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Process Multiple Payments in Batch

Quick Start

⚡ Processing many payments? Use batch processing for efficient entry and automatic validation.

  1. Create/select batch → 2. Open Batch Processing → 3. Search accounts → 4. Enter payments → 5. Validate totals

What you'll accomplish: Efficiently process multiple payments from different members using batch validation to ensure accuracy and streamline data entry in about 10 minutes.

🚀 Quickstart​

  1. Navigate to the Batches tab and select or create a batch
  2. Click the "Batch Processing" tab
  3. Search for member accounts one by one
  4. Enter payment details for each member
  5. Validate expected vs. calculated totals

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Access to Financials permission set
  • Permission to create and edit batches
  • List of payments to process with amounts
  • Understanding of your payment validation settings
  • Knowledge of payment methods and batch requirements

💡 When to Use Batch Processing​

Best for:

  • Processing multiple payments from daily mail/deposits
  • Entering payments from bank batch files
  • Validating payment totals against deposit slips
  • Streamlining repetitive payment entry tasks

Not ideal for:

  • Single payments (use Record a Single Payment)
  • Complex payment allocations requiring detailed review
  • Payments requiring special handling or exceptions

📘 Detailed Instructions​

Step 1: Access Batch Processing​

  1. Navigate to the Batches tab via App Launcher
  2. Choose your approach:
    • Select existing batch - Open a previously created batch
    • Create new batch - Click "New" to start fresh

Step 2: Set Up Your Batch​

📝 Batch Configuration Fields
FieldRequiredDescriptionExample
Transaction Type✅Type of transactions in batchPosted Payment, Adjustment
Batch Date✅Date for all transactions2025-01-27
Deposit ID✅Bank deposit or referenceDEP-2025-001
Expected Batch Amount❌Total expected (for validation)$2,450.00
Description❌Internal notes about batchDaily mail receipts

Important Settings:

  • Expected Payment Validation - Enable to automatically validate totals
  • Default Payment Type - Sets payment method for all entries
  • Auto-allocation Rules - Determines how payments are applied to invoices

Step 3: Enter Payments via Batch Processing​

  1. Click the "Batch Processing" tab on your batch record
  2. Search for the first member account by typing their name
  3. Select the correct account from the dropdown
Account Selection

You must click on the account from the dropdown - typing alone won't select it properly.

Step 4: Enter Payment Details​

For Posted Payments:

💳 Payment Entry Fields
FieldAuto-FilledDescription
Check Date✅ (from Batch Date)Date of the payment
Payment Type✅ (from Default)Method of payment
Amount❌Payment amount to enter
Reference❌Check number or reference
Description❌Notes about this payment

For Adjustments:

  • Date of Action - Auto-filled from Batch Date
  • Reason - Required field for adjustment reason
  • Amount - Adjustment amount (positive reduces balance)

Step 5: Save and Continue​

Save Options:

  • Save & Continue - Clears screen for next payment entry
  • Save & Exit - Returns to batch record

Best Practice: Use "Save & Continue" for efficient data entry when processing multiple payments.

Step 6: Validate Batch Totals​

  1. Return to the main batch record (Details tab)
  2. Compare Expected Batch Amount vs. Calculated Total
  3. Investigate any discrepancies before closing batch
  4. Mark batch as complete when totals match

✅ How to Know It Worked​

Success Indicators:

  • ✅ Individual payment records created for each entry
  • ✅ Calculated Total matches Expected Batch Amount
  • ✅ All payments appear in member accounts
  • ✅ Batch status shows as balanced/complete

Validation Steps:

  • Check payment records - Verify each payment was created correctly
  • Review member accounts - Confirm payments appear and are allocated
  • Run batch reports - Generate summary reports for accounting
  • Verify bank reconciliation - Ensure totals match deposit amounts

🆘 Troubleshooting​

❌ Cannot Access Batch Processing

Problem: Batch Processing tab not visible or accessible

Solutions:

  • ✅ Verify you have Financials permission set assigned
  • ✅ Check batch object permissions in your profile
  • ✅ Ensure you're viewing a saved batch record (not creating new)
  • ✅ Ask admin about custom page layout configuration
❌ Account Search Not Working

Problem: Cannot find or select member accounts

Solutions:

  • ✅ Type at least 3 characters before searching
  • ✅ Click on account from dropdown (typing alone isn't enough)
  • ✅ Check account record permissions and visibility
  • ✅ Verify account naming conventions in your org
❌ Batch Totals Don't Match

Problem: Expected vs. Calculated amounts don't balance

Solutions:

  • ✅ Review each payment entry for accuracy
  • ✅ Check for duplicate entries or missing payments
  • ✅ Verify payment amounts against source documents
  • ✅ Look for failed saves or error messages during entry
❌ Payment Not Allocating Correctly

Problem: Payments not applying to invoices as expected

Solutions:

  • ✅ Check invoice status - ensure invoices aren't locked
  • ✅ Review auto-allocation rules in your org
  • ✅ Verify payment amounts match available invoice balances
  • ✅ Use manual allocation if automatic rules aren't working

💡 Best Practices​

Batch Processing Best Practices
  • 📋 Prepare Data First - Have all payment information ready before starting
  • 🔢 Double-Check Amounts - Verify each entry before saving
  • ⏱️ Work in Sessions - Process manageable batches to avoid errors
  • 💾 Save Frequently - Use "Save & Continue" to prevent data loss
  • 📊 Validate Often - Check running totals as you work
  • 📝 Document Discrepancies - Note any issues for follow-up

Efficiency Tips:

  • Use keyboard shortcuts for faster navigation
  • Set up default payment types to reduce manual entry
  • Group similar payment types in the same batch
  • Review validation settings to catch errors early

🔗 Related Actions​