Expense reports refund

Once the approval cycle of an expense report has been completed, the expense report goes to 'approved' to 'to be reimbursed' then to 'reimbursed': it is the reimbursement cycle. 

This one can be realized with or without creation of a transfer SEPA file. 

 

Who is this article intended for?

The administrator as responsible of Eurécia configuration.

 

Expense report cycle

The expense report cycle works that way: 

1. The expense report is created then submitted for approval.
2. The approval managers approve the expense report.
3. The accountant check that the expenses match the receipts.
4. The accountant exports the expenses to the accounting software.
5. The accountant puts the expense reports to the status "To be reimbursed".
6. The expense reports is manually or automatically reimbursed: the status changes to "Reimbursed".

 

Expense reports reimbursement (Without the transfer SEPA file) 

Access : Expense reports > Manager view

• Filter on "Approved" status.
• Open an expense report to be processed.
• Review the expense report content.
• Reimburse the expense report by the appropriate method of payment (by bank transfer, on payslip, etc.).
• Repeat the process for each "Approved" expense report.
   

Payment method

The default payment method can be configured in the company record. 

Access : Admin Area > Company record > Configuration

 

Reimburse several expense reports

• Filter on the status "To be reimbursed".
• Click on "Display".
• Click on "Actions".
• Select all the elements.
• Click on "Reimbursed".

• Select the payment method and the payment date.
• Click on "Confirm".

• The status of all selected expense reports have been modified.
• The employees receive a notification.
• The process is over.

 

Expense reports reimbursement (with the transfer SEPA file) 

Prerequisites                                                                                                                                            Subscribe to "Generation of transfer orders for reimbursement of expenses reports". Fill-in the bank account details of accounts to be debited. Fill-in the bank account details of the employees.

 

Fill-in the bank account details of accounts to be debited 

Access : Admin Area > General settings > Open the Company record

• In "General" : in "Bank account details" fill in the data.
• In "Organization" (optional) : Fill-in, for every structure or department the bank account details.

Fill-in the employee bank account details

Access : Admin Area > General settings > Open Employees and users

• In the record of every concerned employee, go to "Personal data". 
• In "Bank account details", fill the IBAN and BIC number.
• Once all information are provided,  for safety purpose, only the 4 last characters will be visible. Only relevant employees will be able to see these information, by clicking on the "eye" icon .

Change to 'To be reimbursed' status 

Access : Expense reports > Manager view

• Filter on 'Approved'
• Open one of the expense reports that needs to be processed
• Check the content
• If everything is alright, click 'To be reimbursed': a notifications is sent to the concerned employee 
• Realize the reimbursement of the expense report, choosing the reimbursement method
• Repeat the process for every expense report 

Export the payment form

What is the payment form ?

It is an excel file that contains the data that will be in the transfer SEPA file. There is a table with all the following information: 

• ID number
• First name and last name
• IBAN
• BIC
• Expense reports references of the to be reimburses expense reports 
• The global amount of 'to be reimbursed' expense reports 

Access : Expense reports > Expenses analysis / Accounting export

• In the filter zone, use the filters you want 
• In Flag, select ' Exported to accounts' if the export to the payroll software has been done or no flag if not
• Select 'To be reimbursed' status
• Click on 'Accounting export' 

• Chose 'Payment form'
• Edit the write date if necessary
• Choose the flag 'Transfer order to be made' 
• Click on 'Accounting export'
• The Excel file is automatically download 

Generate the transfer SEPA file 

Access : Expense reports > Expenses analysis / Accounting export

• Conserve the same filters that above 
• Select 'Transfer order to be made' in 'Flag' 
• Click on 'Accounting export'

• Choose 'SEPA'
• Edit the write date if necessary
• Choose the flag 'Transfer order made' 
• Click on 'Accounting export'
• The XML file automatically download 
• Transfer the file to your bank 

 

Reimburse several expense reports within one click

Access : Expense reports > Manager View

Filter on the expense reports you need to reimburse, 

• Click on 'Actions': 
• Select all the 19 elements
• Click on 'Reimbursed'

• 

  • Select the payment method and the payment date
  • Click on 'Confirm'

  

• The status of the selected expense reports has changed.
• A notifications has been sent
• The process is over

 

Note : it is possible that the reimbursement may be configured to be done automatically when the SEPA credit transfer file is exported. If no SEPA credit transfer file is generated, the reimbursement is to be made manually, by cheque, transfer or on payroll.

 

Keywords associated to this article:

Expense reports - Professional expenses - reimbursement - bank transfer - export - SEPA - reimbursed