How do I use the Xero Payment details for SEPA/BACS/CHAPS report?

Learn how you can use the Xero Payment for SEPA/BACS/CHAPS report to generate batch payments for unpaid bills.

With DataDear you can filter and download a list of bills that need to be processed for payment. The generated file can be converted as a csv or XML (XML needs to be generated by external systems) with your bank for the payments to be processed. For this report to work there are certain rules that need to be applied on the contact.

:information_source: This report works only with Xero accounting software.

Choosing the Payment details report

  1. Open Excel, click on the DataDear tab and login using your email and password.

  2. Choose the organisation (if you have more than one connected organisation) from the first drop-down.

  3. Under the reports drop-down, click on the Payment details for SEPA/BACS/CHAPS report.

  4. A parameters window will be loaded with various options / filters to choose from.

Parameters window

This window can be used to help you filter the bills to be downloaded into Excel. All conditions are optional and cumulative.

  1. Preset filters - DataDear comes preloaded with a number of preset filters (such as Overdue Due Date) which can help you understand how the mining works. You can choose a preset by using the Preset filters drop-down. You may also save your frequently used filters as a preset by typing a name in the preset drop-down and select the Save Preset. Custom presets can also be deleted.

  2. Contact Name - You may look for a contact using any characters contained within the contact.

  3. Currency - Select a specific currency from the list - such as Euro for SEPA payments

  4. Amount Due - Filter based on the bills’ amount due.

  5. Date Ranges - You may look for bills using data ranges including Due Date , Planned Pay Date or Bill Date - for each of these dates a number of date ranges are available, otherwise you can type your own date range.

  6. Group by Supplier - Allow you to group bills from the same supplier into a single amount.

  7. Choose a Report - Choose between different standards including BACS, SEPA and other bank specific formats (additional formats can be added - contact the DataDear Support if a required format is not available in this list)

Preparing the data in Xero

The columns populated in the report vary according to the selected report - this is a sample report:

The data will be extracted from Xero details as saved in the supplier details. Make sure these fields are updated in Xero ().

  • Account Holder - Name of supplier - Contact name of the bill (supplier).

  • IBAN - Bank Account Number field associated with the supplier.

  • BIC/Swift - Bank Account Name associated with the supplier.

  • Bank Name - Bank Account Details associated with the contact.
    Details to be updated in Xero: image

  • Remittance Information - Supplier invoice reference number.

  • Currency - Currency code of the bill.

  • Amount - Amount due of the bill.

  • End to End ID - Xero unique ID for the Invoice - useful to trace back the supplier invoice.

  • Address - Concatenation the following fields separated by a comma: Address Line 1, Address Line 2, Address Line 3, Address Line 4, Region, Postal Code.

  • City /Town - City of the supplier.

  • Country - Country of the supplier. Recommended use of country codes.

  • Notes - Concatenation the words - Payment from “Organisation Name”.

Once this list of bills is generated, lines can be deleted/filtered as required using normal Excel functionality.

:information_source: For SEPA payments, the final list of bills to be processed for payment can be saved and converted into XML using an external tool such as SEPApp.