Export Employee Expense Payments to a SEPA .Xml File

In Employee Expense Payment Processing, you can create a SEPA .xml file that contains employee expense payment information to be processed by a third-party software application.

The SEPA (Single Euro Payments Area) .xml file format is commonly used in the Netherlands.

Prerequisites:
  • The bank from which you are making the payment must have:
    • The SEPA format selected in the Export to Text Format field on the Bank Codes tab in Settings > Accounting > Banks.
    • Entries in the IBAN and BIC fields on the SEPA File Format tab in Settings > Accounting > Banks.
  • The employees being paid must have entries in the IBAN and BIC fields in the SEPA section of the Accounting tab in the Employee hub.

To export employee expense check data to a SEPA .xml file:

  1. On the Navigation menu, click Cash Management > Employee Payment Processing.
  2. On the Select Posting Run dialog box, click New to create a new payment processing run.
  3. On the General tab of the Employee Payment Processing form, enter processing run information and be sure to set thePayment Type field, you must select Check/EFT.
  4. If you selected a manual run, use the Employee Review tab to select employees and expense reports to pay.
  5. On the toolbar of the Employee Payment Processing form, click Process Payments.
  6. On the Payment Printing and Numbering form, preview payments and assign check numbers using the Preview Payments and Assign Numbers toolbar icons on the lower grid.
  7. Click the Export to Text toolbar icon in the lower grid. If the icon does not display, click >> at the right end of the toolbar.

    If any of the payees in the payment processing run or the bank from which the payments are made do not have an IBAN or BIC, you receive warning messages that ask whether you want to proceed with the Export to Text process. If you click No, the process stops. You can populate the payees' and/or bank's IBAN and BIC fields, and then return to Employee Expense Payment Processing. If you click Yes, the Export to Text process continues, but the .xml file will not contain the IBANs or BICs for the payees and/or bank.

  8. On the Download Payments to Text File dialog box, click Create File.
  9. On the File Download dialog box, complete one of the following actions:
    • Click Save to save the file without viewing it first.
    • Click Open to view the file before saving. After you view it, close the file. On the Download Payments to Text File dialog box, click Create File, and then click Save.
  10. On the Save As dialog box, navigate to the location in which to save the .xml file. The File name field displays a name (for example BT_EP_200604_150_Boston.xml) that includes the following components, which you can modify: the company code (if you use multiple companies), the payment type (EP), the period, the run number, and the bank code.
  11. Click Save.
  12. Close the Download Payments to Text File dialog box.
  13. On the lower grid's toolbar, click Print File Copy to print a file copy of the payments.
  14. On the toolbar of the Payment Printing and Numbering form, click Post to post the Employee Expense payment processing run.
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