Payment Batch field guide

A Payment Batch groups approved payable, payroll, tax, refund, or transfer instructions for controlled release to a bank or cash process. It is not the supplier invoice, receipt, or bank confirmation. OSERP must keep proposal, approval, file generation, bank result, and ledger posting as distinct evidence.

Batch header fields

Open Treasury → Payment Batches → New.

Field	Example	Purpose and impact
Batch ID	PAY-2026-009841	Immutable control key
Company	Demo Retail Group LLC	Legal scope
Payment account	UAE-OPS-AED	Bank/cash source
Payment type	Supplier / payroll / tax	Policy and account rules
Currency	AED	Settlement and file
Payment date	2026-09-30	Cash forecast
Proposal filter	Due by 2026-09-30	Selection basis
Prepared by	Treasury clerk	Maker responsibility
Approvers	Manager + CFO	Dual control
File format	ISO 20022	Bank integration
Status	Draft / approved / sent	Release gate
Bank status	Pending / accepted / rejected	External result

Other fields include total count, gross, discounts, withholding, net, checksum, file ID, bank reference, rejection summary, approval expiry, and correlation ID. One batch should not mix companies or incompatible currencies unless policy explicitly supports it.

Proposal and payment lines

Lines reference supplier/customer, invoice or refund, due date, gross amount, discount, withholding, net amount, currency, beneficiary bank, tax, source account, and project/dimension. A line cannot be proposed if source invoice is draft, blocked, already paid, duplicated, or outside company scope.

For 42 supplier invoices totaling AED 950,000, an AED 10,000 early-payment discount and AED 5,000 withholding produce net bank payment AED 935,000. The batch displays each formula and source document.

Validation and approval

Before submit, validate invoice approval, duplicate payment, supplier active status, beneficiary verification, bank account, period, tax, withholding, currency, cash availability, credit notes, and policy thresholds. A new beneficiary or urgent payment is high risk and needs independent verification.

Approval fields include task ID, approver, role, decision, time, comment, evidence, version, and expiry. The preparer cannot approve their own batch where maker-checker is required. Changing amount or beneficiary after approval invalidates the approval and creates a new version.

Bank file and release

File fields include format, sequence, batch ID, payment lines, checksum, generated time, generated by, encryption, bank channel, transmission ID, and response status. File generation is not bank acceptance. Store the signed or encrypted file reference under restricted access.

When the bank accepts, import transaction IDs, value dates, paid amounts, fees, and status per line. A rejected line retains bank reason and may be retried in a new batch. Do not mark every line paid because the file was sent.

Posting and partial settlement

At approved release or bank confirmation, debit supplier payable, payroll payable, tax payable, refund liability, or transfer clearing and credit bank. Bank fees and withholding use separate mappings. A partial bank settlement leaves the remaining payable open and records the external reason.

For a supplier invoice of AED 74,037.60 with AED 20,000 advance applied and AED 54,037.60 payable, the payment line clears only the net balance. The supplier statement and AP control must reconcile.

Currency and FX

A USD payment stores invoice rate, payment rate, bank rate, value date, fees, and functional amount. Realised FX is posted at settlement; open balances are revalued at period end. A payment batch in AED cannot silently settle a USD line without configured conversion and evidence.

Payroll, tax, and refunds

Payroll batches link employee or run, period, net pay, bank account, file, and approval. Tax batches link authority, return period, amount, certificate, and due date. Refund batches link original receipt, customer, reason, bank validation, and credit balance. Sensitive batches have restricted visibility and export.

Exceptions, reversals, and audit

Exception fields include line, type, amount, owner, reason, action, due date, status, and evidence. Types include duplicate, beneficiary mismatch, insufficient cash, bank rejection, amount variance, currency mismatch, and missing approval.

A cancelled or rejected batch releases source payment status. A posted payment error uses reversal or bank correction with original batch reference; it is not deleted. Audit includes proposal, approval, file, transmission, bank result, posting, retry, reversal, actor, request ID, and correlation ID.

API mapping

Create APIs use batch ID, company, account, type, currency, payment date, lines, approvals, and idempotency key. Webhooks such as payment.batch.approved, payment.file.sent, and payment.settled are signature-verified and deduplicated.

{"companyId":"company_uae","accountId":"bank_uae_ops_aed","type":"SUPPLIER",
 "currency":"AED","paymentDate":"2026-09-30","lines":[{"invoiceId":"ap_004281","amount":"54037.60"}],
 "idempotencyKey":"pay-20260930-001"}

Reconciliation and practice

Reconcile batch lines to invoices, supplier statements, bank transactions, withholding, FX, cash forecast, and GL. Practice: propose 42 invoices, exclude a duplicate, verify a bank change, approve with two roles, generate a file, process partial bank acceptance, retry a rejection, settle FX, and close the batch. Explain every field, precision, permission, status, source, journal, tax, FX, API ID, and audit event.

Related: AP Invoice field guide, Payment Receipt field guide, Bank Reconciliation field guide, Treasury banking day, and API cookbook.