Batch Payments (Payment Run)

Batch Payment Entry allows you to group multiple supplier invoices into a single batch for efficient payment processing. Once submitted, you can generate EFT (Electronic Funds Transfer) bank files to upload directly to your bank's internet banking portal.

Key Features

• Batch Multiple Invoices - Group invoices from multiple suppliers into one payment batch

• Automatic Payment Entry Creation - Creates individual Payment Entry records for each supplier

• EFT Bank File Generation - Download bank files ready for upload to internet banking

• Email Remittance Advice - Send payment notifications to suppliers with PDF attachments

• Bank Transaction Reconciliation - Reconcile the submitted batch against the matching bank statement line

• Multi-Currency Support - Handle payments in different currencies with exchange rate tracking

• Debit Note Support - Include supplier debit notes (returns) in the payment batch

Supported Banks for EFT Files

NexWave can generate EFT files for the following banks:

Setup Requirements

Bank Configuration

Before using Batch Payment Entry, configure your bank's EFT export format:

1. Go to Bank (not Bank Account)

2. Find your bank record (e.g., "Westpac New Zealand")

3. Set the EFT Export Format field to the appropriate format

Bank Account Configuration

For Australian bank payments (NAB and Commonwealth), additional configuration is required:

1. Go to your Bank Account record

2. Set the Direct Entry User ID field (assigned by AusPayNet)

3. The Direct Entry User ID must be exactly 6 digits

Supplier Bank Accounts

Each supplier must have a bank account configured:

1. Go to Supplier > Bank Accounts section

2. Create a Bank Account with:

   • Bank Account Number - Full account number (required for EFT)

   • Is Default - Check this for the primary payment account

Creating a Batch Payment Entry

Step 1: Create New Batch

1. Go to Batch Payment Entry > New

2. Set required fields:

   • Company - Your company

   • Posting Date - Date for the payment entries

   • Company Bank Account - The bank account to pay from

   • Reference Date - The date payments will be processed by the bank

   • Reference (optional) - A reference that appears on bank statements

Step 2: Add Invoices

1. Click Fetch Outstanding Invoices button

2. Use filters to find invoices:

   • Filter by Due Date to find overdue invoices

   • Filter by Supplier or Supplier Group

3. Select invoices and click Fetch

The invoices will be added to the Outstanding Invoices table showing:

• Purchase Invoice reference

• Supplier name

• Due date

• Outstanding amount

• Payment amount (editable - allows partial payments)

• Supplier bank account (auto-populated)

Step 3: Review and Adjust

• Adjust Payment Amount for partial payments

• Add a Reference per invoice line for custom bank references

• Click Update Bank Accounts to refresh supplier bank account details

• Review Total Payment Amount before proceeding

Step 4: Submit the Batch

1. Click Save to validate the batch

2. Click Submit to:

   • Create Payment Entry records for each supplier

   • Automatically submit payment entries (if option is checked)

Generating EFT Bank Files

After submitting the batch:

1. Click Actions > Download Payment File

2. The system generates an EFT file based on your bank's configured format

3. The file downloads automatically

4. Upload this file to your bank's internet banking portal

File Formats

Westpac NZ (Deskbank CSV)

• Comma-separated values format

• Filename: westpac_deskbank_BPE-XXXXX_YYYYMMDD.csv

BNZ NZ (AFI)

• BNZ Automated File Input format

• Includes header, detail, and control records

• Filename: bnz_BPE-XXXXX_YYYYMMDD.afi

ANZ NZ (Domestic Full)

• ANZ Domestic Full payment batch format (CSV)

• Includes header (record type 1), detail (record type 2), and control (record type 3) records

• Supports hash total validation for transaction integrity

• Filename: anz_domestic_full_BPE-XXXXX_YYYYMMDD.txt

ASB NZ (FastNet Business Standard Bulk)

• ASB FastNet Business Standard Bulk Payments CSV format

• Supports 15, 16, or 19 digit NZ bank account numbers

• Field values are sanitised to ASB-allowed characters only

• Filename: asb_standard_bulk_BPE-XXXXX_YYYYMMDD.csv

NAB Australia (ABA/BECS)

• ABA/BECS Direct Entry fixed-width format

• 120 characters per record

• Requires Direct Entry User ID on the Bank Account

• Filename: nab_de_BPE-XXXXX_YYYYMMDD.txt

Commonwealth Australia (ABA/BECS)

• ABA/BECS Direct Entry fixed-width format with debit records

• Generates both credit (transaction code 50) and matching debit (transaction code 13) records

• 120 characters per record

• Requires Direct Entry User ID on the Bank Account

• Filename: cba_de_BPE-XXXXX_YYYYMMDD.txt

Sending Remittance Advice to Suppliers

After submitting the batch, you can email payment notifications to suppliers:

1. Click Actions > Send Email to Suppliers

2. Configure email options:

   • Email Template - Select a pre-configured template

   • Print Format - Select a Payment Entry print format for PDF attachment

   • Send to Primary Contact - Use primary contact instead of billing contact

   • CC To - Optionally CC another user

3. Click Send Emails

The system will:

• Send one email per Payment Entry

• Attach a PDF of the payment details

• Use the supplier's billing or primary contact email

Payment Summary

After submission, the form displays a Payment Summary section showing:

• Payment Entry references (with links)

• Status (Pending/Completed)

• Linked invoices

• Supplier details

• Payment amount

• Supplier email addresses (billing and primary)

Bank Reconciliation

A submitted Batch Payment Entry can be reconciled against the bank transaction that represents the payment run. Use this when one money-out bank statement line covers the full batch.

Before reconciling, the batch must have submitted Payment Entry rows and the matching Bank Transaction must be submitted, unreconciled, in the same Company Bank Account and Currency. The bank transaction's Withdrawal and Unallocated Amount must exactly match the batch's Total Payment Amount.

To reconcile:

1. Open the submitted Batch Payment Entry.

2. Click Actions → Reconcile with Bank Transaction.

3. Select the matching Bank Transaction.

4. Click Reconcile.

NexWave queues the reconciliation in the background. The Bank Reconciliation section records the Reconciliation Status, Bank Reconciliation Date and Reconciled Bank Transaction. The status is Pending while processing and Completed once the linked Payment Entries have been cleared.

Use Actions → Unreconcile from the same Batch Payment Entry if you need to undo it. This clears the bank transaction link and the Payment Entry clearance dates. It does not cancel the Payment Entries or the batch.

For a step-by-step flow with screenshots, see Run a Payment Run.

Additional Actions

Update Bank Accounts

Click Update Bank Accounts to:

• Refresh supplier bank account details

• Fetch default bank accounts for suppliers

• Show warnings for suppliers missing bank accounts

Create Payment Entries (Manual)

If payment entries weren't auto-created, click Actions > Create Payment Entries to create them manually.

Handling Debit Notes

To include supplier debit notes (returns) in a batch:

1. Fetch the debit note like a regular invoice

2. The payment amount will be negative

3. The debit note amount reduces the total payment

Note: The total payment amount must remain positive. A batch cannot have only debit notes.

Cancelling a Batch

When you cancel a Batch Payment Entry:

• Draft payment entries are deleted

• Submitted payment entries are cancelled

• The linked invoices return to outstanding status

Troubleshooting

Related Documentation

• Accounting - Overview of accounting features

• Buying - Purchase order and invoice management