Before you can import payments into CashCloud, you’ll need to have one or more Data Groups set up. Data Groups tell CashCloud where your payment data comes from and how it should be processed.
Once your Data Groups are configured, there are two ways payments can be imported: automatically or manually.
Automatic Import (Default)
Recall that when setting up a Data Group you specify the import frequency of your data. This means that CashCloud will automatically pull in any new payments from your data source at the frequency you selected. This is a great option if you want your payments to be kept up to date without needing to take any action.
Manually Triggering an Import
If you want to pull in the latest payments immediately (before the specified import frequency) you can manually trigger an import. To do this, simply:
Go to the Payments module.
Click Sync Data Group.
CashCloud will then:
Import any new payments from your configured Data Groups, and
Automatically group them into batches for you, either per bank account, or per flat file and bank account (if the data source is a flat file).
Re-Importing Payments
CashCloud is designed to import only new payments, meaning only payments with a new, unique payment ID. Because of this, re-importing a payment works differently depending on:
Whether the payment has already been printed or disbursed
Whether the Data Group pulls check numbers from your source data or from CashCloud
Below are the rules and scenarios to follow.
Pending vs Disbursed
1. Payments That Have Not Been Disbursed
If the payment is still pending (has not been disbursed), you can re-import it by:
Rejecting or Canceling the payment.
Triggering a manual import using the Manual Import or Sync Data Group button.
Once the payment is rejected or canceled, CashCloud will treat it as eligible for re-import.
2. Payments That Have Been Printed or Disbursed
If a payment has already been processed (printed or disbursed), it cannot be re-imported as-is. Here’s what you must do:
Void the payment.
Change the Payment ID in your data source so that CashCloud recognizes it as a new payment.
Trigger an import.
This step is required because CashCloud does not re-import a payment ID that has already been disbursed in the system.
How Re-Importing Works Based on Data Group Type
CashCloud supports two types of Data Group numbering behaviors. Understanding which one you are using determines what steps are required when re-importing.
A. Data Groups Where the Check Number Comes From Your Source Data
In this case, CashCloud does not assign check numbers — it simply uses the numbers provided in your file. To re-import:
You only need to Reject or Cancel the payments.
There is no need to adjust the “Last Check Number Issued” field in the Bank Account.
CashCloud will accept the re-import as long as the payment is rejected or canceled (not deleted) and the payment ID is recognized as re-importable.
B. Data Groups Where CashCloud Assigns the Check Number
If CashCloud is responsible for generating check numbers, the re-import rules are slightly different: To re-import, you may either:
Reject the payments (recommended), which allows re-import immediately, or
Delete the payments and then update the Last Check Number Issued field in the bank account before importing again.
Updating the Last Check Number Issued ensures that newly imported checks are assigned the correct next number and prevents duplicates.
Summary for Re-Importing Payments
Here’s a quick recap:
CashCloud only imports payments with new payment IDs.
If a payment has not been disbursed → Reject or Cancel → Re-import.
If a payment has been disbursed → Void → Change Payment ID in your source → Re-import.
Deleted payments cannot be re-imported because their IDs still exist in the system.
Rejected payments can be re-imported.
Steps differ slightly depending on whether check numbers come from your data source or are assigned by CashCloud.