This integration is based on generating a standardized SEPA payment file which can be imported to nearly all SEPA countries bank systems.
Most commonly this integration is used with Spreadsheet bookkeeping files where you would have an Excel file for bookkeeping and a SEPA-file for payments. SEPA integration can be enabled in addition to an accounting integration to handle reimbursements.
When company has an active SEPA integration:
if company’s IBAN or BIC are missing, none of the reimbursable expenses will be sent to accounting;
if user’s IBAN is missing, their reimbursable expenses will stay in queue.
If an expense is marked as paid, it is excluded from the payments - SEPA payroll is not generated for it. Due to marking an expense as paid, please note if a company has both Netvisor and SEPA enabled, then the payments are sent to Netvisor, but the SEPA payroll for the same expenses is not generated since they’ve already been marked as paid during the Netvisor batch.
SEPA file generated by Bezala is fairly standardized, but some small alterations can be made on the Integrations page. The file can be sent via email to the specified accountants email address or the file can be sent to a SFTP-server.
Below is an example of a generated SEPA-file:
Refund balances
Refund balances are the way Bezala deals with negative amounts when forming SEPA file.
If user’s total amount of reimbursable expenses for the batch is negative, it is not added to the SEPA payroll, since SEPA cannot process negative amounts. Instead, Bezala saves it as a refund balance, and deducts it from user’s reimbursement amount when sending the next batch. If at that time the amount also ends up as negative, it is saved the same way etc.
Refund balances can be seen on SEPA integration’s page in ActiveAdmin.
Excluded users feature
It's also possible to exclude certain users from the SEPA file. To do this, please contact Bezala support ([email protected]).
Personal expenses of users who are excluded from the SEPA payroll via integration settings are marked as paid when the batch is being sent. The "excluded users" CSV file (can be found from the "Accounting Batches" page) contains the following columns:
user’s name
user’s email
user’s external ID, with fallback to user ID in Bezala
user’s country
payment message (same as in the SEPA payroll, i.e. “Expense reimbursement DATE (USER_ID)“)
amount to reimburse