Invoice Mandates

The Invoice Mandates page is used to manage the mandates (direct debit / SEPA mandates) that are used in invoicing. An invoice mandate bundles the legally relevant details of a mandate – reference, legal name, IBAN, bank details and VAT number. The page is aimed at administrators and is only available if the invoice mandates module is activated.

1. Navigation and Requirements

The page can be reached via the Commercial › Invoice Mandates area.

Note: Access is restricted to users with administrator rights and requires the invoice mandates module to be active.

2. Overview (Table)

The overview lists all invoice mandates of the main group of the currently active group in a table (see section 3). Each row represents one mandate.

Standard Columns

Sorting and Search

By default, the list is sorted in descending order by Id, so the most recently entered mandates are at the top. Clicking a column heading sorts the list in ascending or descending order. Each column also offers its own filter. The quick search of the table lets you filter by Short Name and Legal Name (in all entered languages).

Opening a Mandate

A double-click on a row opens the mandate for editing in the dialog (see section 4).

3. Group Assignment

The page has no group filter of its own. Invoice mandates are always saved on the main group (parent group). The overview follows the currently active group and shows the mandates of its main group. When the active group is changed, the list is reloaded automatically.

4. Creating or Editing a Mandate

Mandates are entered or edited in a freely movable dialog window. The dialog is titled Add invoice mandate or Edit invoice mandate. Only one dialog is open at a time.

Creating a New Mandate

1. Click the «Add» button in the toolbar.
2. Fill in the fields in the dialog.
3. Create the mandate with «Save». The table is then updated.

A new mandate is automatically saved on the main group of the currently active group.

Editing a Mandate

1. Open an existing mandate by double-clicking it, or mark it and click «Edit».
2. Adjust the desired fields.
3. Apply the changes with «Save».

Fields in the Dialog

Note: The legal name can be entered directly in the dialog in several languages. In the table and in selection fields it is displayed in the user's active language.

Checks When Saving

• Unique short name: Within the same group, a Short Name may occur only once. If a mandate with the same short name already exists, saving is rejected with an error message.
• IBAN format: The IBAN must start with a two-letter country code and two check digits, followed by 11 to 30 letters or digits; spaces are allowed. Only the structure is checked, not the checksum. The field shows Ex. CH96 0000 0000 0000 0000 0 as an example.
• VAT number format: The number consists of a country prefix, 5 to 14 digits and an optional suffix. The field shows VAT-No., ex. CHE-106.239.882 MWST as an example.

5. Deleting Mandates

Mandates that are no longer needed can be removed from the overview.

1. Mark one or more mandates.
2. Click the Remove button in the toolbar.
3. Confirm the security prompt Are you sure you want to delete invoice mandates?.

The marked mandates are removed and are then no longer available for selection. Deleting several mandates at the same time is supported.

Note: Deletion is restricted to users with administrator rights.

6. Toolbar, Templates and Layout

The toolbar of the overview offers the following tools:

• Add / Edit: Create or modify mandates (administrators only).
• Templates: The current column and filter configuration can be saved as a template and restored with a click. Marked templates appear as their own buttons in the toolbar.
• Column / Layout management: Visible columns, order and arrangement of the table can be adjusted and reset.
• Refresh: Reloads the list.
• Clear filter: Removes all active column filters.
• Export and selection: The table can be exported; buttons let you mark rows in bulk.

The configuration is saved per user and is retained after logging out. Column layouts saved on the previous version of the page are not carried over.

7. Use in Other Areas

Entered invoice mandates are available as a selection on further commercial pages and in invoicing. In the corresponding selection fields you can search by short name or legal name; with many entries, the matches are loaded page by page. This makes it easy to assign a mandate to an invoice or a transaction quickly.

8. Summary: Available Actions