Adding a direct debit return rule

• 21/10/2025
• 4 minutes to read

Use direct debit return rules to automate actions when a bank returns a direct debit. You can define rules based on return reason codes, customer numbers, or optional transaction filters. These rules help you automate follow-up actions, such as blocking a customer or mandate after multiple failed payments.

Examples

You can create rules to automatically take action based on specific conditions. For example:

• Block a customer after three returned payments.
• Block a mandate after two returns, regardless of the customer.

When you post a reconciliation, all processed direct debit returns are stored in the Posted Direct Debit Return Entry table. The system checks each entry created during posting against the filter criteria of all rules. If a match is found for the direct debit return rule, the defined action (such as for example blocking the customer or blocking the mandate) is executed. Applied rules appear in the FactBox on the Posted Direct Debit Return Entries page.

To add a direct debit return rule

To add a direct debit return rule:

1. Search () for and select Direct Debit Return Rule.
2. On the action bar, click New.
3. Enter the rule details:
   • Code – enter a unique code.
   • Description – enter a short description.
   • Disable – turn on if you want to keep the rule but not use it.
4. In the Applies to section, define where the rule applies. For the Return Reason Code field the options are:
   • Select one code to apply the rule for one return reason code only.
   • Select Add Additional Return Reasons to pick multiple codes.
   • Leave blank to apply to all codes.

     Tip

     The Additional Return Reasons FactBox on the right lists all selected codes.

5. Customer No.:
   • Select one customer number to apply the rule only to that customer.
   • Leave blank to apply to all customers.

     Tip

     To exclude a specific customer from a general rule, create a separate rule for that customer and set a high value in Required No. of Direct Debit Returns. This will override the general rule.

6. Add an optional filter. For example, to apply the rule only to a specific bank transaction type, select a Bank Transaction Code.
7. In the Direct Debit Return Action column, define the action. The options are:
   • Block Customer Shipping – prevents the creation of warehouse shipments for the customer.
   • Block Customer Invoice – blocks the posting of new sales invoices.
   • Block Customer All – completely blocks the customer from transactions (equivalent to blocking both shipping and invoicing).
   • Block Mandate – disables the specific direct debit mandate associated with the customer.
8. In the Required No. of Direct Debit Returns column, enter the number of returns before the action is taken. For example, set to 5 to allow up to four failed payments before any action is taken.