SEPA XML export for expenses

Introduction

This article describes how you can export the approved expense requests to a SEPA XML file for the payment of these expense requests.

The result of this file can be imported in Isabel or another banking application.

It contains information about:

Employer (name, address, VAT number, IBAN, BIC)
Employee (name, address, IBAN)
Expense to be paid (amount and "Expenses" as standard description in the payment)

For every employee, there should be
- an active employee contract record. Based on this contract, the application will determine the company from which account the expense will be paid;
- an active address. This address is included in the XML export;
- an active salary information record. The IBAN and BIC mentioned in this record will be used in the export.
For each company, the following details should be filled in:
- Street, number, postal code, city, country;
- IBAN and BIC;
- VAT number.

Every time the administrator wants to do the payment, he/she can go to Admin > Expenses > Reports and choose for "Export for Sepa".

Next, the following options appear:

Type: here you can filter to only export the Receipts, Mileages or both (if you leave the field empty).
Company: this is a required parameter since the XML contains the bank account from the company from which the payments should be done.
Generate test file: if this is checked, an XML file is generated without flagging those expense requests as already exported. This allows the administrator to check the output. If the final XML file is generated, this field should be unchecked. At that moment, the application will flag each expense request in the file as already exported.

By generating this export file, all expense requests with the status "Approved" are exported and are change to the status "Closed".

If the XML is not according to the standard, the XML will not be processed by Isabel or another banking application.

Possible root cause(s):