Payment batches

Award and pay > Payments lists every batch you can see, newest first. Each row shows the batch's Title, Status, how many Payments it holds, its Total with the batch's currency code (such as NZD 1,250.00), and the Applicants and Contracts its payments name, with when it was created and by whom.

This appears only when it is turned on for your organisation, and you need the Can access Payments permission. Labels that name Payment Batch use your organisation's own term if you've renamed it.

An All payments tab sits beside Payment Batches: every payment on one list, in a batch or not, filtered by paid date and exported for reconciliation. See All payments.

When your organisation uses Funds, a Funds tab sits beside them. See Funds in payments.

Find a batch

Use the Status filter to show only Draft, Sent for Review, Approved or Paid batches.
Search by title. A batch is listed only when you can see its payments.
Select Advanced filters and type one or more names in Tags, separated by commas, to show the batches carrying any of those tags. Tag a batch on its page; see A payment batch's page and marking it paid.

Plan what is still to pay

Select Cashflow to see the unpaid payments in every batch by the month they are scheduled for, in each currency, with the in-kind deliveries still to come. See Cashflow.

Select Index series, beside it, to keep the figures a contract's later years can rise with. See Index series.

See held tranches

Select Held tranches beside the list to see every milestone held from payment, with the reason, who held it and when, and Release on each row. See Refunds, repayments, holds and void and reissue.

Create a batch

Go to Award and pay > Payments and select Create Payment Batch.
On Title and description, enter a Title. Put today's date in the title for your finance team.
Add a Description if it helps. Only administrators see it.
Choose the batch's Currency. Your organisation's currency is first and chosen for you. Every payment added to the batch must be in this currency, and it never changes once the batch is created. See Currencies.
Choose its Type: Cash, which is chosen for you, or In-kind for a batch of goods or services. It also never changes once the batch is created. See In-kind grants.
Select Next. The batch is created as a Draft and appears at the top of the list.

A batch needs a title: an empty one shows "Title can't be blank" and no batch is created.

Create a batch from Fund tags

When your organisation uses Funds, Create Tagged Batch makes one Draft batch from every Fund carrying the tags you choose. You need the Can access Payments permission and full access to the payments it makes.

Go to Award and pay > Payments and select Create Tagged Batch.
Under Fund tags, type a tag and press Enter or select Add tag. Add as many as you need, up to
1. Select a tag's × to remove it.
Select Preview. Backed lists each Fund carrying any of the tags, with how many lines it adds, their amount, any donor conditions, and under Left out each rule or Fund that adds nothing and why, such as "No available balance".
Select Create batch. The batch is created as a Draft and opens, ready to review.

Create batch can't be used until the preview adds at least one line. If you change the tags, select Preview again first. A batch holds one currency, so if the lines are in more than one, Backed says so and you choose tags whose Funds share one. See Funds in payments.

Create a batch from a distribution cycle

When your organisation uses Funds, Run Distribution Cycle sits beside Create Tagged Batch. It opens Distribution cycles, where one step distributes every Fund whose next distribution date has come: each due Fund's tagged share becomes payment lines in one Draft batch, and its contestable share goes to its grants' pools. You need the Can access Payments permission. You preview what the cycle would do before you confirm it, and Open the batch takes you to the batch it made. See Run a distribution cycle.

Delete a batch

On the batch's row, select Delete.
Backed asks "Delete this payment batch and its payments? This cannot be undone." Select Delete batch to confirm.

The batch and its payments are deleted, and its milestones can be added to another batch. Only a Draft batch, or one Sent for Review, can be deleted. An Approved or Paid batch is kept, and its Delete says why. Every deletion is recorded in the audit log.