Export to BGC

 

Before You Begin

Before exporting a payment file, ensure the following information has been configured:

Company Information

• 🏢 Company Name
• 🆔 Organization Number
• 💳 Bankgiro Number
• 🌍 IBAN
• 🔐 BIC / SWIFT Code

Employee Information

Each employee receiving payments must have:

• ✅ Clearing Number
• ✅ Account Number

Without valid bank account information, the payment cannot be included in the export.

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Supported Bank Information

General Settings

Configure the following in Expense:

• Company Identification: Company Name / Organization Number
• Bankgiro Number: Your company's Bankgiro
• IBAN: Company IBAN
• BIC: Bank BIC Code

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Common BIC Codes

Bank	BIC Code
Swedbank	SWEDSESS or SWEDSESSXXX
Danske Bank	DABASESX
Nordea	NDEASESS
SEB	ESSESESS
Handelsbanken	HANDSESS
DNB	DNBANOKKXXX*

⚠️ For DNB, a Division setting is also required. Select ISO Format Version 3 where applicable.

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How to Export to BGC

Step 1 – Verify Employee Bank Details

Before creating the payment file:

1. Ensure all employees receiving payments have:
   • Bank account number
   • Clearing number
2. Verify the information is complete and accurate.

✅ Only employees with valid banking details can be included in the payment file.

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Step 2 – Ensure Reports Are Approved

Only approved reports can be included in a BGC export.

Check that:

• ✅ Reports have been submitted
• ✅ Reports have been reviewed (if applicable)
• ✅ Reports have been approved

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Step 3 – Select the Accounting Period

1. Navigate to List All
2. Configure the date range:
   • From
   • To
3. Use the correct accounting period for the reimbursement batch.

✅ Expense will display all approved reports matching the selected criteria.

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Step 4 – Select a Payment Date

Choose the date when the payments should be processed.

Important

Most banks require:

• ⏳ Approximately 3 banking days for processing

We recommend selecting a payment date that allows enough time for file processing and bank approval.

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Step 5 – Run a Control Print

Before exporting the file:

1. Click Control Print
2. Review:
   • Recipients
   • Payment amounts
   • Account details
   • Total payment amount

✅ This step helps identify potential errors before the file is created.

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Step 6 – Export the Payment File

When everything has been verified:

1. Click Export
2. Generate the BGC file
3. Save the file locally
4. Upload the file to your bank according to your bank's instructions

✅ The reimbursement file is now ready for processing.

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Review Previous Exports

Expense keeps a history of exported payment files.

To review earlier exports:

1. Open Previous Exports
2. Select the desired export
3. Review the file details

This is useful for:

• 📊 Auditing
• 🔍 Troubleshooting
• 📄 Payment verification

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Common Reasons Why Payments Are Missing

If a reimbursement is not included in the export file, verify:

• ⚠️ The report has been approved
• ⚠️ Employee bank details are completed
• ⚠️ The report falls within the selected date range
• ⚠️ The report has not already been exported

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Benefits of Exporting to BGC

⚡ Faster Reimbursements

Pay employees directly through your banking system.

✅ Reduced Manual Administration

Avoid manually creating payment instructions.

📊 Better Control

Review and verify payments before submitting them to the bank.

🔒 Secure Payment Handling

Use banking-approved payment file formats.

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💡 Best Practice Tips

• ✅ Run a Control Print before every export
• 📅 Plan payment dates in advance
• 👥 Verify employee bank details regularly
• 📊 Reconcile exported files with accounting records
• 💾 Keep records of previously exported files

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❓ Frequently Asked Questions (FAQ)

Which payment formats does BGC support?

Most Swedish banks support the ISO Pain payment format used by Expense.

Can I export reports that are not approved?

No. Only approved reports can be included in the export.

How long does bank processing take?

Most banks require approximately three banking days.

Where can I see previous exports?

Use the Previous Exports section within Expense.

Why is an employee missing from the file?

Check that the employee's bank details are complete and that the report has been approved.

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✅ Summary

• 💳 Export employee reimbursements directly to BGC
• ✅ Ensure employee bank details are completed
• 📅 Select the correct accounting period and payment date
• 📄 Verify payments using Control Print
• 📤 Generate and upload the payment file to your bank
• 🔍 Review previous exports whenever needed
• 🚀 Automate and streamline reimbursement payments with Expense