Specs
Collection Mandate specs
Setup notes and briefing numbers for Collection Mandate.
Mandate fields before first debit
The Collection Mandate specs page lists the practical details a team should pin down before a mandate goes live. It helps ops, product, and compliance people check fields, records, and handover points without wading through sales copy.
List the account holder details, debit day, amount rules, and the channel used to accept the mandate. For a South African collection setup, the spec should also state whether DebiCheck applies, what proof of acceptance is stored, and which team keeps the original record. If a merchant changes pricing, the note must show how amendments are issued and linked back to the customer profile.
Capture checks matter more than polished wording here. Record the exact reference format, the customer identifier, and the handoff point between sales, onboarding, and collections before the first submission goes out. Missing one of those items usually creates disputes later when a debit line appears on a bank statement with no clear trail.
Records ops should pin down
A usable spec names every document and system touchpoint tied to the mandate. Include the source form, stored consent record, bank submission file, and the exception queue for failed or disputed collections. Teams need one version that matches what happens in production, not a meeting summary with gaps.
If questions need to be sent through the contact form, include the current field list, sample mandate text, and a screenshot of the capture step so the spec can be checked against the live setup.
- Debit day, cycle, and retry rules
- Reference format used in bank files
- Stored proof of customer acceptance
Checks for South African bank runs
Collection Mandate specs should reflect local bank behaviour, customer dispute patterns, and the difference between once-off authority and recurring debit consent. Where DebiCheck is part of the process, note the authentication step, status values returned, and what happens when a customer does not approve in time. Where DebiCheck is not used, the retained proof requirements should be stated plainly.
Public holidays, month-end volume, and salary dates can affect submission planning and follow-up work. Some teams split consumer and business collections because contact details, authority wording, and escalation routes differ. The spec should show who reviews unpaid items, who may resubmit, and when service access or delivery is paused.
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Briefing pack for mandate review
Send the current mandate wording, field map, sample customer journey, and any rejection codes seen on recent runs. Add timing for capture, banking submission, and internal approval so the review covers the full collection chain.
Keep the mandate spec with the customer notice template and the collections reconciliation note. When finance asks for backup, that bundle should show who authorised the debit, what amount rules applied, and which bank response was received for the run.
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