Run a Payment Run

This guide walks you through paying multiple suppliers in one go using NexWave's Batch Payment Entry record. A single batch can:

• Group outstanding purchase invoices across many suppliers into one payment run.

• Create linked Payment Entries for the selected invoices, keeping separate payment contexts where required.

• Generate the EFT (bank file) in your bank's specific format, ready to upload to internet banking.

• Queue eligible remittance emails independently, with each payment's details attached as a PDF.

Most NZ and Australian banks supported by NexWave have a dedicated EFT format (Westpac NZ, BNZ NZ, ANZ NZ, ASB NZ, NAB Australia, Commonwealth Australia). The format is configured once on the Bank record; the batch then uses whatever format is set on the bank linked to your company bank account.

Before you start

You will need:

• A Bank record with the EFT Export Format field set. This is the single most important prerequisite. Without it, the Download Payment File button will error.

  

  Bank record with EFT Export Format

  
  

  Set this once per bank, under Banking > Bank > your bank > EFT Configuration.

• A Company Bank Account linked to that Bank record. See the Set up a Bank Account guide. For Australian banks (NAB, Commonwealth) you also need the Direct Entry User ID filled in on the Company Bank Account.

• A Supplier Bank Account record for each supplier you want to pay, with the Bank Account No filled in. Tick Is Default so the batch picks it up automatically. See the Set up a Bank Account guide for the party-side flow.

• (Optional) Remittance defaults on the Supplier record. Two fields under the Supplier appear in NexWave: Remittance Particulars and Remittance Code. If set, they auto-populate onto every Payment Entry for that supplier and onto the EFT file. Leave them blank if your bank does not need them.

• One or more submitted Purchase Invoices with an outstanding balance, in the same currency as the company bank account.

• An Email Template with a subject and non-empty body that can be rendered for a Payment Entry.

• A Print Format scoped to Payment Entry that produces a non-empty PDF.

• A linked Contact for each supplier, with an email address and either Is Billing Contact or Is Primary Contact selected. The remittance action uses one selected contact type for the whole run and does not fall back to the other type.

• Permission to create and submit the payment run, plus Email permission on Batch Payment Entry. The remittance action is hidden if you do not have Email permission.

Step 1: Open Batch Payment Entry

In the awesomebar, search for Batch Payment Entry and click + Add Batch Payment Entry.

New Batch Payment Entry form

Fill in:

Save the form. The toolbar now shows the Fetch Outstanding Invoices button.

Step 2: Fetch outstanding invoices

Click Fetch Outstanding Invoices in the toolbar. NexWave opens a multi-select dialog showing the outstanding Purchase Invoices that match the batch.

Fetch Outstanding Invoices dialog

Only eligible invoices appear in the dialog and in the manual Purchase Invoice picker in the Outstanding Invoices table. A Purchase Invoice must:

• Be submitted.

• Belong to the selected Company.

• Use the same Currency as the batch and company bank account.

• Have a non-zero Outstanding Amount.

• Have a Posting Date on or before the batch Posting Date.

• Not already be listed in the Outstanding Invoices table.

Use the filters at the top to narrow the list further:

Tick the invoices you want to pay, then click Fetch. NexWave loads them into the Outstanding Invoices table.

If you already know one invoice number, you can also add a row directly in Outstanding Invoices and choose the invoice in the Purchase Invoice field. The row picker uses the same company, currency, posting date, outstanding amount and duplicate checks as the fetch dialog. It does not apply the dialog's Supplier, Supplier Group or Due Date filters.

Step 3: Review the table

Each row shows the invoice, supplier, due date, currency, outstanding amount, payment amount (editable for partial payments), the supplier's bank account and the per-row reference.

Filled draft Batch Payment Entry

For each row, check:

• Payment Amount: defaults to the full outstanding amount. Type a smaller value to make a partial payment.

• Supplier Bank Account: auto-fetched from the supplier's default Bank Account. If a row is missing one, the supplier has not been set up correctly; either add the supplier's bank account, or remove the row from the batch.

• Bank Account Number: pulled from the supplier bank account. This is what ends up on the EFT file.

• Reference: optional per-row reference. Leave blank to fall back to the supplier-level remittance code or the batch reference.

If you set up a new supplier bank account after fetching the invoices, click Update Bank Accounts in the toolbar. NexWave re-pulls the default bank account for every row that is missing one.

The totals at the bottom of the page show the Total Outstanding Amount (across all rows) and Total Payment Amount (after any partial-payment edits). They should match unless you are deliberately under-paying.

Step 4: Submit

Click Submit.

NexWave does the following on submit:

1. Groups rows by supplier and their accounting and allocation context. One supplier can therefore produce more than one Payment Entry.

2. Pulls the supplier's Remittance Particulars and Remittance Code defaults onto each Payment Entry (you can override them per row before submit).

3. Creates the Payment Entries. If Automatically submit payment entries was ticked, the entries are submitted immediately; otherwise they remain in draft for review.

4. Links each Payment Entry back to the batch via the Batch Payment Entry field.

The Payment Summary panel below the form populates with one row per Payment Entry, showing the linked invoices, supplier, remittance fields, paid amount and the supplier's billing or primary email.

Submitted Batch Payment Entry with Payment Summary

Each row's status indicator shows Pending (draft Payment Entry) or Completed (submitted Payment Entry). If you left Automatically submit payment entries unticked, click into each Payment Entry to review and submit it manually, then come back to the batch.

Step 5: Download the EFT file

Click Actions > Download Payment File.

NexWave looks up the EFT Export Format on the Bank linked to the Company Bank Account, generates a file in that format containing one record per Payment Entry, attaches it to the batch, and triggers a download. The file is ready to upload to your bank's internet banking portal.

If you see Unsupported EFT export format or No EFT export format configured, go back to Before you start and configure the Bank record.

The reference doc Batch Payments (Payment Run) lists the file name pattern and structure for each supported format. Use it as the spec sheet when troubleshooting bank-side rejections.

Step 6: Queue remittance emails

Before queueing, review Payment Summary:

• Confirm every Payment Entry that should receive a remittance is submitted. Draft Payment Entries are not processed.

• Check the Billing Email and Primary Email columns. Decide which contact type you will use for the whole run.

• Correct missing contact details before queueing when practical. A missing selected contact email skips only that remittance, not the entire run.

Click Actions > Queue Remittance Emails.

Queue Remittance Emails dialog

Fill in:

Click Queue Remittance Emails. NexWave checks every submitted Payment Entry linked to the batch and processes each one independently:

• Eligible remittances are added to the email queue with a Payment Entry PDF attached.

• A missing email for the selected contact type is skipped.

• A remittance already queued or sent to the same selected contact is skipped.

• A contact lookup, Payment Entry, template, PDF or email queue problem is reported as failed.

• Other eligible remittances continue even when one is skipped or fails.

The result message uses these states:

The message separates Queued, Skipped and Failed outcomes. Review the supplier, Payment Entry and reason shown before closing it.

Queued means NexWave accepted the email into its outgoing queue. It does not confirm that the recipient's mail service delivered it.

Correct and retry remittances

The action is safe to run again after you correct a skipped or failed case:

1. Add the missing email to the supplier's linked Contact, or correct the selected Email Template or Print Format.

2. Open the submitted Batch Payment Entry again.

3. Select Actions > Queue Remittance Emails and use the same contact type.

4. Review the new result.

NexWave skips remittances already active in the email queue or already sent to the same selected contact. Entries that previously failed can be queued again. There is no force-resend option for the same Payment Entry and recipient in this batch action.

Step 7: Reconcile the bank payment

Once the payment appears on your bank statement, import or sync the bank transaction, then reconcile it from the submitted Batch Payment Entry.

Before reconciling, check:

• The Batch Payment Entry is submitted.

• The linked Payment Entry rows in Payment Summary are submitted. If Automatically submit payment entries was unticked, submit them first.

• The matching Bank Transaction is submitted and still Unreconciled.

• The Company Bank Account and Currency match the batch.

• The bank transaction is a single withdrawal, and its Withdrawal and Unallocated Amount exactly match the batch's Total Payment Amount.

Click Actions > Reconcile with Bank Transaction. NexWave shows matching bank transactions for the batch amount.

Reconcile with Bank Transaction dialog

Select the matching Bank Transaction and click Reconcile. NexWave queues the reconciliation in the background, so large payment runs can continue processing without keeping your browser tied up.

The Bank Reconciliation section shows Reconciliation Status as Pending while processing and Completed once the batch is reconciled. NexWave also shows a completion message.

Completed bank reconciliation status

To undo the reconciliation, open the same Batch Payment Entry and click Actions > Unreconcile. This clears the bank transaction link and the Payment Entry clearance dates. It does not cancel the Payment Entries, cancel the batch, retract the EFT file or recall any remittance emails.

What happens when you cancel

Click Cancel on the toolbar (only available on submitted batches). NexWave reverses the batch by:

• Deleting any draft Payment Entries linked to the batch.

• Cancelling any submitted Payment Entries linked to the batch.

The original Purchase Invoices return to their pre-payment outstanding amounts. You can then create a new batch with the corrected data.

Cancelling does not retract the EFT file or recall remittance emails already queued or sent; it only undoes the accounting.

Troubleshooting

Related guides

• Set up a Bank Account: create company and supplier bank accounts.

• Batch Payments (Payment Run) reference: per-format file structures and fields.

• Bank Reconciliation Tool: reconcile bank statement lines and review matched transactions.

• Send Customer Statements: the receivables-side companion workflow.