4.1 The idea of Collection Service ........................................................................................... 12
4.2 Brief description of Collection Service ............................................................................. 12
4.3 Your customers’ payment possibilities ............................................................................ 12
4.4 Mandates/Agreements with your customers ................................................................... 12
5 The process .................................................................................................................................. 14
5.1 Become a creditor in Collection Service .......................................................................... 14
5.2 Implement Collection Service ........................................................................................... 14
5.3 Use of Collection Service ................................................................................................... 14
6 Agreement ................................................................................................................................... 15
6.1 Agreement information ..................................................................................................... 15
6.2 Editing basic company information ................................................................................. 16
6.3 Third party agreements ..................................................................................................... 16
7 Testing ......................................................................................................................................... 17
7.1 The purpose and the course of the test ............................................................................. 17
7.2 Test marking....................................................................................................................... 17
7.3 EDI support contact information ..................................................................................... 18
8 Collection information ............................................................................................................... 19
8.1 Collection type .................................................................................................................... 19
8.2 Amount ............................................................................................................................... 20
8.3 Originator’s reference/Payment identification................................................................ 21
8.3.1 Calculating check digits ................................................................................................ 23
8.3.2 Controlling check digits ................................................................................................ 24
8.4 Technical reference ............................................................................................................ 24
8.5 Creditor’s account number ............................................................................................... 25
8.6 Payment/due date ............................................................................................................... 25
8.7 Invoice date ......................................................................................................................... 26
8.8 Debtor ID – Customer number ......................................................................................... 26
8.9 Invoice number................................................................................................................... 27
8.10 Language codes .................................................................................................................. 28
8.11 The debtor’s name and address ........................................................................................ 28
8.12 The debtor’s account number ........................................................................................... 28
8.13 Pre-notification to debtor .................................................................................................. 28

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9 Deadlines ..................................................................................................................................... 32
10 Receipt and status message ........................................................................................................ 34
10.1 Error types.......................................................................................................................... 35
11 Legal aspects of an invoice/e-invoice ......................................................................................... 36
12 Printing ........................................................................................................................................ 37
12.1 Document types .................................................................................................................. 37
12.2 Invoice layout ..................................................................................................................... 37
12.3 Sender and recipient information..................................................................................... 38
12.4 Logo ..................................................................................................................................... 38
12.5 Invoice information............................................................................................................ 38
12.6 Specification........................................................................................................................ 38
12.7 In-payment form ................................................................................................................ 38
12.8 Paper invoice with bank account number ....................................................................... 39
12.9 Credit notes......................................................................................................................... 39
12.10 Example .............................................................................................................................. 41
13 Debtor mandate .......................................................................................................................... 42
13.1 How to establish an agreement/mandate ......................................................................... 42
13.2 Debtor overview ................................................................................................................. 44
13.3 Moving current debtor agreements .................................................................................. 44
14 Incoming payments..................................................................................................................... 46
14.1 Documentation of incoming payments in the account statement .................................. 46
14.2 Reconciliation of collections .............................................................................................. 47
14.3 Incoming payments via Direct Debit ................................................................................ 48
14.4 Incoming payments with unique reference (local payments) ......................................... 48
14.5 Incoming payments via account transfer ......................................................................... 48
14.6 Account in a foreign bank ................................................................................................. 48
14.7 Advice formats ................................................................................................................... 49

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1 General introduction
1.1 Introduction
The purpose of these guidelines is to help the company to implement Collection Service as easily as
possible. This document should be read in conjunction with:
 Format description (Comma-separated, EDIFACT, SWIFT, XML)
 “Getting started” instructions – within the Business Online web interface

The aim of the document is to give a detailed description of the product. The document should also
answer most of the questions that can arise in connection with the implementation. The company itself
is responsible for implementing the right solution with support from Danske Bank.

This document does not include a description of SEPA Direct Debit. If you need a description of this
product please refer to the document called “SEPA Direct Debit Implementation Guide” on our
homepage.

The target group is IT developers and those people responsible for the business side of the company’s
debtor administration.

1.2 Change log

Version Date Edit
1 10.11.2003 Document created
2 22.10.2005 Updated with German, English, Irish and Polish Direct Debit
3 21.03.2006 Updated with OIOXML and e|faktura
4 15.06.2006 Updated with Finnish Direct Debit
5 23.01.2007 Update general
6 16.04.2009 Update – general and English language
Changes in structure and change of order of some of the chapters.
New chapter 3: terms
The terms used in chapter 3 aligned and adjusted in the rest of the document.
Section 7.3: added/change contact information EDI support
Section 8.1: added Collection types (121–123+221+321-322)
Section 8.1: added note pilot phase collection type 204 and 501
Section 8.2: change Polish limits
Section 8.3: headline change Originator’s reference/Payment reference
Section 8.3: change Payment identification Polish Direct Debit
Section 8.8: change of UK BACS Direct Debit + Irish Direct Debit max. and
min length
Section 8.8: added Denmark, Direct Debit. Prefix zero digits up to the maxi-
mum length of 15 digits
Section 8.12 – change Poland: debtors account number
Section 8.13: added notes
Chapter 9: change of time limits: (Norway/Sweden/UK/Ireland) collections
New chapter 11: Legal aspects of invoice/e-invoice
Section 13.1: change of days Swedish e-invoice (e-faktura).
Added: e-mandate via BGC website for Swedish Direct Debit (Autogiro).
6.1 02.09.2009 Section 8.3: Modulus rules for check digits for Germany has been changed
from ‘none’ to’ none, numeric’.
6.2 02.03.2010 Updated Section 8.3.1. Added Section 8.3.2.
Updated Section 9. Added time limit for the combination AvtaleGiro with
eFaktura.
Updated Section 8.13. Added a restriction to the DIRDEB-format.
Chapter 2.Terms - specification of "Originator's reference" and "Payment
identification"

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 Updated Section 8.8. Direct Debit Autogiro Norway – the debtor ID has to be
numeric.

6.3 30.06.2010 Updated description in section 8.1. If Collection Service has to decide how
to collect, e|faktura Denmark has been added for item 2. For item 1’and Col-
lection Service has registered the mandate’ has been added.
Updated description in section 8.8. Comment for Denmark E-invoice (OI-
OXM) has been removed.
Updated with new Finnish payment identification (reference number).
Updated description in section 13.1 for LeverandørService Denmark.
6.3 16.07.2010 The deadline for UK collections has been changed
6.4 13.10.2010 Updated description for DK Direct debit (Betalingsservice and Leverandør-
Service) in section 8.8.
Removed BS01 in the example for Betalingsservice in section 14.1.
6.5 18.02.2011 Reference to the SEPA Direct Debit Implementation Guide included.
Updated description in section 8.1 part 2.2
Updated section 8.13 Pre-notification to debtor for eFaktura Norway. Max.
character has been changed from 100 to 80.
6.6 06.06.2011 Updated section 2. Terms – EAN specification replaced with GLN specifica-
tion. Descriptions of NemHandel, OIOUBL and VANS added.
Updated section 8.1: Change of collection type descriptions (104-106 + 110)
6.7 06.12.2011 DK e-invoice B2B (e|faktura) is not supported by Danske Bank anymore
6.8 08.11.2012 Changed the name of PBS and BBS to Nets
Updated Section 4.4: Added info regarding new Swedish Direct Debit solu-
tion (Autogiro).
Updated Section 8.8: Added info regarding Debtor ID in Swedish Direct
Debit (Autogiro).
Updated Section 13.1: Deleted text about the 6 day rule in Autogiro.
Updated Section 13.3: Deleting Swedish Direct Debit service name Autogiro
Företag and Autogiro Privat.
Changed the name of Fokus Bank, Sampo Pankki, Northern Bank and Na-
tional Irish Bank to Danske Bank
6.9 26.07.2013 OIOXML together with ‘Leverandørservice’ and ‘Betalingsservice’ removed
in section 8.1.
Code 121 regards reversal via ‘Betalingsservice’ in section 8.1 updated with
information about a transaction limit and limited access to service.
7.0 03.12.2013 SE e-invoice B2C (e-faktura) removed.
FI, IE, DE Direct Debit is not supported by Danske Bank anymore.
7.1 06.07.2017 New deadline for repayment via LeverandørService added.
13.1 How to establish an agreement/mandate: The description for Be-
talingsservice and LeverandørService has been clarified. New mailaddresses
added for EDI-Support.

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2 Terms
Collection Service uses the following terms:
Terms Definitions
ACH Automated Clearing House (ACH) System – A domestic electronic clearing system in
which payment orders are exchanged among financial institutions, primarily via mag-
netic media or telecommunication networks, and handled by a data processing centre.
Archiving Storing of information/files. Rules are set by each country’s accountancy act.
B2C/B2B B2C - Business to Consumer – from companies to private persons
B2B - Business to Business – from companies to companies
BACS ACH in the UK. BACS Payment Schemes Limited is a membership-based company,
which is responsible for the payment and clearing system in the UK.
BBS ACH in Norway. BBS is owned by Norwegian banks and runs the products Autogiro
and AvtaleGiro, among other things.
Beneficiary A beneficiary is a natural person or other legal entity who receives money or other
benefits from a benefactor (payer).
BGC ACH in Sweden. Bankgirocentralen. BGC is owned by Swedish banks and runs the
product Autogiro, among other things.
BIC/SWIFT address BIC=Bank Identifier Codes. Approved by the International Organization for Stand-
ardization (ISO). The BIC/SWIFT address is an unambiguous identification of the
beneficiary bank.
Business Online Danske Bank’s online banking system for businesses – Business Online (BO), also
Business eBanking known as Business eBanking in some of our markets – is a web-based system that en-
ables companies to conduct routine banking transactions, use international cash man-
agement facilities, execute trades in the financial markets, and more.
Business Online Agree- The Business Online agreement number is used as an identifier between the company
ment number and the bank. The Collection Service module is attached and linked to the Business
Online agreement number.
Collection The initial action performed by the company as creditor or invoice sender towards the
customer as a debtor or invoice receiver. A claim of an amount.
Collection type A collection in Collection Service can be performed in several ways. The collection
types in Collection Service are:
 Direct Debit: an automatic withdrawal from an account with/without pre-noti-
fication
 e-invoice: an invoice received in an electronic way by the receiver
 paper invoice: as In-payment form or as invoice with bank account number
 credit note
Collection Service mod- Collection Service is a part of the Business Online solution. To get access to the mod-
ule ule the company needs to sign an agreement with the bank.
Consolidator The party that provides all or large groups of receivers access to the sender. This party
distributes the invoices that have to be sent from one location for the sender.
Credit note A document used to rectify errors made in a sales invoice which has already been pro-
cessed and sent to a receiver. The credit note can be seen as a “negative invoice” and
is sent from the creditor to the debtor stating the amount that will be paid back to the
debtor.
Creditor The company (business) having the agreement with Danske Bank. The creditor col-
lects direct debits. Also called originator, payee, (payment) beneficiary or the selling
party. The term is also used for an invoice/e-invoice sender in Collection Service.
CS creditor number CS (Collection Service) creditor number is used as identification of a customer in
Collection Service. It is an agreement number between Danske Bank and the cus-
tomer as a creditor/sender. The customer receives this number from Danske Bank.

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Customer number See Debtor ID
Debtor The company’s customer (consumer or business) and the holder of the account to be
debited. Also called payer, customer or consumer (as private customer). The term is
also used for an invoice/e-invoice receiver in Collection Service.
Debtor ID A customer identification chosen by creditor to be used in Collection Service. The
debtor ID used by the creditor/sender to identify the debtor as their customer. The
customer number will always be part of the invoice information. Special requirements
for the customer number apply for each collection type.
Delivery The exchange of information to and from Collection Service is performed in different
deliveries. A delivery contains a collection of data of a specific type, for example in-
formation or status messages.
e-bill and e-billing Electronic bill and electronic billing. The correct term to describe e-invoicing B2C
e.g. e-invoices to a private receiver/consumer. This term will not be used in this docu-
mentation or the format descriptions.
EBPP Electronic Bill Presentment and Payment. Usually refers to consumer-oriented “bill
paying” presented and paid via the Internet.
EDI Electronic Data Interchange. The term refers to the structured transmission of data be-
tween organisations by electronic means: the computer-to-computer interchange of
strictly formatted messages between two parties, for example VPN.
E-invoice and e-invoic- Electronic invoice and electronic invoicing.
ing An e-invoice is an invoice/credit note with a specification that can be received by the
receiver electronically (in a Netbank solution or by file). There are two types of e-in-
voices; B2C and B2B.
Usually, e-invoices are sent only at the request of the receiver. These terms are used
both as umbrella terms and specifically in the context of newer generations of e-in-
voices and invoicing based on XML, involving an end-to-end process with no paper
at any stage.
EIPP Electronic Invoice Presentment and Payment. Originated in the B2B world and de-
scribes the process through which companies present invoices and organise payments
through the Internet. You often use the term “click & pay” for this functionality.
ERP Enterprise Resource Planning (Platforms). Systems that contain many of the tools and
software to create account for and manage invoices as part of wider corporate pro-
cesses.
Filing/storing infor- The company is obliged to follow the Accountancy Act applicable in each country to
mation the filing of mandates and other customer information.
Format See link: http://www.danskebank.com/en-uk/ci/Products-Services/Transaction-Ser-
vices/Online-Services/Integration-Services/Formats/Pages/Collection-Service.aspx to
download the formats used for Collection Service. Comma-separate format (Danske
Bank in house format) SWIFT, EDIFACT, XML format
FTP File Transfer Protocol (FTP) is a network protocol used to transfer data from one
computer to another through a network such as the Internet.
GLN-number GLN means “Global Location Number”. The rules for these numbers are adminis-
trated by GS1. GLN is used as an addressing mechanism in the Danish e-invoice sys-
tem (OIOUBL, OIOXML).
IBAN International Bank Account Number (IBAN) An international standard for identifying
bank accounts across national borders. The official IBAN registrar under ISO
13616:2003 is SWIFT and the IBAN registry is currently at SWIFT.

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ID number The national standard for identification of private persons or companies, unique for
each country. Also called Personal-ID/Personal number and Company-ID/Company
registration number. Required information in some collection types. See table below:
Country Private person Company
Den- CPR-nummer 10 digits CVR-nummer 10 digits with two zeros as
mark: (DDMMYYXXXX) prefix.
(00XXXXXXXX)
Sweden: Personnummer 12 digits Organisationsnummer 12 digits
(YYYYMMDDXXXX) (00XXXXXXXXXX)
In-payment form A paper invoice with a unique payment reference. Also called a payment slip. Local
payment showing the beneficiary, amount, reference etc. at the bottom of an invoice
(OCR-reference). Different standards in all countries. Called FIK/GIK in Denmark,
KID reference in Norway, and Bank Giro Credit in UK.
Invoice The invoice is a document or a data set marked with the word “invoice” formally
specifying details of a (or part of a) trade and all statement related information for the
(or part of the) trade, explicitly and separately stating the applicable tax.
ISO International Organization for Standardization. A non-governmental organisation in-
volved in international standardisation and normalisation, consisting of representa-
tives from national normalisation institutes.
Mandate A mandate is a pre-authorisation given by the debtor to the creditor to allow a creditor
to initiate Collections for debiting the specified debtor’s account. Different rules ap-
ply for different countries. Could be a signed document or a Netbank/online approval.
In Collection Service also called Agreement (Agreement Information).
NemHandel Based on a new national service-oriented infrastructure and utilizing open standards
to do e-business transactions business to government and business to business via the
internet.
Netbank Online banking system for private persons (or small companies). It is a web-based
system and is also called eBanking, Internet bank or Home bank.
OCR-reference Optical Character Recognition, usually abbreviated to OCR, is the mechanical or
electronic translation of images of handwritten, typewritten or printed text (usually
captured by a scanner) into machine-editable text.
OIOUBL OIO means public information online (abbreviation of the Danish “Offentlig Infor-
mation Online”). During 2011 the OIOUBL format will replace the OIOXML format
as the one to be used for public e-invoicing in Denmark (Business-to-Government
B2G). Can also be used B2B.
OIOXML OIO means public information online (abbreviation of the Danish “Offentlig Infor-
mation Online”) and is the format developed for public e-invoicing in Denmark
(Business-to-Government B2G). Could also be used B2B.
Originator The company that originates direct debit payment requests i.e. the creditor. The com-
pany (business) having the agreement with Danske Bank. Also called payee, (pay-
ment) beneficiary or the selling party.
Originator’s reference A unique payment identification. The term is used in the Collection Service web in-
terface and is the same as the payment identification see section 8.3.
Payer The payer is the party making a payment. Also called debtor, customer, payer or re-
ceiver of an invoice.
Payment identification Each payment must have a unique identification number, a reference number.
The term is used in the file solution, comma-separated format and in Collection Ser-
vice web interface it is called originators reference.
This identification should be generated in the company’s own system and quoted
from the bank to the creditor in connection with payment. Must follow a certain
standard due to collection type.
Nets The ACH of Danish banks. The company is owned by Danish banks and operates the
products Betalingsservice and LeverandørService, among other things.

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Pre-notification The notification of amount and time provided by the creditor to the debtor, prior to
the date on which the debits are to be collected for a direct debit. Also called advance
notice. The pre-notification rules stipulate how to pre-notify a Debtor about a direct
debit transaction.
Receiver The party receiving the e-invoice/paper invoice, usually the buyer or purchasing
party. Also called recipient or customer. The receiver is also the debtor or payer of an
invoice due for payment.
Reconciliation An accounting process used to compare two sets of records to ensure that the figures
agree and are accurate. Reconciliation is the key process used to determine whether
the money leaving an account matches the amount spent, ensuring that the two values
are balanced at the end of the recording period.
Remittance data Data containing payment details used for reconciliation of payment data.
Repeat attempt If the customer has insufficient funds in its account, payment is stopped. The com-
pany can agree to try again. The agreement must state how often and how many times
a fresh attempt will be made.
Reversal A transaction initiated by the creditor. The creditor can choose to use Collection Ser-
vice for making a reversal, that is paying back an amount to a certain debtor.
Refund The debtor’s option for an amount to be paid back, provided that such option is made
available to the debtor by the Rulebook/Schema of the relevant direct debit service.
Sender The party submitting the e-invoice/ paper invoice. The sender is also known as the
seller or selling part and the originator. The sender may also be designated the Biller
in connection with consumer bills, or the creditor when the subsequent payment is
carried out as a direct debit transaction.
Service provider A company or business that, on the basis of an agreement, issues the e-invoice data on
behalf of a trading partner or is active in the provision of support services necessary
to realise such processes. A service provider may also be a group of interconnected
service providers. Also called intermediary.
Technical reference The reference of EDI-formatted transactions. An unambiguous identification between
the creditor and the bank. The bank quotes the reference in its reply (status message)
to the creditor/sender.
VANS Value Added Network Services (VANS) – A closed communications network capa-
ble of distributing data and information.
XML Extensible Mark-up language.

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3 Message formats and exchange
3.1 Messages
Each message is available in the following formats:

From the Creditor to the bank

Message Comments Comma-sepa- EDIFACT SWIFT XML
rated
Collection Creation of collections. COLLECTION DIRDEB MT104 OIOXML
Limitations: See individ-
ual format descriptions.
Debtor Create, edit and delete COLDEBMOD - - -
amendment debtors. Limitations: see
format description.
Deletion Deletion of collection COLDELETE - - -
request and/or a debtor edit trans-
action. Limitations: see
format description.

From the bank to the Creditor

Message Comments Comma-sepa- EDIFACT SWIFT XML
rated
Debtor list Contains all active debtors COLDEBITOR - - -
see section 13.
Must be ordered in Busi-
ness Online or by EDI
support.
Receipt Contains confirmation of COLLACK CONTRL - -
file receipt.
Sent automatically from
Danske Bank to creditor if
status message has been
ordered.
Advice Contains payment infor- CRECSF CREMUL MT940 -
of payment mation. Must be ordered FINSTA
in Business Online or by
EDI support.
Status Contains status of a col- COLSTATUS BANSTA -
message lection or debtor amend-
ment. Must be ordered in
the collection file or
debtor amendment file.

Format descriptions can be retrieved online from the following link:

http://www.danskebank.com/en-uk/ci/Products-Services/Transaction-Services/Online-Services/Inte-
gration-Services/Formats/Pages/Collection-Service.aspx

The figure below shows how each message is used. The company can choose the messages needed to
cover their requirements.

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 Creditor Collection Service
Debtor amendment
1. Establishment of 2. Receive
debtor Debitor list Debtor amendment

3. Creation of Collection 4. Receive

collection collection

5. Validation of
6. Error handling Status: Accepted/rejected
collection collection

7. Delete collection Request for deletion 8. Delete collection

Status: Accepted/rejected
request for deletion

9. Process collections

11. Reconciliation Advice 10. Receive payments

3.2 Exchange of data

The customer can use the web interface in Business Online with manual handling.
Messages can also be sent and received via the channels used for exchanging payments and other in-
formation between the company and the bank, e.g. Business API, a fixed connection (FTP/VPN) or
via VANS and service providers.

AS for the bundling of OIOXML files sent via FTP, customers should contact EDI-support.

For more details about these channels visit the bank’s website at www.danskebank.dk/edi or contact
EDI-support, see section 7.3

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4 Collection Service overview
4.1 The idea of Collection Service
The idea of Collection Service is to offer “one point of entry” to create collections by using the exist-
ing infrastructure in each country. By using Collection Service the company only need one solution.

Without Collection Service a company with sales in more than one country will need to integrate each
domestic solution into their own ERP system.

To cater for customers’ different needs for collection service, Danske Bank offers two collection ser-
vice solutions: an online web interface for manual handling and/or a file solution.

4.2 Brief description of Collection Service

Collection Service is a system aimed at companies demanding an efficient collection process.

Collection Service is partly

 an online solution in Business Online in which collections and debtor mandates can be created
and listed manually
 an EDI-based solution for companies whose ERP system can exchange collection information
electronically on file.

Collection Service validates that the format and structure of the information given in the collections
and mandates observe the standards set before the collection is sent to the third party. We check that
the mandatory fields are filled out correctly, but we cannot check the contents of the fields as such.

Collection Service collects from your customers by making withdrawals via direct debit solutions, by
sending e-invoices or by forwarding paper invoices stating a unique reference (In-payment forms (lo-
cal payment)) or your bank account number. Collection Service also gives your company an updated
status on each collection.

As payments are deposited in your company’s account, you can receive a file listing payment details
to be used for bookkeeping in your ERP system.
All collections must be given a unique reference from your ERP system, which we forward, so that
you easily can identify each payment.

4.3 Your customers’ payment possibilities

Your customers can either register for one of the local direct debit solutions offered by the bank or ask
for an e-invoice/receive a paper invoice.

The Collection Service register keeps a record of which collection types your customers use.

Your company can collect from customers in the ways described in section 8.1.

4.4 Mandates/Agreements with your customers

Before you start sending direct debit transactions you must make sure that your company, if necessary,
has a mandate in place with the customer. Danske Bank will keep a register of your debtors in some of
the countries (see list below). The Collection Service debtor register will always contain detailed in-
formation about how your debtors want to be collected to the extent possible. Your company can com-
plement its own customer register by retrieving the debtor information from Collection Service.

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 12 of 49

The status of mandates is available in the Business Online web interface. By retrieving the debtor file
from the bank (COLDEBITOR) your company can see all active debtors.

Danske Bank has a register of those of your customers who have chosen direct debit solutions or e-
invoicing in the following countries;
 Danish Direct Debit B2C/B2B (Betalingsservice)
 Danish Direct Debit B2B (LeverandørService)
 Norwegian Direct Debit B2C/B2B (AvtaleGiro)
 Norwegian Direct Debit B2B (Autogiro)
 Norwegian e-invoice B2C (eFaktura)
 Swedish Direct Debit B2C/B2B (Autogiro)

There is an ACH in Poland and in the UK, but in neither country is the ACH responsible for handling
mandates.

Read more about how to create debtors in chapter 13.

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5 The process
This chapter gives a general description of the activities your company, as creditor/sender, must per-
form in connection with the use of Collection Service. For a more detailed description of a specific
area, we refer to other chapters in this guide.

It is important that you adapt your Collection Service solution to your needs. Therefore make sure to
consult with our Cash Managers and Customer Support who will be at your disposal when you are to
establish Collection Service.

The bank is ready to assist you with the planning and implementation of the solution.

5.1 Become a creditor in Collection Service

When your company has decided that Collection Service is a good solution, you must enter into an
agreement with the bank.

The bank registers the agreement and allocates a “CS (Collection Service) creditor number” to your
company. You can read more about which information is contained in the creditor agreement in chap-
ter 6.

When the conditions for the agreement have been agreed on, the Bank will set up the necessary agree-
ments with the clearing houses in each country.

5.2 Implement Collection Service

First, the company must clarify the collection types it wants to use and the messages to be exchanged.

Second, the technical implementation requires an adjustment of the company’s ERP system so that it
can generate and receive the requisite messages in the correct file format. Chapter 8 describes the
types of collection information in detail.

Before the solution can be used, it must be tested to see if it functions correctly. Read more about test-
ing in chapter 7.

5.3 Use of Collection Service

When the company has implemented and tested the solution, it is ready to use Collection Service.

If you want to collect payments as direct debit transactions, please note that in most cases the debtor
has to sign a mandate before the first transaction is made. Read more about debtor mandates in chap-
ter 13.

Once the testing is complete, the company can send its collections to Collection Service, which will
forward them to the debtors via the chosen channel.

After a collection, a payment – usually – follows. Payments can be advised in different ways. Read
more about how incoming payments are documented in chapter 14.

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6 Agreement
6.1 Agreement information
When the company is registered as creditor/sender in Collection Service, the bank creates a CS credi-
tor number. This is the main agreement identifier between Danske Bank and your company as a cus-
tomer to us. The CS creditor number created is attached to the Business Online agreement. Several
creditor numbers can be attached to the same Business Online agreement.

The CS creditor number is a unique number, which must be used as identification on all transactions
between the company and the bank. A company can have several CS creditor numbers but for each CS
creditor number there is only one fixed creditor postal address.

If a company wants to use different basic data towards different customers e.g. logos and address in-
formation, the company must use different creditor numbers. If, for example, collections are to be
made on behalf of different subsidiaries within the same group using different invoice addresses, you
must have a creditor number for each company/brand.

When a delivery is received from your company, the bank checks that the creditor number is attached
to the correct Business agreement.

A CS creditor number contains an amount of basic company information consisting of fixed texts and
information about the collection types chosen.

The company information, shown on the invoice, is split up in two; some of it is registered by the bank
and some of it registered by your company. Your company is responsible for checking that the infor-
mation is correct.

The bank registers the following basic information:

 Name and address
 Return address
 Company ID No./Organisation No.
 Logo

This information must be updated by the company:

 Return Address
 Telephone and fax numbers
 E-mail
 Website address
 Other

The basic information, which can be seen in the web interface in Business Online/Collection Service is
overruled by the file information if the information in the file is different.

One or more of these items in the contact information can be omitted. But the creditor/sender must en-
sure that the collections/invoices comply with legal regulations in each country.

Collection type information covers:

 Account number, Bankgiro number or FIK creditor number for collections via local invoice.
 Account number, BIC/SWIFT and IBAN for collection via bank account number
 Information for local direct debit solutions.
 Information for local e-invoicing solutions.

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 15 of 49

If the company wants to change the basic agreement, for example include new account numbers, or
extend the agreement, it will have to conclude a new/additional agreement with the bank.

6.2 Editing basic company information

The company can edit the fixed basic information, such as name, address, telephone number and ac-
count information in the web interface in Business Online.

6.3 Third party agreements

By signing the agreement with Danske Bank, you also authorise Danske Bank to sign your agreement
with a third party (ACH) and to use the domestic infrastructure on your behalf. In some countries,
however, statutory regulations provide that the company must also conclude a complementary agree-
ment on a specific service or/and with the domestic ACH. Danske Bank will notify you if this is re-
quired in your situation.

The establishment of a Collection Service agreement depends on how long it take the third parties in-
volved to complete their handling of the agreement. But an agreement is generally executed within
two weeks.

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 16 of 49

7 Testing
It is important that the company plans for a test period to get an opportunity to control the new process
before starting use of the service.

7.1 The purpose and the course of the test

The overall goal with the test is to make sure that the implementation will in fact produce the positive
effects aimed for.

The test should include:

Steps Responsibility
Agreement Company and
The agreement between Danske Bank and the company must be regis- Cash Manager in the bank
tered before the test period.
Test plan Company
The company must draw up a testing plan that ensures that the test will
cover all the functional areas to be used.
Communication test Company and
Check the communication set up between the company and the bank. EDI support in the bank.
It should work without problems.
Syntax test Company and
Validate the deliveries from the company, i.e. that the format complies EDI support in the bank.
with the specifications. (see section 7.2)
Test of end-to-end flow Company
The aim is to check basic company information – correct registrations
in Collection Service and to view the output, both the result of sent in-
formation and (return) files from the bank.

This test is done by sending transactions in production to a limited

number of customers. We recommend the company to register some of
the employees as debtors and use very small amounts in the transac-
tions.

7.2 Test marking

All messages can be marked as test (e.g. field 4 in the comma-separated format). A message marked
“test” will be validated, but never executed. A status file can also be performed and sent to the com-
pany.

A collection marked “test” will be validated as long as the business data is correct. It will then be re-
jected with an error message, which will be quoted in a status message:

“The collection is marked ‘test’ and cannot be executed”,

If a customer would like to see an example of a printed invoice, EDI Support can create a pdf-file
which shows an example of how the printed invoice will look like. In order for EDI Support to do so,
the collections to be executed as paper invoices must have a unique reference, must be local payments,
and must be marked as “test” (field 4=1 in the file). Contact EDI Support to set up this test.

Test of e-invoice (B2C) to private customers

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Before you start sending Swedish e-invoices you need to test the flow. Contact your Cash Manager
and Swedish EDI-support to test with BGC.

Before you start sending Norwegian e-invoices you need to test the flow.
Contact your Cash Manager and Norwegian EDI-support to test with BBS.

7.3 EDI support contact information

EDI supports the company during the test phase and will help you with questions regarding file solu-
tions.

EDI support contact information:

Country Telephone number e-mail address
Danske Bank in Denmark +45 70 114 115 [email protected]

Danske Bank in Norway +47 800 14 648 [email protected]

Danske Bank in Sweden 02 07 90 347 [email protected]

International number
+45 89 43 19 16
Danske Bank in Northern Ire- +44 28 90 311 377 [email protected]
land
Danske Bank in Ireland +353 1655 0200 [email protected]

Danske Bank in Finland +358 80 011 4503 [email protected]

Danske Bank in Finland +358 10 516 0100 [email protected]

International customers: +45 70 152 151 [email protected]

At local charge:

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 18 of 49

8 Collection information
This chapter gives a more detailed explanation of the information included in the collection messages
from the creditor. Click the following link to view the file formats for the supporting messages:
http://www.danskebank.com/en-uk/ci/Products-Services/Transaction-Services/Online-Services/Inte-
gration-Services/Formats/Pages/Collection-Service.aspx

8.1 Collection type

If your company know how its customers want to pay, you can indicate the requested collection type
for each customer.

Danske Bank also offers Collection Service to be set up to automatically decide, from the possible so-
lutions, how to collect from your customers. The following rules apply when Collection Service auto-
matically decides on the collection type.

If Collection Service automatically decides how to collect, the collection types rank as follows:
1) Direct debit, if the creditor has an agreement for a direct debit solution that supports the desired
currency, and Collection Service has registered the mandate. In most countries there must be a di-
rect debit agreement in place between the debtor and the creditor.
2) Paper based invoice with unique reference (OCR), if the currency code and the receiver’s country
code are the same and your company has a general agreement on In-payment forms
(FIK/GIK/KID/OCR) for the relevant country.
3) Paper based invoice with account number, if nothing else is possible.

If Collection Service automatically decides how to reverse a direct debit, the reversal types rank
as follows:
1) Direct debit, if the creditor has an agreement on a direct debit solution that supports the desired
currency, and Collection Service has registered the mandate. In most countries there must be a di-
rect debit agreement in place between the debtor and the creditor, and the creditor must also ob-
serve the deadlines.
2) Account transfer, if debtor’s account number is stated. Reversal via account transfers only applies
to accounts in Denmark. Approval must then be done manually in Business Online.
3) Money order or cheque.

All the collection types are listed below:

Country Collection type Code Type/comments
All Collection Service de- 010 See the description above
cides collection type
All Paper invoice with bank 011 Print. International paper invoice with IBAN/BIC
account number (SWIFT)
All Reversal – Collection Ser- 050 See the description above
vice decides the type of
reversal
All Reversal via account 051 See the description above
transfer
Denmark Direct Debit 101 Direct debit B2C/B2B. Only one debit entry for
(Betalingsservice) the same debtor per day per CS creditor number.
Denmark FIK/GIK payment 102 Reference payment in Danish Nets format. Print
of In-payment form. Printed type code 71, 15, 04

Country Collection type Code Type/comments

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 19 of 49

Denmark Direct Debit 103 Direct debit B2B.Only one debit entry per debtor
(LeverandørService) per day per CS creditor number.
Denmark e-invoice (OIOXML) 104 e-invoicing B2B OIOXML in combination with
with OCR an OCR payment.
The OIOXML will be converted to OIOUBL if
the receiver is registered as OIOUBL receiver in
the VANS or NemHandel network.
Denmark e-invoice (OIOXML) 110 e-invoicing (OIOXML) in combination with bank
with account number account payment.
The OIOXML will be converted to OIOUBL if
the receiver is registered as OIOUBL receiver in
the VANS or NemHandel network.
Denmark Reversal via Direct Debit 121 A reversal through the Danish Nets Direct Debit
(Betalingsservice) system with a limit on each transaction of DKK
20.000. Access to this service is limited, please
contact Danske Bank for further information.
Denmark Reversal via cheque 122 A reversal made with a cheque.
Denmark Reversal via Direct Debit 123 A reversal through the Danish Nets Direct Debit
(LeverandørService) system.
Norway Direct Debit (AvtaleGiro) 201 Direct Debit B2C/B2B. Direct Debit scheme
which can be used for both private persons and
companies.
Norway KID payment 202 Reference payment. Print of In-payment form.
Can be combined with eFaktura.
Norway Direct Debit (Autogiro) 203 Direct Debit B2B Only for business customers
(B2B).
Norway e-invoice (eFaktura) 204 e-invoice B2C. Only to private customers. Invoice
information is sent to an invoice server at BBS.
NOTE: This service is in The debtors can see and pay the invoice in eBank-
a pilot phase and not fully ing. Can additionally be used as pre-notification
tested. with AvtaleGiro. The incoming payments are the
same as for traditional KID payments or
AvtaleGiro. Invoice hotel at BBS.
Norway Reversal via Money order 221 A reversal with a so called Utbetalingsanvisning.
Sweden Direct Debit (Autogiro) 301 Direct Debit B2C/B2B. Direct debit form which
can be used for both private persons and compa-
nies.
Sweden OCR payment 302 Reference payment. Print of In-payment form.
Sweden Reversal via Direct Debit 301 A reversal through the BGC Direct Debit system.
(Autogiro)
Sweden Reversal via Money order 322 A reversal with a so called Utbetalningskort.
Finland OCR payment 402 Reference payment. Print of In-payment form.
Poland Direct Debit 501 Direct Debit B2C/B2B.

NOTE: This service is in

a pilot phase and not fully
tested.
UK BACS Direct Debit 701-704 Direct Debit B2C/B2B.

8.2 Amount
In collection, the amount indicates the amount to be transferred from the debtor to the creditor’s ac-
count. What is required in the way of amount depends on the format and type of collection. See the
following chart:

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 20 of 49

 Country Collection type Maximum amount Currency Comments
All Collection with account 999,999,999,999.99 All The collection can be
number made in any currency.
Denmark Direct Debit 99,999,999,999.99 DKK Sector dependent
(Betalingsservice)
Denmark FIK/GIK payment 99,999,999,999.99 DKK Sector dependent
Denmark Direct Debit 999,999,999.99 DKK Sector dependent
(LeverandørService)
Denmark e-invoice (OIOXML) See other Danish
collection types
Norway Direct Debit (AvtaleGiro) 999,999,999,999.99 NOK Sector dependent. Debtor
can fix a lower max.
Norway KID payment 99,999,999.99 NOK Sector dependent
Norway Direct Debit (Autogiro) 999,999,999,999.99 NOK Sector dependent. Debtor
can fix a lower max.
Norway e-invoice (eFaktura) 99,999,999.99 NOK Sector dependent
Sweden Direct Debit (Autogiro) 99,999,999.99 SEK Sector dependent
Sweden OCR payment 99,999,999.99 SEK Sector dependent
Finland OCR payment 99,999,999.99 EUR Sector dependent
Poland Direct Debit See comments PLN Private persons: max EUR
1.000 Legal entities: max
EUR 50.000.1
UK BACS Direct Debit 9,999,999,999.00 GBP Sector dependent

8.3 Originator’s reference/Payment identification

The originator’s reference, e.g. the payment identification, must be generated by the company’s own
system. The reference is quoted by the bank to the creditor on receipt of payments so that the creditor
can reconcile the original collection with the payment.

The information is required for all collection types.

What is required in the way of originator’s reference/the payment identification depends on the type of
collection. See the following table:
Country Collection type Min. Max. Modulus rule for Part of the
length length check digits incoming payment
Denmark Direct Debit 15 15 Yes, always
(Betalingsservice)
Denmark FIK/GIK payment 15/16 15/16 Modulus 10 , weights Yes, if the debtor has
2,1,2 etc. from the indicated it correctly
right (*1)
Denmark Direct Debit 15 15 Yes, if single trans-
(LeverandørService) actions are selected.
Denmark e-invoice (OIOXML) See other Danish col-
lection types
Norway Direct Debit 2 25 Modulus 10, weights Yes, always
(AvtaleGiro) 2,1,2 etc. from the
right

1
The maximum amount is the equivalent of an amount in EUR converted into PLN based on the average ex-
change rate published by the National Bank of Poland.

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 21 of 49

Country Collection type Min. Max. Modulus rule for Part of the
length length check digits incoming payment
Norway KID payment 2 25 Modulus 10, weights Yes, if the debtor has
2,1,2 etc. from the indicated it correctly
right (*2)
Norway Direct Debit 2 25 Modulus 10, weights Yes, if single trans-
(Autogiro) 2,1,2 etc. from the actions are selected.
right
Norway e-invoice (eFaktura) 2 25 Modulus 10, weights Yes, always
2,1,2 etc. from the
right
Sweden Direct Debit 1 15 No modulus control Yes, if single trans-
(Autogiro) actions are selected.
Sweden OCR payment 2 25 Modulus 10 weights Yes, if the debtor has
2,1,2 etc. from the indicated it correctly
right (*3)
Finland OCR payment - old 4 20 Modulus 10, check Yes, if the debtor has
version of reference digit calculated as indicated it correctly.
number product sum (weights
7, 3, 1, 7, 3, 1 etc.
from the right) minus
the nearest highest
tens. (*4)
Finland OCR payment – new 4 25 Modulus 10(*5) Yes, if the debtor has
reference number indicated it correctly.
Poland Direct Debit 1 20 None, alpha numeric Yes, always
UK BACS Direct Debit 6 18 None, alpha numeric No
All Collection with ac- 1 25 None Yes, if the debtor has
count number indicated it

 (*1) The payment identification on the Danish In-payment form consists of 15 digits, including the
check digit, which is the 15th digit. The payment identification on Giro in-payment forms 04 and15
consists of 16 digits including the check digit, which is the 16th digit. Computation of the check
digit on the payment identification must be made according to the modulus-10-method with
weight 2 on the last digit, 1 on the penultimate digit etc.

 (*2) The payment identification on the Norwegian In-payment form consists of 2-25 digits, in-
cluding the check digit, which is the last digit. Computation of the check digit on the payment
identification must be made according to the modulus-10-method with weight 2 on the last digit, 1
on the penultimate digit etc.

 (*3) The payment identification on the Swedish In-payment form consists of 2-25 digits, including
the check digit, which is the last digit. Computation of the check digit on the payment identifica-
tion must be made according to the modulus-10-method with weight 2 on the last digit, 1 on the
penultimate digit etc.

 (*4) The payment identification on the Finnish In-payment form consists of 4-20 digits, including
the check digit, which is the last digit. Computation of the check digit on the payment identifica-
tion is done by calculating the product sum with the weights 7, 3, 1, 7, 3, 1 etc. from right and then
subtract the product sum from the following number ending in zero.

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 (*5) The payment identification on the Finnish In-payment form consists of "RF" followed by a
number part.

8.3.1 Calculating check digits

Calculating check digits for payment identification must follow the methods specified below.

Below is an example of a check digit calculation for a 15-digit (incl. the check digit, which is the one
calculated now) payment identification with modulus 10. The weighting is 2,1,2,1,2,1,2 from the right.

Payer ID: 0 1 2 3 4 5 6 7 8 9 0 9 8 6

Specified
Weights: 1 2 1 2 1 2 1 2 1 2 1 2 1 2

Product: 0 2 2 6 4 10 6 14 8 18 0 18 8 12

Counter: 0 2 2 6 4 1 6 5 8 9 0 9 8 3

Gives: 0+2+2+6+4+1+6+5+8+9+0+9+8+3 = 63

Weights: Start from right (the end) and set every second number to 1 or 2

Product: Is the sum of each digit. Found by multiplying each digit in the payer identification by the
weight (payer ID * weights).

Counter: Equal to the product, however, if the product is greater than 9, the two digits are added to-
gether, thus giving a 1-digit counter (14 => 1+4=5). Alternatively it can be calculated by subtracting 9
from the product, thus also giving a 1-digit counter (14 => 14-9 = 5).

Sum of all digits in the counter row: Summarising all the numbers gives a total sum of = 63.

Sum of counters modulus 10 gives a remainder of 3.

Check digit: 10 – 3 (remainder) = 7. If the remainder is 0, then the check digit is 0.

The check digit is appended at the rightmost position and the 15-digit payment identification is there-
fore 012345678909867.

Example of a check digit calculation for a 20-digit (incl. the check digit, which is the one calculated
now) payment identification with modulus 10. The weighting is 7,3,1,7,3,1 from the right.

Payer ID: 0 0 7 6 2 6 8 0 7 4 2 0 1 2 0 0 9 0 4

Specified
Weights: 7 1 3 7 1 3 7 1 3 7 1 3 7 1 3 7 1 3 7

Product: 0 0 21 42 2 18 56 0 21 28 2 0 7 2 0 0 9 0 28

Counter:
Gives: 0+0+21+42+2+18+56+0+21+28+2+0+7+2+0+0+9+0+28 = 236

Weights: Start from right (the end) and set every second number to 7, 3 and 1.

Product: Is the sum of each digit. Found by multiplying each digit in the payer identification by the
weight (payer ID * weights).

Counter: Not performed for this method.

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Sum of all digits in the counter row: Summarising all the numbers gives a total sum of = 236.

Sum of counters modulus 10 gives a remainder of 6.

Check digit: 10 – 6 (remainder) = 4. If the remainder is 0, then the check digit is 0.

The check digit is appended at the rightmost position and the 20-digit payment identification is there-
fore 00762680742012009044.

8.3.2 Controlling check digits

Controlling check digits for payment identification can be performed as shown here.

Below is an example of a control of check digit for a 15-digit payment identification with modulus 10.
The weighting is 1,2,1,2,1,2,1 from the right.

Payer ID: 0 1 2 3 4 5 6 7 8 9 0 9 8 6 7

Specified
Weights: 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1

Product: 0 2 2 6 4 10 6 14 8 18 0 18 8 12 7

Counter: 0 2 2 6 4 1 6 5 8 9 0 9 8 3 7

Gives: 0+2+2+6+4+1+6+5+8+9+0+9+8+3+7 = 70

Sum of counters (70) modulus 10 gives a remainder of 0.

When the remainder is 0, then the check digit is correct and the control is in order.

Below is an example of a control of check digit for a 20-digit payment identification with modulus 10.
The weighting is 1,7,3,1,7,3,1 from the right.

Payer ID: 0 0 7 6 2 6 8 0 7 4 2 0 1 2 0 0 9 0 4 4

Specified
Weights: 7 1 3 7 1 3 7 1 3 7 1 3 7 1 3 7 1 3 7 1

Product: 0 0 21 42 2 18 56 0 21 28 2 0 7 2 0 0 9 0 28 4

Counter:
Gives: 0+0+21+42+2+18+56+0+21+28+2+0+7+2+0+0+9+0+28+4 = 240

Sum of counters (240) modulus 10 gives a remainder of 0.

When the remainder is 0, then the check digit is correct and the control is in order.

8.4 Technical reference

The technical reference at file level is used as unique identification of each transaction, but only with
EDI solutions. The reference is quoted in the status message. The technical reference is a reference
only between the bank and the sender and is not passed on to the debtor or anyone else.

A double check is made on the technical reference. If the system finds previously accepted collection
with the same reference, the collection will be rejected. The technical reference must therefore be
unique.

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If the collection is created via the web interface in Business Online, the unique technical reference will
be generated by the bank.

8.5 Creditor’s account number

The company’s account number is used to show which bank and account information must be indi-
cated on the printed invoice for collection with an account number, collection type 011.

The field must contain creditors’ account number, precisely as it was registered in Collection Service
(Basic information), otherwise the collection will be rejected. In other words, blank fields, hyphens,
points etc. must be indicated, if this was registered.
See rules for creditor’s account number below:
Country Collection type Comments
All Reversal via account transfer (code 051) If using one these collection types the col-
Denmark Reversal via cheque lection must contain an account number
Norway Reversal (via Utbetalingsanvisning) registered in Collection Service.
Sweden Reversal (via Utbetalningskort)
Denmark Direct Debit (LeverandørService) Any alternative credit account can be indi-
cated – this must be registered with Nets.
UK Direct Debit The collection must contain the BACS
number and account number registered in
Collection Service and BACS.

8.6 Payment/due date

If the collection is effected as a direct debit transaction, the payment/due date is the date on which the
automatic transaction must be initiated.

The term is set in basic creditor information (Headlines for invoice information) and it can be
amended by the creditor in the web interface in Business Online.

If the collection is to be printed as an invoice, it is this date that is indicated as due date on the invoice.

There are different requirements for the withdrawal date, depending on the collection type. See the
section delivery deadlines.

If the indicated date falls on a bank holiday, it can automatically be pushed forward to the next bank-
ing day.

If the document type is INV02 (Credit note), the term for payment date will be:
Lan- Term used in local language
guage
DK Forfaldsdato

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 ENG Due date
NO Forfaldsdato
SE Förfallodatum
FI Eräpäivä
TY Fälligkeitstag

8.7 Invoice date

The creditor can use the invoice date, if he wants a specific date on the invoice. Otherwise, Collection
Service will write the date when the invoice is printed.

If the document type is INV02 (Credit note), the terms for “day of issue” will be:
Lan- Term used in local language
guage
DK Udstedelsesdato
ENG Date of issue
NO Utstedelsesdato
SE Kreditfakturadatum
FI Asettamispäivä
TY Ausstellungsdatum

8.8 Debtor ID – Customer number

The Debtor ID is the company’s identification of the customer as a debtor/sender and it is the number
identifying the debtor in direct debit registration. This number will also always be found on the in-
voice.

In most cases there should be an agreement in place between the debtor and creditor and be registered
in debtor’s bank before the direct debit transaction is sent.

What is required of the customer number depends on the type of collection and the requirements made
by the different clearing houses (ACHs). Collection Service requires (system requirement) a customer
number for all collection types regardless of the collection type.

Debtor ID/Customer number as below:

Country Collection type Min. Max. Require- Comments
length length ments from
ACH
Denmark Direct Debit 1 15* Alphanumeric Capital letters only.
(Betalingsservice)* Control of existing
debtor mandate
Denmark FIK/GIK payment 1 15 N/A Can be part of OCR ref-
erence
Denmark Direct Debit 1 15* Alphanumeric Capital letters only.
(LeverandørService)* Control of existing
debtor mandate
Denmark e-invoice (OIOXML) 1 15 Numeric

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Country Collection type Min. Max. Require- Comments
length length ments from
ACH
Norway Direct Debit (AvtaleGiro) 1 25 Numeric Control of existing
debtor mandate
Norway OCR payment 1 25 N/A Can be part of KID ref-
erence
Norway Direct Debit (Autogiro) 1 11 Numeric Control of existing
debtor mandate
Norway e-invoice (eFaktura) 1 25 Numeric Control of existing
debtor mandate

Sweden Direct Debit (Autogiro) 2 16 Numeric Control of existing

debtor mandate.
Debtor ID can be a
Bankgiro number if the
Debtor is a company
Sweden OCR payment 1 15 N/A Can be part of OCR ref-
erence
Finland OCR payment 1 15 N/A Can be part of OCR ref-
erence
Poland Direct Debit 1 25 N/A
UK BACS Direct Debit 6 18 N/A
All Collection with account 1 15 N/A
number

*Note: When the COLDEBITOR file is sent from bank to the company, Danske Bank will always
prefix zero digits up to the max length 15 digits.

8.9 Invoice number

The invoice number is used for reference on printed invoices and e-invoices, as described in the chap-
ter on the invoice. When collection is made as an account transfer, the debtor is asked to quote the in-
voice number as reference.

If the invoice number field is not filled out, the required payment identification will be indicated as a
reference on the invoice.

If the document type is INV02 (Credit note), the terms for invoice number will be:
Lan- Term in local language
guage
DK Kreditnotanummer
ENG Credit note number
NO Kreditnotanummer
SE Kreditfakturanummer
FI Hyvityslaskun numero
TY Gutschriftsnummer

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8.10 Language codes
The language codes are specified according to the ISO 639-1 standard and are used for selecting the
language in which the debtor/receiver is to receive fixed texts on paper invoices.

The following language codes are supported:

Language Language code
Danish DA
Swedish SV
Norwegian NO
Finnish FI
English EN
German DE
French FR
Spanish ES

8.11 The debtor’s name and address

The debtor’s name and address are required to print out paper invoices, and this information must
therefore be included in the collection when necessary. The debtor’s name and address comprise
name, address, postal code, city and country.

If the address is outside the Nordic countries, the field postal code can be omitted as it cannot be vali-
dated.
 If the postal code field is filled out, it will be placed in front of the city name.
 If the postal code field is not filled out, the town field can contain the city and postal code in
that order (used with English and American addresses).
 The postal code is validated for Denmark, Sweden and Poland.

The address validation can only be omitted, if creditor is sending a file (Comma format –COLLEC-
TION) with collections.

8.12 The debtor’s account number

The debtor’s account number is used only with the following collection types:
Country Collection type Account number
Poland Direct Debit 28 characters – IBAN.

UK BACS Direct Debit 14 digits, where the first 6 are the banks Sort Code and the last
8 are the account number.

8.13 Pre-notification to debtor

You can send individual text lines to each debtor. The text lines are meant for specifying the collec-
tion. Some collection types can handle text lines on an account statement while others will need a
complementary invoice as pre-notification.

Text lines can be unstructured or structured. Structured text lines are printed in specific columns with
predefined headlines. The company can write this text in the desired language.

The company must ensure that the specification complies with the regulations for its line of business
or what has been agreed in each country for each collection type.

Text lines are subject to various restrictions depending on format and collection type (irrespective of
collection type).

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 28 of 49

  MT104 format: max. 4 lines
 DIRDEB format: max. 25 lines and 70 characters per line.

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Country Collection type Required Max. Max. characters Invoice/pre-notifica-
No. per line tion
of lines (see notes *1,*2, *3)
Denmark Paper invoice with OCR Yes 9999 Layout A: 80 Sent as separate in-
Norway reference or invoice with Layout B: 100 voice. (*1)
Sweden account number.
Finland
All Credit note Yes 12 35 Sent as separate in-
voice. (*1)
Denmark Direct Debit Yes 5000 60 Printed on the payment
(Betalingsservice) summary from Nets
(Betalingsoversigten).
Denmark Direct Debit No 9999 Layout A: 80 Sent as separate in-
(LeverandørService) Layout B: 100 voice. (*1)

Denmark e-invoice (OIOXML) Yes 9999 n.a. Structured invoice line

Norway Direct Debit Yes 42 80 Printed on the bank ac-
(AvtaleGiro) count statement.

9999 Layout A: 80 Sent as a separate in-

Layout B:100 voice. (*2)

Norway Direct Debit (Autogiro) No 9999 Layout A: 80 Sent as separate in-

Layout B: 100 voice. (*1)
Norway e-invoice (eFaktura) Yes 9999 80 Is shown in Netbank as
an e-invoice.
Sweden Direct Debit (Autogiro) No 9999 Layout A: 80 Sent as separate in-
Layout B: 100 voice. (*1)
Poland Direct Debit n.a n.a n.a Printed invoices are not
recommended in Col-
lection Service due to
national Polish rules.
UK BACS Direct Debit No 9999 Layout A: 80 Sent as separate in-
Layout B: 100 voice. (*1)

(*1) If a text line contains the code <newpage> the page will break, so that the subsequent text lines
are printed on the next page.

(*2) The pre-notification for AvtaleGiro can also be sent as a separate invoice, parallel to the bank ac-
count statement. The creditor needs to send it as two separate transactions to the bank, with two differ-
ent technical references.

(*3) Allowed characters are:

abcdefghijklmnopqrstuvwxyzABCDEFGHIJKLMNOPQRSTUVWXYZ0123456789 .,&-+*%/$

It is possible to make blank lines with an empty text line.

Text lines are written in a non-proportional script (Courier New) on the invoice, to enable the creditor
to format the text lines in columns etc.

Example of unstructured text lines:

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Date Voucher Amount
10102003 CREDIT NOTE 127873 -1,028.28
17102003 INVOICE 127812 302,827.10
23102003 INVOICE 127897 78,112.25
_________________________________________________________________________
Total October 379,911.07

Example of the construction of structured text lines:

Item no. Description Quantity Unit Tax Unit price Amount(vvv)

xxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxx yy xxxxxxxxxxxyyyyyyyyyyyyyy

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Net amount yyyyyyyyyyyyyy

Taxable amount yyyyyyyyyyyyyy
Tax amount (yy%) yyyyyyyyyyyyyy
Total amount (vvv) yyyyyyyyyyyyyy

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9 Deadlines
To insure prompt delivery of a collection, it must be received within the delivery deadline for the rele-
vant collection type. Each collection type has different delivery deadlines owing to national clearing
and product clearing rules. The deadlines set by Collection Service are therefore ahead of the national
ones to ensure collections are delivered on time to each country’s individual infrastructure/system, see
the chart below.

A delivery can contain both collections that are rejected because the delivery deadline is past due, and
collections that are accepted because they comply with the delivery deadline.

If the creditor has indicated an alternative collection form the bank will try to use this if the delivery
deadline for the principal task cannot be complied with.

If Collection Service decides on the collection type, the delivery dead lines will be taken into consider-
ation when a collection type is chosen.

The company is responsible for punctually advising its customers by the pre-notification.

Deadlines in Collection Service (CET – Central European Time):

Country Collection type Delivery dead- Pre-dating Comments
line
Denmark Paper invoice with 19:00 banking Payment Transactions received before deliv-
Norway FIK/GIK/OCR/KID days date not ery deadline, on day 0, will be
Sweden reference validated. printed and sent on day 1, and re-
Finland ceived by debtor on day 2 (Den-
Invoice with account mark) at the earliest, but not later
number. than day 6 (other countries).
Denmark Direct Debit 9:00, on 6th last 180 days Collections received after 6th last
(Betalingsservice) banking day in banking day and before 3rd last
the month for banking day will be executed at
payments that double rate.
fall due on a day
in the subsequent
month.
Denmark Direct Debit 14:00 90 days Collections received before delivery
(LeverandørService) deadline, on day 0, will be executed
With text lines: on day 1.
At least 4 days Repayments received before deliv-
before the pay- ery deadline, on day 0, will be exe-
ment. cuted on day 2.

If there is more than one payment

for the same debtor at the same
Without text date, only the payment received last
lines: will be executed.
The day before
the payment. Pre-notification must be received by
the debtor not later than three bank-
ing days before payment.
Denmark e-invoice (OIOXML) Delivered to Payment Direct debit delivery time applies if
third party within date not OIOXML is combined with Danish
1 hour. validated. Direct Debit.

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Country Collection type Delivery deadline Pre-dating Comments

Norway Direct Debit 12:00 365 days

(AvtaleGiro) With text lines: With text lines:
and the Last banking day in Pre-notification is part of the bank
combination the month before pay- account statement.
AvtaleGiro ments, until after the
with eFaktura 15th of the next
month.

Without text lines: Without text lines:

9 calendar days before Pre-notification received by the
payment day. debtor 7 banking days before.
Norway Direct Debit 12:00 360 days Collections received before delivery
(Autogiro) deadline, on day 0, will be executed
on day 1.

Separate invoice should be sent to

debtor. Creditor can agree with
debtor about periodic pre-notifica-
tions.
Norway e-invoice 12:00 Payment Collections received before delivery
(eFaktura) date not deadline, on day 0, will be pre-
validated. sented to the debtor on day 1.
Sweden Direct Debit 13:00 360 days Collections received before delivery
(Autogiro) deadline, on day 0, will be executed
on day 1. Pre-notification should be
received by the debtor not later than
8 days before due date. New agree-
ment, see Debtor Mandate.
Poland Direct Debit 14.00 180 days Collections received before delivery
deadline, on day 0, will be executed
on day 1.
UK BACS Direct 18.00 180 days Collections received before delivery
Debit deadline, on day 0, will be executed
on day 2.

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10 Receipt and status message
When the company sends a delivery with collections, deletions or debtor amendments, it can receive
two receipts:

 A receipt, issued automatically upon receipt of the collection file (COLLECTION) delivery (COL-
LAK).
 A status message (COLSTATUS/BANSTA), which must be ordered in the (COLLEC-
TION/DIRDEB) file, informing on the status of the specific collections and debtor amendments in
a delivery.

When the creditor generates the collection, he can order three different types of status files (COLSTA-
TUS/BANSTA) in the (COLLECTION/DIRDEB) file.

The information contained in the three types of status files:

 all status messages (rejected and accepted collections)
 only negative status messages (rejected collections)
 only positive status messages (accepted collections)

It is possible to receive several status messages on each collection. After a collection file is sent in by
the company, Collection Service will first validate the collections and then send a status file to the
company. In that case the message type (field 5) will be 01 or 02.

 Every morning at around 05.00 CET Collection Service generates a daily status file containing all
changes in the collections – third parties have validated the collection. In this case the message
type (field 5) will be 03.

The company will only get one status update on each debtor amendments (COLDEBMOD). If the
creditor has asked for a status file (COLSTATUS), he will receive it after Collection Service has vali-
dated the file (COLDEBMOD). Therefore the status file can only contain message type 01 or 02 (field
5). Danske Bank therefore recommends the company also use the web interface in Business Online to
check the status of debtor amendments.

If there is a format error in a delivery in relation to the format description, the whole delivery will be
rejected.

The company must make sure that it receives the expected receipts and that the collections in the de-
livery have been accepted to ensure that the collections have been executed. Note that the collection
may be accepted by Danske Bank only to be rejected by debtor’s bank or clearinghouse
(Nets /BGC). Therefore the status of a transaction can change several times.

The status message contains a status code for every collection/debtor amendment/deletion request and
a text describing the relevant status code.

Alternatively, you can always see the status of collections and debtors/receivers in the web interface in
Business Online.

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The status message contains information on:
 A collection/debtor amendment/deletion request has been rejected due to a validation error.
 A collection/debtor amendment/deletion request has been accepted and will be processed.
 A direct debit collection has been debited on the debtors account, applies to:
 Danish Direct debit (Leverandørservice/Betalingsservice)
 Norwegian Direct Debit (Autogiro)
 Swedish Direct debit (Autogiro)

10.1 Error types

A list of all the error and status codes is available in the code list published online:
http://www.danskebank.com/en-uk/ci/Products-Services/Transaction-Services/Online-Services/Inte-
gration-Services/Formats/Pages/Collection-Service.aspx

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11 Legal aspects of an invoice/e-invoice
The European Commission has decided that all invoices (whether it be paper invoices or e-invoices)
must observe the rules stipulated in the EC Directive on Invoicing (2001/115/EC) and the VAT Di-
rective 2006/11/112/EC. Directive Invoicing (2001/115/EC) provides a single European standard for
invoice content. These directives are incorporated into national legislations, and it is the company’s
responsibility to ensure that it observes the rules for each country.

Invoice contents
Under the European Council Directive 2001/115/EC of 20 December 2001 (hereafter referred to as the
European Invoicing Directive), the mandatory contents of an invoice are as follows:

Content Comment
Date of issue of the invoice
A sequential number, based on one or more series, which uniquely Manual handling in
identifies the invoice CS web interface
VAT identification number of supplier
VAT identification number of customer in case where the customer is limitation: not fully
liable to pay the VAT due supported in CS
Full name and address of supplier
Full name and address of customer
Quantity and nature of the goods supplied or the extent and nature of
the services rendered
Date of supply of goods or rendering of services or date on which pay-
ment of account was made if different from invoice date
Price per unit
Any discounts or rebates not included in the unit price limitation: not fully
supported in CS
Taxable amount per rate or exemption
VAT rate applied limitation in CS web
interface: only VAT
rate 25%
VAT amount payable in the national currency

Special cases
Please also be aware of the following special rules:

 Where an exemption is involved or where the customer is liable to pay VAT, reference to the pro-
vision of the 6th Directive, the national legislation or any other indication

 Where the person liable to pay the tax is a tax representative; the identification number for VAT
purposes, together with full name and address

 Local requirements not in compliance with the Directive

If your company is in doubt about the rules/laws in the specific country please contact a legal advisor
for more information.

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12 Printing
This chapter is concerned with collections on paper e.g. paper invoice, an account statement, a re-
minder or a pre-notification or payment summary.

12.1 Document types

Danske Bank offers your company to choose between the following document types:
 Document with an In-payment form (OCR-reference)
 Printed invoices/credit notes with account information
 Printed invoices/credit notes without account information
 Direct Debit pre-notification on paper
 Credit note

There are printed text lines on:

 Denmark: Betalingsservice payment summary (Betalingsoversigten) – printed out by Nets
 Norway: BBS AvtaleGiro – printed out on the bank note by each bank.
 Sweden: Reversed payment (Utbetalningskort) printed out by BGC
 Direct Debit pre-notifications on paper printed out by Collection Service
 Printed invoices/Credit notes printed out by Collection Service

12.2 Invoice layout

The invoice/credit note comprises:
 Sender and recipient information
 Logo
 Invoice information and specification
 Unique reference (local payment) or account and bank information

The paper print is made on plain, white paper with black and white print. No use of grey scale.

If there is not enough space for the text lines to be on one page, the unique reference will be printed on
page one and the text lines will be printed on the following pages. Otherwise, both the unique refer-
ence and the text lines will be printed on the first page.

In a “small” letter we send 1-7 pages in the same envelope with a maximum weight of 50 grams. In a
large letter we send 8-50 pages.

We send all letters with Economy Mail from Denmark. This means a receiver in Denmark will receive
the mail on day 2 and receivers in other countries not later than on day 6.

The fixed texts in the invoice can be in Danish, Swedish, Norwegian, Finnish, English, German,
French or Spanish. This is controlled by the language code (see 7.11).

The invoice is sent in a plain white envelope with a large window in the left corner, so that the sender
and recipient information are legible in the same window.

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12.3 Sender and recipient information
Sender information is retrieved from the basic company (creditor) information, see section 6.1.
Debtor/Receiver information originates from the name and address fields of each collection.

12.4 Logo
The logo appears in the top right hand corner of the invoice. There are certain requirements for the
logo provided by the creditor:

 Max. 8.0 cm wide

 Max. 2.5 cm high
 1-bit black and white (no grey scale).
 TIF format (not compromised)
 300 DPI (dots per inches).

The logo should be sent to EDI support e-mail: [email protected] It may take up
to one week before the logo is registered in company’s agreement.

12.5 Invoice information

The invoice information comprises customer number, invoice number, invoice date and due date. The
information is shown in a box. The creditor/sender can decide what the heading should be, unless the
default values named above apply. For example, “Invoice number” can be replaced by “Account state-
ment” and “Customer number” can be replaced by “Subscription number”.

You can find this in the format description under “type”.

You can set the default values online in Business Online under Creditor/Basic information.

12.6 Specification
The specification comprises a title and the text lines sent with the collection.

The company can decide what the text should be if it finds the default values not suitable. If, for in-
stance, the company does not want to use the default title “Invoice”, it may change it to something
else.

Forcing a page break is done by writing a text line containing <newpage>.

See section 8.13 for more specific information.

12.7 In-payment form

A reference payment printed on an In-payment form varies from country to country as the forms must
comply with specific requirements and standards for each country.

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Below is an example of Danish In-payment form:

12.8 Paper invoice with bank account number

An account number and bank information can be printed on the invoice and could be used if the col-
lection is needed:
 the creditor does not want to use a unique reference.
 payment is effected outside the four Nordic countries.
 the amount is in a foreign currency which cannot be used on an In-payment form or in a direct
debit transaction.

An IBAN (Identification Bank Account Number) is required for cross-border payments. Several dif-
ferent accounts can be registered for this purpose so that the company can use local accounts in Ger-
many, France, and Italy etc.

In this case, the following text will appear after the specification on the invoice:

The text shown above can be printed in Danish, Swedish, Norwegian, Finnish, English, German,
French or Spanish, depending on the debtor language code indicated on the collection.

12.9 Credit notes

Printed credit notes are available with the following headlines:

If the document type is INV02 (Credit note), the terms for credit note will be:
Lan- Term in local language
guage
DK Kreditnota
ENG Credit note
NO Kreditnota
SE Kreditfaktura
FI Hyvityslasku

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 39 of 49

 TY Gutschrift

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 12.10 Example

This figure illustrates the contents and layout of an invoice.

Company information (fixed text) is always
taken from Business Online “Basic infor-
mation” . Max. 60 characters per piece of infor-
Return address (fixed mation, depending on language. Information
text) is always taken can be e.g.:
from “Basic infor-  Name and address (3-4 lines)
mation”. Four lines of 35  ID/Org. No.
characters.  Telephone
They are not country  Telefax
specific.  E-mail
 Website

Debtor’s/Sender’s name
and address from each
collection.

Headings
Either default values registered in
Business Online or texts sent with
each individual collection.
Variable texts
Variable texts are sent with each
collection.

Title
Max. 50 characters, depend-
ing on language. Default
value is “Invoice”, unless Text lines
the creditor indicates other- From each collection.
wise for each collection. Number of lines and charac-
ters per line is described in
chapter 7.14.

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13 Debtor mandate
Before effecting a direct debit or sending an e-invoice, you must enter into an agreement with your
customer. The type of agreement depends on the type of collection. A debtor mandate is an agreement
between the debtor and the creditor which allows money to be withdrawn from the debtor’s account to
creditor’s account (direct debit).

13.1 How to establish an agreement/mandate

As creditor, you can establish debtor mandates manually in Business Online. See the document “Get-
ting started” in the web interface in Business Online/Collection Service.

Debtor mandates can also be created and sent by file to Collection Service.

If your company needs to create many debtor mandates you can use the COLDEBMOD message
which is a part of the comma separated file format (see format description) for creating debtor man-
dates.

The table below describes how to create a mandate/agreement and how it is registered in Collection
Service (CS):
Country Collection type How to enter a mandate/agree- Registration in Collection
ment. Service.
Denmark Direct Debit Written agreement, e.g. in a con- The creditor sends the
(Betalingsservice) tract, with the creditor. The creditor COLDEBMOD message to CS
must be able to document the exist- with a request to establish. CS
ence of a mandate with the debtor. passes on the establishment to
Nets.
If the mandate is deleted by mis-
take, and there are unsettled col-
lections, creditor has to wait 4
banking days from the latest due
date, before the same
debtor ID/customer number can be
registered again.
If there are no unsettled collec-
tions, the mandate can be recreated
the day after.
The debtor registers via eBanking. Nets sends information about the
registration to CS which also reg-
isters it.

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Denmark DK Direct Debit Written agreement, e.g. in a con- The creditor sends the
(LeverandørServ- tract, with the creditor. COLDEBMOD message to CS
ice) with a request to establish. CS
passes on the establishment to
Nets.
If the mandate is deleted by mis-
take, and there are unsettled col-
lections, creditor has to wait 4
banking days from the latest due
date, before the same
Debtor ID/customer number can
be registered in LeverandørServ-
ice.
If there are no unsettled collec-
tions, the mandate can be recreated
the day after.
The debtor requests his bank to es- Nets sends information on the reg-
tablish the mandate. istration to CS which also registers
it.
Norway Direct Debit The debtor registers via his local BBS sends information on the reg-
(AvtaleGiro) branch or eBanking. istration to CS, who also registers
it.

Collection Service Implementation Guide, version 7.1, 21 September, 2017 Page 43 of 49

Country Collection How to enter a mandate/agreement. Registration in
type Collection Service
Norway Direct Debit Written mandate, e.g. in a contract, with the The creditor sends the
(Autogiro) creditor. mandate information in
file or uses the CS web in-
terface. CS passes on the
establishment to BBS. The
first transaction can be
made after 10 days.
Norway e-invoice The debtor registers via eBanking. BBS sends information on
eFaktura) the registration to CS, who
also register it
Sweden Direct Debit Written paper mandate with the creditor. The The creditor sends the
(Autogiro) creditor must be able to document the existence COLDEBMOD message
of a mandate with the debtor. to CS with a request to es-
E-mandate via BGC website with an electronic tablish. CS passes on the
signature. The creditor must be able to docu- establishment to BGC.
ment the existence of a mandate with the debtor.
The debtor registers via eBanking. BGC sends information
about the registration to
CS which also registers it
(pre-notification has to be
sent).
The debtor registers via his local branch or via
Poland Direct Debit eBanking. None
The debtor registers via the bank branch.
UK BACS Direct None
Debit

13.2 Debtor overview

In Business Online you can get an overview of all your company’s mandates/agreements with a cus-
tomer. It is possible to add names and addresses manually.

The debtor overview can be ordered as a file in the comma-separated format COLDEBITOR. The file
can be sent at regular intervals or on request.

The overview contains all debtors* with information about

 the debtor’s customer number
 the agreement’s establishment date, effective date and expiry date, if any
 the debtor’s collection type

*See section 4.4 for more details about limitations.

13.3 Moving current debtor agreements

The following sections describe how to move current debtor agreements.

Direct Debit in Denmark

If your company already has an agreement with LS/BS (Danish Direct Debit), the bank can help with
getting existing debtor agreements moved to Collection Service. The moving must take place at the
right moment after already existing collections have been paid. The Creditor has to inform the bank
when he makes the agreement about Collection Service.

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Direct Debit in Norway
If your company already has an agreement with BBS (Autogiro/AvtaleGiro), the bank can help with
getting existing debtor agreements moved to Collection Service.

Direct Debit in Sweden

If your company already has an “Autogiro” agreement (gennemstilling), the bank can help with get-
ting existing debtor agreements moved to Collection Service. Please contact your cash manager for
more detailed information.

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14 Incoming payments
Incoming payments on the company’s account can be booked as direct debit transactions or payments
with a unique reference or account transfers. The payment information can be delivered in different
formats. The mandatory information on payments varies from format to format.

Note: The CS creditor number is not included in the incoming payment information as this is reported
on the basis of account numbers and the like.

14.1 Documentation of incoming payments in the account statement

Country Collection type Information for account Example

Denmark Direct Debit Single entries or total sum

<Payment identification>
(Betalingsservice) per booking day or
Incoming payments IK/BS
Denmark OCR payment Single entries or total sum Various payments. <FI creditor num-
per booking day per FI credi- ber>
tor number
Denmark Direct Debit Single entries or total sum <Payment identification>
(LeverandørService) per booking day per creditor or
number Lev. serv. betal <Nets-creditor no>
Norway OCR payment Total sum per booking day OCR with KID Total
per type CREMUL with/KID Total
CREMUL Electronic payment Total
CREMUL Giro payment Total
Norway Direct Debit Total sum per booking OCR with KID Total
(AvtaleGiro) day. CREMUL with/KID Total
Norway Direct Debit Single entries or total sum OCR with KID Total
(Autogiro) per booking day. CREMUL Autogiro Total
Norway e-invoice (eFaktura) As Norwegian OCR payment See Norwegian OCR payment
Sweden OCR payment Total sum per booking day OCR <Bank giro number>
per Bankgironumber
Sweden Direct Debit (Auto- Single entries or total sum <Payment identification>
giro) per booking day or
AUTOGIRO <Bank giro number>
Finland OCR payment Single entries or total sum <Payment identification> or free text,
per booking day. depending on how the debtor pays.
or
Reference giro
Poland Direct Debit Single entries DirectDebit

UK BACS Direct Debit Total sum per booking day Direct Debit <BACS ID>
per BACS number
All Account number col- Single entry per payment Information on transfer depends on
lection the debtor

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14.2 Reconciliation of collections

Country Collection type Payment information Payment reconciled as follows

Denmark GIK/FIK Payment identification With OCR payment from payment

In- payment form identification
Denmark Direct Debit Payment identification With payment from payment identi-
(Betalingsservice) fication
Denmark Direct Debit Payment identification Reconciliation can be performed if
(LeverandørService) collection is accepted in CS
Norway Direct Debit Payment identification From payment identification
(AvtaleGiro)
Norway KID In-payment form Payment identificationWith OCR, from payment identifi-
cation
Norway Direct Debit Payment identification Reconciliation can be performed if
(Autogiro) collection is accepted in CS
Norway e-invoice (eFaktura) Payment identification With OCR payment, from payment
identification.
Sweden Direct Debit Payment identification Reconciliation can be performed if
(Autogiro) collection is accepted in CS.
Sweden OCR In-payment form Payment identification With OCR payment, from payment
identification.
Finland OCR In-payment form Payment identification With OCR payment, from payment
identification.
Poland Direct Debit Payment identification With payment, from payment iden-
tification
UK BACS Direct Debit - Reconciliation can be performed, if
collection is accepted in CS
All Account number Payment identification, if the With payment, from payment iden-
invoice number is not given tification, if the invoice number is
not stated

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14.3 Incoming payments via Direct Debit
When collection is made via Direct Debit, the company will generally be able to reconcile incoming
payments at the time of collection since as direct debit payments will usually always be executed (un-
less the debtor rejects the payment or the agreement is terminated). Otherwise, the company will be
notified.

The information about incoming payments depends on the direct debit solution.

Collection Service receives information about paid or unpaid direct debit transactions. This infor-
mation can be seen in the Collection Service web interface (use the search criteria “paid” or “unpaid”).

It is also possible to receive the information in a status file (COLSTATUS/BANSTA) – if it has been
ordered.

The company can agree to Collection Service booking the payments as single entries into the account
stating the payment reference. In this way, the company can make automatic reconciliation from the
electronic balance statement (EDIFACT/FINSTA or SWIFT/MT940) or other kinds of electronic ad-
vice.

If the creditor wants to separate the reconciliation from direct debit transactions, the company can
choose to keep a certain account for direct debits.

The creditor can also choose to get the payment information as a sum post on the account

14.4 Incoming payments with unique reference (local payments)

The company will usually be able to reconcile payments on the basis of the payment identification.

On Danish OCR payments (FIK/GIK), the payment identification must be stated. This is not required
for Norwegian, Swedish and Finnish OCR payments. But it is possible to actively choose the means of
checking the payment’s identification.

In Swedish OCR, you can choose “hard control”, and only payments that pass the modulus check will
go through eBanking. This functionality must be chosen in the registration form to BGC. Danske Bank
also recommends that the creditor opt to receive payments without an OCR reference and establish an
alternative Bankgironumber as a complement.

In Norway, you can choose “refusal of payments with missing or invalid KID”, but this does not guar-
antee KID reference on all incoming payments. The creditor must add this functionality on the regis-
tration form sent to BBS.

14.5 Incoming payments via account transfer

Payment information depends on the debtor, who can pay one or more invoices in one transfer. It is up
to the debtor which information he gives about the payment. To make reconciliation easier for the
company, the invoice contains a note to the debtor, urging the debtor to quote a reference (an invoice
number or payment identification).

14.6 Account in a foreign bank

If the company has a collection account in a foreign bank, this bank can send an electronic account
statement (MT940 via SWIFT) to the bank, which can make the information available via Business
Online, forward the MT940 directly or convert it to an EDIFACT/FINSTA. These messages can then
be transferred to Collection Service for an overall view.

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14.7 Advice formats
The creditor can choose between the local advice formats, the bank’s comma-separated format or one
of the standard formats EDIFACT/CREMUL and SWIFT/MT940.

The creditor can enter into an agreement with the bank on how incoming payment information should
be supplied. Please consult your cash manager or EDI support.

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