Exports and bank files

From an approved or paid batch's page you can export the batch for your finance team, or make a bank file to upload to your bank. A batch that isn't approved yet can't be exported.

You need the Can access Payments permission, Can generate reports or Can generate document reports, and full access to every payment in the batch. The file is made in the background and only you can download it.

Export the batch

Select Export, choose CSV or Excel (XLSX), then Export. When the file is ready, select its name to download it.

There is one row per payment, with the batch title, payment type, recipient, bank account, application number and title, contract number, milestone, amount, GST amount, payment date, payment category and fund.
The bank account is filled in only where you can read the contract or applicant it comes from. Otherwise the cell is blank.
Exporting doesn't change the batch's status. It is recorded with your name and the time, and the dialog lists the batch's earlier exports and bank files.

Export for Accredo

If Backed has arranged Accredo for your organisation, an approved or paid batch that pays money also shows Export for Accredo beside Export. An in-kind batch can't be exported for Accredo. It needs the same access as Export: with Read Only access to a payment in the batch, Backed makes no file. It downloads an Accredo import file straight away, and leaves out any payment whose applicant has no Accredo Bank Account Number.

An Accredo export is listed with the batch's earlier exports and bank files. After it, editing or deleting one of the batch's payments asks you to confirm first, as after any export. See Accredo.

Make a bank file

Select Bank file. The format follows your organisation's currency:

Australian dollars: an ABA file (BECS direct entry).
New Zealand dollars: an NZ Direct Credit file in your bank's layout.
Any other currency: bank files can't be made.

The dialog shows how many payments the file pays and their total, including GST. Choose the processing date (today, or up to 30 days ahead) and, if you like, a description of up to 12 characters for the bank statement. Then select Make bank file. When it is ready, select its name to download it. The file's SHA-256 fingerprint is shown so your finance team can check the upload.

Payments left out

A payment is left out of the bank file, and listed with the reason, when:

no bank account is kept for it;
the BSB, or the NZ bank and branch, is not valid;
the account number is too long;
you can't read the contract or applicant the bank account comes from;
the account number changed after the batch was approved: "account changed since approval – verify before paying". Verify the new number, then make the file again. See Verifying bank accounts.

Pay those payments another way, or fix the bank account and make the file again. If every payment is left out, there is no file to make.

Bank file settings

A bank file needs your organisation's bank file settings: for ABA, the financial institution, user name, APCA user ID, remitter name and debit BSB and account; for NZ, the debit account and your bank. If any are missing, Backed says "Bank file settings are incomplete. Complete them in Settings

Organisation > Payments, then try again." Someone who can edit the organisation's settings fills them in.

To fill them in, open Settings > Profile and terms > Payments. The page has two groups, ABA files (Australian dollars) and NZ Direct Credit files (New Zealand dollars), and says under each whether a file can be made yet.

A saved debit account is never shown again: the page says "Saved account ending" and its last digits. Leave the account blank to keep it, type a new number to replace it, or select Remove the saved account.
The BSB is six digits, the APCA user ID six digits, the financial institution three letters, the user name up to 26 characters and the remitter name up to 16.
Choose your bank for NZ files: ANZ, ASB, BNZ or Westpac. ANZ is used until you choose.
If a field can't be saved, the page says what to fix under that field. If someone else saved the settings while you were editing, select Reload and make your changes again.

Show scheduled payment dates to applicants

The same page has a Payments section with one switch, Show scheduled payment dates to applicants. It is off by default. When it is on, applicants see the scheduled date of each payment that hasn't been paid yet on their grant's Payments page; while it is off, they see each payment's status without its date. The change applies the next time an applicant opens the page.

The switch saves as soon as you change it, and says "Organisation settings saved". If someone else saved the organisation's settings first, it goes back and says so: reload the page and change it again. Only someone who can edit the organisation's settings sees the switch. See Payments and payment letters for what applicants see.

Index series

The same page holds Index series, the index figures your finance team keeps. See Index series. Someone with Can access Payments who can't edit the organisation's settings sees only that section.