A payment batch is how you process a stack of remittances together – upload the paperwork, let FactorCloud draft a payment per document, then apply them. It is faster than keying payments one at a time and keeps the backup attached.
Step 1 – Start the batch
- In the left-hand menu, click Payments.
- Click Create Payment Batch in the top-right corner.
Step 2 – Upload the documents
Choose the Document Type first:
- Bank Remit – the bank's record of what landed.
- Debtor Remit – the debtor's advice telling you which invoices the payment covers.
- Other – anything else worth keeping with the batch.
Set the Default Values first: Account and Payment Type are required before anything can be uploaded. Payment Date is optional and overrides the date FactorCloud reads from the document. Turn on Group Payments to combine all the payments in a document into one.
Drag the files in or click to browse. PDF, JPEG and PNG are accepted. Add more documents of each type as needed – a typical batch has a bank remit and several debtor remits.
Step 3 – Create the draft payments
Until every document is uploaded, the right-hand panel stays disabled and says so: "Once all documents are uploaded, you will be able to create payments and assign them."
When uploading is finished, click Submit Documents. After submitting you cannot add or remove documents in this batch, so check the stack first.
FactorCloud then creates draft payments from the documents. Work through them, assigning each to the right client and invoices.
Step 4 – Finish the batch
Give the batch a Batch Number and Batch User, check the Total Amount against your bank deposit, and click Create Payment Batch.
The payments land on the Unapplied tab, tagged with the batch number, ready to be applied like any other payment.
If a batch gets stuck
Force Close ends a batch that has errored during upload. Use it when the app tells you to – it closes the batch so you can start again, and any draft payments already created are kept.
Good practice
- One batch per bank deposit. Matching a batch total to a deposit is what makes reconciliation quick.
- Upload the bank remit first, then the debtor remits, so the totals are easy to compare.
- Use Clear Batch on the Payments screen to remove a batch number from selected payments. It cannot be undone, and payments without a batch are unaffected.
Related articles
- How to Import Payments
- Posting a Payment for an Invoice Not in the System (OOS Feature)