Export Payments via BGC and Payment Files in Expense
With Expense, you can create payment files for Bankgirocentralen (BGC) and other supported banking formats to automate the reimbursement of employee expenses and allowances. By exporting payment files, you reduce manual work, minimize the risk of errors, and streamline your company's payment processes. This functionality is ideal for organizations that want to manage reimbursements efficiently outside of their payroll system.
What Is a Payment File?
A payment file contains payment information that can be imported directly into your company's online banking platform.
With this functionality, you can:
- 💰 Reimburse employee out-of-pocket expenses
- 🏦 Create bulk payments
- 📊 Gain better control over outgoing payments
- ✅ Eliminate manual payment registration in online banking
👉 Perfect for companies looking to automate their reimbursement process.
When Is a BGC Export Used?
BGC exports are typically used when:
- 💰 Employee expense reimbursements need to be paid
- 👥 Multiple users are reimbursed at the same time
- 🏦 Your bank supports BGC payment files
- ✅ Payments are handled outside the payroll system
👉 BGC exports simplify and automate payment processing.
Create a Payment File
Step-by-Step
- Navigate to Reports > Approve
- Ensure the reports are:
- ✅ Approved
- ✅ Fully authorized
- Select the reports to be paid
- Click Export
✅ You are now ready to generate a payment file.
Select a Payment Format
Step-by-Step
- Select the appropriate export format:
- 🏦 BGC
- 📄 Another bank format configured for your organization
- Review the selected reports
- Click Create File
✅ The payment file is generated.
Download the File
After the file has been created:
Step-by-Step
- Click Download
- Save the file locally
✅ The file is now ready to be uploaded to your bank.
Import the File into Your Bank
The next steps are performed within your online banking system.
General Process
- Log in to your online bank
- Open the file import function
- Upload the payment file
- Review the payments
- Approve the payment batch
✅ The bank will process the payments according to your banking procedures.
Verify Before Exporting
Before generating a payment file, ensure that:
- 👤 Bank account details are registered for all users
- ✅ Reports have been approved
- 📊 Payment amounts are correct
- 💰 Payment dates are accurate
👉 This helps reduce the risk of failed or incorrect payments.
Common Export Issues
Unable to Create a Payment File
Check that:
- ✅ A supported export format is enabled
- ✅ Reports have been approved
- ✅ Users have valid bank account details registered
The Bank Rejects the File
Check that:
- 🏦 The correct file format is being used
- 📊 Bank account numbers are valid
- ✅ Your bank supports the selected export format
👉 Contact your bank if you are unsure which format is required.
Benefits of Payment Files
⏱️ Time Savings
- Fewer manual payments
- Faster reimbursement processing
- More efficient administration
✅ Reduced Risk of Errors
- Automatic transfer of payment information
- Fewer manual entries
- More secure payment processing
📊 Better Control
- Easy payment tracking
- Clear documentation
- Full traceability
💡 Best Practice Tips
Test Before Going Live
- ✅ Generate a test file before implementing the process in production.
- ✅ Verify that the bank accepts the file format.
Verify Bank Details Regularly
- 👤 Ensure employee bank account information is up to date.
- ✅ Reduce payment failures.
Review Reports Before Export
- 📊 Confirm that all reports and amounts are correct before generating the file.
Confirm the Correct Banking Format
- 🏦 Validate the required format with your bank before implementation.
👉 These practices help ensure a smooth and secure payment process.
Frequently Asked Questions (FAQ)
What is BGC?
BGC stands for Bankgirocentralen, a Swedish payment system used to manage payment files and electronic transfers between organizations and banks.
Can I export multiple reports at the same time?
Yes. Multiple approved reports can be included in the same payment file.
Must a report be approved before export?
Yes. Reports generally need to be fully processed and approved before they can be included in a payment export.
Can the file be uploaded directly to the bank?
Yes. The exported file is intended to be imported into your online banking system according to your company's banking procedures.
Summary
- 🏦 Export payment files directly from Expense
- 💰 Efficiently process employee reimbursements
- ✅ Create BGC files and other supported bank formats
- 📊 Improve efficiency and reduce administrative work
- 🔒 Reduce the risk of payment errors through automation
- 🚀 Streamline and automate your company's payment process