# 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8yNmQ0YTU0Yy05MDBmLTRkNjYtOWQ5OS1hM2M1YmVlZGFhOGUvYWNlNjA0MTEtMWIxOS00YTMwLTkzNzItMWNjM2UzZTY0ZWIxLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.VrgV4Rn37bMYrHOpqifH2_tASzKmCBXfVAIKlZPJ2t0)

  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](/doc/dd0ff8a3-c28a-4932-9a04-39c086673d72). 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](/doc/dd0ff8a3-c28a-4932-9a04-39c086673d72) 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9mNDc5NDk2Ni0xYTdhLTRiNmItYjdjZi1mYmNjMTM0MjNhZGYvZjJjZTRhY2ItNTI4Yi00YjJhLWI1YzYtMDRjMGY0ZWM2ZDRjLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.RIxx_JgTxcMMLpt83mRegeMhXfAipsTK3O6ma1I2ETc)

Fill in:

| Field | Notes |
|-------|-------|
| **Company** | The company paying the suppliers. |
| **Posting Date** | The accounting posting date for the resulting Payment Entries. Invoice selectors only show Purchase Invoices with a Posting Date on or before this date. |
| **Company Bank Account** | The account paying the suppliers. The dropdown filters to company accounts under the selected company. The **Currency** field is populated automatically from the bank account. |
| **Reference Date** | The date the bank will process the payments. Often set a day or two after Posting Date if you are uploading the file before settlement. |
| **Reference** | Optional batch-level reference. If not set, the batch document name (for example, *BPE-00005*) is used. |
| **Automatically submit payment entries** | Tick to skip the draft state on the generated Payment Entries. Untick if you want to review each one before posting. |
| **Use Payment Entry ID as Payee Reference** | Tick to put the Payment Entry name (*ACC-PAY-2026-00481*) on the bank file's payee reference field instead of the supplier-level *Reference*. |

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9kMTE5MTBjZC1hYzRmLTQ3MTMtOThlMi03OGJkY2ZlNWY3NTgvNTQxYzFjZDctZDk5Yi00MTg4LWJmNjItOTc3NWI5MTcwOTEyLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.VxAICswWn2yF6RUWErw1ZNjbyZF7DjkLVbjCLtVjS7Y)

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:

| Filter | Use it for |
|--------|------------|
| **Due Date** | Default is the batch's Posting Date, so the list shows invoices due on or before that date. Loosen this if you want to pay early. |
| **Supplier** / **Supplier Group** | Pay a specific supplier, or all suppliers in a group. |
| **Name** | If you know the invoice number, type it here directly. |

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81YmZkY2NjMS00ODRkLTQ1NDYtYWMzOC04NTNjOTllMzkzNzQvODliMzNmOTUtMzRlNy00MmM0LTg5MmUtYmU0YWE2ODdjNmY4LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.sVqNZZG-DYuzt6zxL-nyFTlFJ27w-OnSRPFXeCL0Bz4)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC83MGU4ZmQ3Mi1kNzZmLTQ1ZTctYjg0ZC1lNDIxZDdlZjZlMzgvNWY5NTI2ZmUtZjY0MC00OTQ3LTg1NTAtMmVhZWU0NjQyNTYzLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.7XOXGaFBcro-elU1cuP75E5GcStU57onqCkFwLmK8e4)

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)](/doc/9e75c25b-142a-461b-9bde-dedcdc929aa9) 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC84NTc3ODg4NS0zNGRhLTQwMWYtOWQ4MS02MTJjODBlZjcwODAvMDktcXVldWUtcmVtaXR0YW5jZS1lbWFpbHMtZGlhbG9nLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.pv95h4Bln637ATbESZLNCwHZzG66o0ymA45pdgo_3sE)

Fill in:

| Field | Notes |
|-------|-------|
| **Email Template** | The template to use for the email subject and body. The template can use fields from the Payment Entry, including the supplier and payment amount. |
| **Print Format** | The Print Format to render as the PDF attachment. It must belong to *Payment Entry* and produce a non-empty PDF. |
| **Send to Primary Contact** | Leave unticked to use the email from a linked Contact marked **Is Billing Contact**. Tick to use a linked Contact marked **Is Primary Contact**. NexWave does not fall back to the other contact type. |
| **CC To** | Optional. A user record whose email address will be CC'd on every email. Useful for keeping your AP inbox in the loop. |

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:

| Result | Meaning |
|--------|---------|
| **Emails Queued** | Every eligible remittance was added to the email queue. |
| **Partial Success** | At least one remittance was queued, while other entries were skipped or failed. |
| **No Emails Queued** | Nothing new was queued and the listed entries were skipped, often because they were already queued or sent. |
| **Email Queueing Failed** | Nothing new was queued and one or more entries failed during preparation or queueing. |

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xZTAyMjBhMy05NGM1LTQ5ZjUtYmU1MC0zNzg3OWYwMzg1NjYvMDctcmVjb25jaWxlLXdpdGgtYmFuay10cmFuc2FjdGlvbi1kaWFsb2cucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0._X-rL9Cr5aJIJbqUu111L-xO1VCNAtYxdWyhv-P5PQc)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC80OWQ4MDQ1OC1hYTliLTQ1MzAtOTMwZS0wMmFhYjQ1M2JlMDgvMDgtYmFuay1yZWNvbmNpbGlhdGlvbi1jb21wbGV0ZWQucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.2PabndkZDb6G3yyUvmwlCZByR7ZWunWsNn_-s4etnuE)

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

| Symptom | What to check |
|---------|---------------|
| **Fetch Outstanding Invoices** dialog is empty | Check that the batch has **Company**, **Posting Date** and **Company Bank Account** filled in. Then check that the Purchase Invoices are submitted, outstanding, in the same company and currency, posted on or before the batch **Posting Date**, and not already in the table. |
| Purchase Invoice missing when adding a manual row | The row picker uses the same eligibility rules as the batch: submitted, outstanding, same company, same currency, posted on or before the batch **Posting Date**, and not already selected. It does not use the fetch dialog's **Supplier**, **Supplier Group** or **Due Date** filters. |
| **Supplier Bank Account** column blank on a row | The supplier has no default Bank Account record. Open **Bank Account**, create a record, set **Party Type** to *Supplier*, tick **Is Default**, then click **Update Bank Accounts** on the batch. |
| **Download Payment File** errors with *No EFT export format configured* | The Bank linked to the Company Bank Account has no EFT Export Format set. Open the Bank record, set the format, and try again. |
| **Download Payment File** errors with *Unsupported EFT export format* | A format other than the six supported ones is set on the Bank. Reset to one of the supported formats. |
| **Direct Entry User ID is required** error on AU banks | NAB and Commonwealth need the Direct Entry User ID on the Company Bank Account. Open the Bank Account, fill in the 6-digit ID assigned by AusPayNet. |
| **Queue Remittance Emails** is missing | The batch must be submitted and not cancelled, and you need Email permission on **Batch Payment Entry**. Ask your NexWave administrator to review your permissions if the action remains hidden. |
| *No submitted payment entries found* | Submit the linked Payment Entries that should receive remittances, then run **Queue Remittance Emails** again. Draft Payment Entries are not processed. |
| A remittance is skipped for a missing contact email | Open the Supplier's linked Contact, add an email address, and select **Is Billing Contact** or **Is Primary Contact** to match the option used in the queue dialog. NexWave does not use the other contact type automatically. |
| **No Emails Queued** | Read the **Skipped** reasons. If every remittance is already queued or sent to the selected contact, no further action is needed. |
| **Partial Success** | Correct only the skipped or failed entries, then run the action again. NexWave protects the entries already queued or sent from duplication. |
| **Email Queueing Failed** | Review the reason against each failed Payment Entry. Correct the template, Print Format, contact or queue problem, then retry. |
| The remittance PDF could not be generated | Confirm the **Print Format** belongs to *Payment Entry* and can render a non-empty PDF for the affected Payment Entry. NexWave does not queue an attachmentless remittance. |
| The email content could not be prepared | Confirm the **Email Template** renders a non-empty body and the intended subject for a Payment Entry. |
| A remittance shows **Queued** but is not delivered | **Queued** is not delivery confirmation. Ask your NexWave administrator to review the outgoing email queue before retrying while the remittance is still active. |
| Wrong remittance reference on the bank file | Check the precedence: the row-level **Reference** wins, falling back to the supplier's *Remittance Code*, then the batch reference, then the Payment Entry name (if **Use Payment Entry ID as Payee Reference** is ticked). |
| Currency change wipes the rows | Switching the **Company Bank Account** to one in a different currency clears the **Outstanding Invoices** table after a confirmation prompt, since the cross-currency rows are no longer valid. Re-fetch invoices in the new currency. |
| Payment Entries created but not submitted | **Automatically submit payment entries** was unticked. Open each Payment Entry from the Payment Summary panel and submit, or tick the option and re-create the batch. |
| Cannot find a supplier in the Fetch dialog | The supplier's invoices may be in a different company or currency, posted after the batch **Posting Date**, fully paid, already selected, or outside the dialog's **Due Date** filter. |
| No bank transaction appears in the reconcile dialog | Check that the Bank Transaction is submitted, unreconciled, in the same company bank account and currency, and that its withdrawal and unallocated amount exactly match the batch total. |
| Reconciliation stays Pending or changes to Failed | Refresh the Batch Payment Entry and check the **Bank Reconciliation** section. Failed reconciliations show the reason there. Fix the data issue, then run **Actions** > **Reconcile with Bank Transaction** again. |

## Related guides

* [Set up a Bank Account](/doc/dd0ff8a3-c28a-4932-9a04-39c086673d72): create company and supplier bank accounts.
* [Batch Payments (Payment Run) reference](/doc/9e75c25b-142a-461b-9bde-dedcdc929aa9): per-format file structures and fields.
* [Bank Reconciliation Tool](/doc/df082da9-8898-4ffe-9a0c-56a0d7a36137): reconcile bank statement lines and review matched transactions.
* [Send Customer Statements](/doc/50bb003b-7d14-4b75-93ef-f118d26a72d6): the receivables-side companion workflow.