How to place a single meal voucher order for multiple companies at once?

If you manage several companies, you can place a single order for meal vouchers for all your entities at the same time! 🎉

1. Click on New order, then on Multi-company order and Continue

You’ll go straight to the CSV import file customisation page.

 

2. Customise, fill in and then import the CSV import file

• Tick the boxes you’re interested in. Each box adds a column to your file, allowing you to get a customised result! Note: depending on your account settings, your employees may be able to order their own card. In this case, you don’t need to specify delivery points.

• Click on Generate export file

• A file will download to your computer: open it and fill it in

  🧐 How do I fill in the different columns of the CSV file?

• Column Swile company ID: This identifies your different entities, shown by a three-letter prefix. The matching prefixes are given in the right-hand column. In the example below, if the employee belongs to Swile, you should enter ASJ in column A. This ID can be changed in your account’s Settings tab.

• Column Delivery point ID (only fill in if you’re in charge of ordering the cards)

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  • Enter 1 if the cards should be sent to the head office of the entity shown (if you’ve set up several delivery points in the “company profile” tab, you’ll need to enter 1, 2, 3, etc. following the instructions in the right-hand column).

  • Enter D if the cards should be sent to employees’ home addresses and fill in the full address in the following columns, using the “address line 2” column if needed (make sure not to exceed 38 characters per field, including spaces).

3. Set the account activation and meal voucher loading dates

Depending on what you’ve chosen (card order and/or meal voucher loading), you’ll be asked to select:

• The desired loading date

• The date you want your employees to receive their account activation email

4. Choose your payment method

• By default, the payment method is bank transfer. You’ll need to make a transfer for each purchase order received (or a single transfer for all invoices).

• If you want to pay by direct debit, a SEPA mandate must be set up for each company. If this hasn’t been done yet, please contact your Swile representative to set up this payment method.

5. Finalise the order

• Accept the T&Cs and confirm your order 🎉

6. Track your order status and find your invoice

• Once your order is complete, track its progress in the Orders & invoices tab

• Here you’ll find the details of your orders and the corresponding invoices.