[Subvention] How do I track and accept invoice reimbursement requests ?

If you want your beneficiaries to be able to claim reimbursements on invoices, make sure you've defined a rule in advance (to find out more : [Subvention] How do I create an invoice reimbursement rule ?)

 

👨‍💻 View the status of requests and manage their acceptance

 

👉 Find all the subventions you have set up

 

Once your subvention is online, your beneficiaries can submit documents. You can find their requests in the subventions tab, by clicking on the relevant subvention.

 

👉 Accept a request from a beneficiary

 

- Click on the subvention concerned
- In the reimbursement history, determine the status of your beneficiary's request:
- Pending processing: Request submitted, but not yet analyzed by you,
- Accepted, transfer to be made: Request accepted, but transfer not yet effective,
- Refunded: Request accepted and refunded,
- Rejected: Request studied, but rejected.
You will find a reminder of the rule to which your beneficiary wishes to attach his invoice, and will be able to download the document submitted by your beneficiary.

 

👩‍💻 Bank transfers

There is no link between your bank and Swile. You will need to generate a SEPA file from Swile and send it to your bank.

 

💸 Generate the SEPA file to send to your bank

 

💡 SEPA file generation only takes into account requests with “Accepted” status.

 

👉 Step 1 : Generate the SEPA file

- Click on the Subventions tab, then select the relevant invoice reimbursement rule
- Click on Export then Generate SEPA file

 

- Add the details of the CSE bank account via which you will be making reimbursements (Account holder, IBAN & BIC). This information is required when you submit the file to your bank's website.
- Click on Generate SEPA.

 

💡 Important
- The account holder is normally the CSE, so you'll need to fill in the name of your CSE.

- Only one account can be entered. In the event of a change, you will need to modify the existing account or delete it to add a new one.
- When the file is generated, all files in “Accepted” status will automatically switch to “Transfer in progress” status.

Once your SEPA file has been generated, send it to your bank.

 

👉 Step 2 : Upload the file to your bank's website

- For most banks, the SEPA file deposit option is located in the “Transfer” menu.
- If you can't find the option, please contact your bank advisor to activate it.

 

👉 Step 3 : Modify the status of requests in your Swile administrator area

- Once the transfer has been completed, we advise you to change the status of the requests from “Transfer in progress” to “Refunded” to indicate that the requests have been refunded”.
- If a transfer is rejected by your bank, you will need to change the status of the request to “Declined”. The employee will have to regularize his bank details and submit a new request.

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