NetSuite - Mandate creation & events
GoCardless uses direct debit to collect payments directly from your customer's bank account. Before you can do this, your customer needs to give you permission. We call this authorisation a mandate.
The process for getting a NetSuite customer set up with a mandate is outlined in this section.
Note: there are alternative methods for setting up mandates that are outlined in the FAQs.
NetSuite customer - GoCardless input
The first step to setting up a mandate is populating and saving the related fields on the NetSuite customer.
| Field |
GC Subtab |
Description | Editable? |
|---|---|---|---|
| Send mandate link automatically |
GoCardless > Mandate setup |
When this field is selected, a link to the online mandate form will be emailed to the customer once it’s generated. The default value of this field is set on the GoCardless Configuration record. | Y |
| Mandate email template | GoCardless > Mandate setup |
The email template that’s used to send the mandate link to the customer when the "Send mandate link automatically" field is selected. See the “6. Create mandate link email template”. The default value of this field is set on the GoCardless Configuration record. |
Y |
| Mandate link email | GoCardless > Mandate setup |
The recipient email address that's used when the "Send mandate link automatically" field is selected. If this field isn't populated, the email address populated on the NetSuite customer in the "Email | Phone | Address" section will be used. If neither is populated, an error will be displayed informing of the sending failure. In this scenario, you can re-request a mandate link to trigger a new email once the email address is populated. |
Y |
|
GoCardless configuration |
GoCardless > Configuration |
The GoCardless configuration record for the customer. There will be one GoCardless configuration record per connected GoCardless account. The selected value will dictate which GoCardless account requests are routed to for the customer. |
Y |
|
Autopay with GoCardless |
GoCardless > Configuration |
When this field is selected, the customer's invoices will have the "Pay with GoCardless" checkbox selected by default. When it's deselected, the customer's invoices will have the "Pay with GoCardless" checkbox deselected by default. The default value of this field is set on the GoCardless Configuration record. |
Y |
Requesting mandate links
Next, you’ll use the “Request mandate link” button to generate the link for the customer to set up their mandate. This button will only be selectable if you have the “GoCardless Configuration” field populated on the customer. Once the button is selected, there will be a “Mandate form” pop-up form where you’ll input the following details:
- Currency (required): When the NetSuite multi-currency feature is enabled, the drop-down menu displays the currencies enabled on the “Financial” tab of the customer, cross referenced with the supported GoCardless currencies. Otherwise, it will default to the single currency from your NetSuite account. The mandate link will be generated for the selected currency.
- Redirect URI (optional): You can input an optional redirect URI where the customer will be redirected after they’ve completed the mandate set up through the generated link. If it’s left blank, the customer will remain on a “Success” page. If it’s inputted without the “https://” prefix, this will be automatically appended.
Once you’ve submitted the request, the following details will be populated on the customer within minutes:
|
Field |
GC Subtab | Description | Editable? |
|---|---|---|---|
|
Selected GoCardless currency |
GoCardless > Mandate setup |
Displays the currency that was selected for the mandate link in the “Mandate form” pop-up. |
Via the "Request mandate link" button |
|
Redirect URI |
GoCardless > Mandate setup |
Displays the redirect URI that was inputted on the mandate link in the “Mandate form” pop-up. |
Via the "Request mandate link" button |
|
Mandate link |
GoCardless > Mandate setup |
This field shows the mandate link that was generated as a result of the "Request mandate link" button being used. The link can be copied and manually sent to the customer, or it can be emailed to the customer using the "Send mandate link automatically" option. |
Via the "Request mandate link" button |
Data flow - mandate link requests
Sending mandate links
If the customer had the “Send mandate link automatically” field set to true when you requested the mandate link, you’ll see the email with the mandate link appear on the “Communication” tab.
Note: this feature only supports sending the mandate link to one email address. If the link needs to be sent to multiple email addresses, it will need to be sent manually using the standard NetSuite Merge & Send function under the Communication > Email tab. This will give you the option to include multiple recipients, adjust the email subject & body, and add attachments.
The customer can then complete the set up of their mandate through the link. These pages can be branded with your company logo and colours through your GoCardless account settings.
Data flow - sending mandate links
Mandate events
After the customer has completed the mandate link, the following details will be populated on the NetSuite customer:
| Field | GC Subtab | Description | Editable? |
|---|---|---|---|
| Mandate |
GoCardless > Mandate |
Displays the GoCardless mandate ID, and links to the mandate object in NetSuite. |
N |
| Mandate status |
GoCardless > Mandate |
GoCardless > Mandate |
N |
The NetSuite mandate object that’s linked in the “Mandate” field on the customer contains the following information about the customer’s mandate and associated bank account. This can be referenced when it comes to customer inquiries regarding their payment method.
| Field | Description | Editable? |
|---|---|---|
|
Mandate ID |
The GoCardless mandate ID | N |
|
GoCardless customer ID |
The GoCardless customer ID |
N |
|
Mandate status |
The status of the mandate. When a mandate is in a chargeable status, this field will show the mandate as "Active". Otherwise, it will show the unchargeable status from GoCardless (Cancelled, Failed, Expired, or Blocked). |
N |
| Reference |
The unique reference for the mandate (generated by GoCardless to meet scheme requirements). |
N |
| Customer | The NetSuite customer that the mandate is linked to. Only one mandate can be linked to a given NetSuite customer at a time. | Y |
| Created at |
The date the mandate was created |
N |
| Currency |
The currency of the mandate |
N |
|
Bank name |
The name of the bank associated with the mandate |
N |
|
Account holder name |
The bank account holder's name |
N |
|
Account number ending |
The last two digits of the bank account |
N |
Things to note:
- Only one mandate can be linked to a NetSuite customer at a time. If your customer requires multiple mandates (for example, they have multiple bank accounts that they use to pay or they’re transacting in multiple currencies), you can create parent/child customer records in NetSuite, each with a distinct mandate. Alternatively, you can change which mandate a customer is assigned to on the Mandate List page (under GoCardless > Mandates > Mandate), or remove a customer from a mandate on this page.
- If a customer completes the mandate link multiple times (through the same link or a newly generated link), the most recent mandate will be assigned to the customer in NetSuite. The link can be reused to update a payer’s mandate as needed.
- Whenever the mandate that’s assigned to a customer is changed, the customer’s open invoices will be updated to reference their new mandate ID so payments can be processed against the latest mandate.
Data flow - mandate object creation
Data flow - mandate status updates