Set up and generate bank collections

Bank collections let you group direct-debit fees and prepare a working file for the club to submit through its own banking channel. This is a manual process, separate from Stripe: Clybo’ organises the payments and generates an Excel file, but it does not send the instruction to the bank, move money or automatically reconcile returned payments.

Before you start

The club must be authorised to hold and use direct-debit mandates. Each payer included needs an active mandate with an account holder and IBAN. You can collect one during registration, import an existing mandate from the athletes CSV, or add one from a guardian’s profile.

Step by step

1. Enable BANK_SEPA

Open Settings → Integrations and enable bank collection. Read and accept the club’s responsibility for holding the mandates. You can then generate the Cajamar Excel file, which does not need creditor details: choose the creditor account in your bank when you import it.

If the club submits collections through BBVA, also select BBVA details and enter the Creditor name, Creditor Identifier (ICS) and Club IBAN. Your branch provides the ICS when you arrange direct debits, and the account must be with BBVA (institution 0182 or 0057). Clybo’ validates the check digits of both. Select Save creditor details. To change the name or ICS later, you do not need to enter the IBAN again: leave it blank and the saved value is retained. The card shows which formats are available.

2. Gather the families’ mandates

Let the family authorise direct debit on the registration form, or import an existing mandate using titular_cuenta, iban_remesa and, if applicable, fecha_mandato_remesa. Do not share bank details through open communication channels.

If the family is already registered and the club holds its signed mandate, open the guardian’s profile, go to Mandates and select Add account for bank collection. Check the Account holder, enter the IBAN (Clybo’ validates its check digit), add the Mandate signature date if you know it, and tick the statement confirming that the club holds the mandate. Select Save account. If the guardian already had another active account, Clybo’ warns you and you must select Replace active account: the old one is cancelled, its fees move to the new account and one-off charges already created with the old account are excluded from the collection. Any fees awaiting an account under Bank collection are then ready to collect. Only administrators can see this option, and only while bank collection is enabled.

The mandate belongs to the guardian, not to a fee: it remains in place if the athlete changes team or fee. To check it, open the guardian’s profile and go to Mandates. Under Bank collection, you will see each mandate’s status, country, last four account digits, reference, and whether it was imported or accepted on the form. The guardian’s profile never displays the full IBAN; it can only be revealed on demand when reviewing a collection, as explained below.

For a fee to be collected by bank collection, its payer must have Bank collection as their payment method. When you create a fee from the athlete’s profile using Enrol in a plan, you can choose Bank collection if the paying guardian already has an active mandate. For an existing fee, change the method under Assigned fees → Edit split. If this month’s payment has already been generated using another method but has not yet been collected, choose From the current month so it is included in this month’s bank collection.

3. Start a collection from Payments

Under Payments, select Generate bank collection. Choose the period and filter by teams or athletes. You can also decide whether to select Group charges by account holder (see step 4). Only payments compatible with BANK_SEPA and an active mandate are suggested. The preview shows debits, the total amount and anyone excluded with the reason.

The Groups and Athletes sections only suggest people who are paying by bank collection for that period; a team with no one using this method is not shown. Each group shows how many of its athletes are included in the collection out of the group total, for example 3/4 athletes. If the figures differ, the count is highlighted: someone in the group pays by cash, card or another direct debit, or has no fee for that period. Use this as a quick check before generating the file. To find someone in a long list, use the dropdown to the right of Athletes and select a team. The list then shows only that team’s athletes without changing your existing selection. Choose All teams to show the full list again.

For a registration fee, shirt or other one-off amount, first create the charge under Payments → Create charge → Athlete → Bank collection. Check the primary guardian and masked account, enter a description, amount in euros and period, then select Schedule for bank collection. When you generate the collection, select that same period and the athlete. The charge appears even if they do not have a recurring fee. Charges made directly to a Guardian are not yet available with this option.

For a shared expense, use Create charge → Team under Payments or Create charge from the team’s profile. Enter the Price per athlete (EUR), exclude anyone who is not taking part and select Bank collection on the relevant rows. Check the payers, date and amount before selecting Schedule N charges. All charges are scheduled and the batch can be viewed under Payments.

When you generate the collection, the selector includes those one-off charges for the period even if the athlete has no recurring fee. The Excel file retains the expense description. If you select Group charges by account holder, several charges for the same guardian and mandate are combined into one debit; each charge remains linked to its athlete either way. Manual or card payment methods selected on other batch rows follow their own process and are not included in the bank file. See Charge a whole team.

The charge keeps the payer and mandate selected when it was created. If you later change the primary guardian or replace their mandate, the charge is not automatically redirected to another account. If the original mandate is no longer active, the preview excludes the charge and gives the reason. Charges created using Manual record keep their method.

4. Choose the file format

At the top of Generate bank collection, under File format, choose your bank’s format. Clybo’ initially selects the last format used by the club.

• Cajamar: an Excel file with one row per debit, ready to import into online banking and map its columns. It does not ask for a collection date.
• BBVA: BBVA net cash’s official “Remesa Adeudos” template, with creditor details already filled in. If any creditor detail is missing, this option is disabled; select Complete creditor details to add it. For BBVA, you must enter the Collection date, the date the bank will debit the receipts. It must be after today; there is no default date. The template allows a maximum of 201 debits. If the selection exceeds that limit, the review tells you and prevents file generation until you split it into groups or group the charges.

In the BBVA template, each row has a unique debit reference (for example, 2610-7F3A9C-001), which is also saved in the history. Use it to find the payment if the bank reports a returned debit. The Mandate reference is the ID, NIE or passport stored for the guardian who owns the account. If that guardian has more than one mandate, the second reference ends in -2, the third in -3, and so on. Once a mandate has appeared in a collection, its reference does not change, even if the identity document is corrected later. If a guardian has no identity document on file, the review alerts you and the mandate uses the first linked athlete’s first and last name (for example, AITANA-PENA). Like any other reference, this will not change later. If you want the document to be used, add it to the guardian’s profile before generating the collection. In the Cajamar Excel file, if there is no document, the reference assigned by Clybo’ is retained.

5. Review groupings and generate the file

Pay particular attention to the payer, mandate and amount. Each debit shows a masked account (the first and last four characters). If you need to check it against the paper mandate, select Show full accounts above the list. The full IBANs remain visible until you select Hide accounts, change the selection or close the window. This is the same information included in the file you are about to download, and only administrators can see it. By default, each payment becomes a separate debit even when several belong to the same payer and mandate: the Excel file has one row per payment, so if the bank returns one, you can record a rejection for that payment alone.

If you would rather the family see one charge on their account, select Group charges by account holder when choosing the payments. Clybo’ combines all payments for the same payer and mandate into a single debit for their total amount. Bear in mind that a bank rejection will then affect all payments in that debit. The preview shows the resulting number of Debits with your chosen option. If you change it, review the collection again before generating it.

Generate the collection and download the file to process it through your bank’s channel. In BBVA net cash, upload it as a direct-debit file: the bank itself validates the structure and total before you sign it.

When charges are grouped, the description combines the descriptions of the charges in each debit, for example Registration; Shirt (in the BBVA template they are comma-separated and include the athletes’ names). Downloads of older collections retain the format in which they were generated.

6. Decide when to record payments as paid

You can select Mark payments as paid on generation if your internal process requires it, or record them later once you have confirmation. This marker only updates Clybo’; it does not by itself prove that the bank has completed the transfer.

When you record payments as paid, Clybo’ issues a receipt (or an invoice, if the club invoices), generates its PDF and emails it to the paying guardian. If a payment already had a receipt with a PDF—for example, because it was in an earlier collection that you generated again—it is not sent again. If it had a receipt without a PDF, it is completed and sent at that point. If a document could not be issued, the payment is still recorded and you will see the warning “a tax document needs review”.

If a charge requires a tax service that the club has not enabled, Clybo’ blocks marking it as paid, both during generation and from the history. Resolve the tax warning before confirming the payment.

7. Manage the history

From the history, you can download a collection again, mark its payments, cancel it to release the charges, or record a bank rejection. If you are generating charges that were used recently, Clybo’ asks you to confirm during the following 25 days to help prevent duplicates. Record a voluntary refund from the payment as an offline refund.

If you change a fee’s price under Fees after generating a collection, simply generate it again for the same period. The review uses the current price, discounts and split, and Clybo’ updates that same payment under Payments instead of creating another one. The earlier collection remains in the history with its original file and amounts. Payments already paid or rejected by the bank keep their amount.

Cancel a specific charge

As a club administrator, open the charge under Payments and select Cancel charge. You can do this while it is still Scheduled and no payment has been recorded, even if it appears in one or more collections, regardless of their status. Choose a reason, review the warning about the bank file and confirm Cancel charge. The charge becomes Cancelled; you do not need to cancel the whole collection.

Cancelling the charge keeps the collection history and its original files. Clybo’ does not change the Excel file you downloaded or send a cancellation to the bank. Before submitting the file, remove the debit that should not be collected. If you used Group charges by account holder, adjust the grouped debit’s amount and description to remove only that charge. If you already submitted it, arrange the cancellation through your bank and confirm the outcome before recording any entries in Clybo’.

Cancelled one-off charges are excluded from new collections. Downloading an earlier collection again retains its original file. If you generate a recurring fee again for that period, a new payment may be created: review the selected charges before generating the file.

This cancellation is unavailable if the payment is already Paid or has a payment recorded. Check the transfer and record a refund from the payment details when appropriate. See Cancel or refund with context.

If something does not work

• A family is missing: check that BANK_SEPA is enabled, there is an active mandate and the guardian is the configured payer.
• I changed the fee price after generating the collection: go to Generate bank collection again for the same period. The review shows the new price and the new file includes it. Submit only one of the two files to the bank. If the old file has already been submitted, record the difference as a one-off charge for bank collection (Create charge → Athlete → Bank collection) instead of generating the fee again.
• Add account for bank collection is missing: only administrators can see it, and bank collection must be enabled under Settings → Integrations with the custody declaration accepted.
• A team is missing or a group shows fewer athletes than its total (for example, 3/4): the missing person’s fees do not use Bank collection for that period, or they have no active fee. Check the guardian’s mandate under their profile (Mandates → Bank collection). If they do not have one, add it using Add account for bank collection. Then change the method under Assigned fees → Edit split.
• An athlete disappeared after changing teams: if they were removed from the team and added again using Team and fee, the new fee is created as cash. The mandate remains active; change the fee method to Bank collection. For future changes, use Change team → Transfer fee, which retains the payers and method. See Manage a team’s roster, timetables and coaches.
• The BBVA option is disabled: creditor details are missing or invalid. Check them under Settings → Integrations → BBVA details; the account must be with BBVA.
• I cannot review the BBVA collection: the Collection date is missing or is not after today.
• The BBVA template exceeds 201 debits: generate several collections by selecting different groups, or select Group charges by account holder.
• A payment is excluded: open the reason in the preview and correct its method, period, status or mandate.
• The bank returns a receipt: record the rejection in the collection so the history reflects the issue.
• I generated a collection by mistake: cancel it before reusing the charges and do not submit the Excel file to the bank.
• I only want to cancel one charge in a collection: select Cancel charge from its details under Payments while it is Scheduled and has no recorded payments. Also remove it from the file you plan to submit, or arrange its cancellation with the bank if you already submitted it. Cancelling it in Clybo’ does not carry out those bank actions.

Next step

To prepare registrations and mandates in bulk, see Import athletes from a CSV. To review later issues, use Manage payments and payment issues.