If you manage several companies, you can place a single order for meal vouchers for all your entities at the same time! đ
đ©âđ» Visibility of your entities
First, make sure that your different companies are visible in your admin area. If not, contact your Swile representative and weâll add them for you!
1. Click on New order, then on Multi-company order and Continue
Youâll be taken straight to the CSV import file customisation page.
2. Customise, fill in and then import the CSV file
Tick the boxes youâre interested in. Each box adds a column to your file, so you can get a personalised result! Note: depending on your account settings, your employees may be able to order their own card. In this case, you donât need to specify delivery points.
Click on Generate export file
A file will download to your computer: open it and fill it in
đ§ How do I fill in the different columns of the CSV file?
Column Swile company ID: This identifies your different entities, shown by a 3-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 accountâs Settings tab.
Column Delivery point ID (only fill in if youâre in charge of ordering the cards)
-
Enter 1 if the cards should be sent to the head office of the entity shown (if youâve set up several delivery points in the âcompany profileâ tab, youâll need to enter 1, 2, 3, etc. following the instructions in the right-hand column).
Enter D if the cards should be sent to employeesâ home addresses and fill in the full address in the following columns, using the âaddress line 2â 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 youâve chosen (card order and/or meal voucher loading), youâll 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. Youâll 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 hasnât 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 đ
6. Track your order status and find your invoice
Once your order is complete, track its progress in the Orders & invoices tab
Youâll find the order details and the corresponding invoices there.
đ Invoices
Even if youâve placed a single order, youâll get one invoice per entity!
The invoice can only be downloaded once the vouchers have been issued. For more information, see our dedicated page: Purchase orders and meal voucher invoices
Comments
0 comments