For a Payment to be completed, it must move through several stages: Approve, Sign, PayShift (if applicable), Disburse, Processing, and Completed. You can manage workflows that define the rules required to advance Payments through each stage. For example, you can designate approvers for Payments within a specific value limit. Once workflows are set, Payments can be managed from two core places: The Dashboard and within Batches. Workflow settings and your permission level will determine the Payments you can update the status on.
Updating Payment Status from the Dashboard
From your Dashboard, you can see a high-level view of Payment stages.
When you select the expand icon next to a Payment status, you can take the bulk actions you have permission for.
Updating Payment Status within a Batch
From within a particular Batch, you can take bulk actions on several Payments within the same status. You can only take bulk actions within Payments, where you have permission to make changes.
Go to the status where you want to make multiple changes and select the desired Payments. If you have permission to take action, a modal will automatically appear, allowing you to change the selected Payments.
In Approve: you can Approve, Reject, Void, Delete, or change the Payment method for the selected Payments.
In Sign: you can Sign, Reject, Void, or Delete the selected Payments.
In Disburse: you can Print, Reroute, Reject, Void, or Delete the selected Payments.
In Processing: you can Retry to process the payments that have an Output status of Needs action
In Complete: you can Reprint, Reroute, or Void the selected Payments.
⚠️ Notes:
1. You cannot take bulk actions when viewing All statuses or Processing Payments.
2. If you would like to re-use the check number of a deleted payment, make sure to update the Last Check Number Issued field for the bank account used to issue that payment.
Updating Payments that are Stuck in Processing
In some cases, a payment may remain in the Processing tab while certain steps are being completed or if an issue needs to be resolved.
To make this clearer, the Output Status column shows two different states so you can quickly understand whether action is required.
You can view the Output Status in the following areas:
Payments > Batch
Dashboard > Payments in process > Processing
Checkbooks
Needs action
This means at least one step is blocked and requires your attention before the payment can move forward. Common examples include missing payee information (such as an email), a missing document template, or invalid SFTP credentials.
In these cases, you can click on the Needs action tag to view the issue and take action.
You can also select multiple payments and use the Retry payments option once the issue is resolved. If a retried payment fails again, it will remain in Processing and display an updated message in the Output Status view.
In progress
This means all steps are working as expected and no action is required from you. The payment is simply being processed in the background. Examples include Print & Mail checks that are in Order Created or Printing status, print jobs that are queued, or emails that are scheduled. Bulk retry is not available for payments in this state.
You can click on the In progress tag to view the current step and any relevant information.
When a Payee does not have an Email
If a payment is issued using a bank account configured with an Output that emails payees, but the payee does not have an email address on file, the payment will still move to Completed, but no email will be sent.
For Standard ACH payments with full remittance, you will not be charged the remittance fee if the email cannot be sent.
To avoid this situation and ensure payees receive their remittance details, please make sure your payee information is complete and up to date, including a valid email address.
Ignore Option
You can choose to ignore some errors inside the Output Status modal. This only applies to certain errors that do not affect the disbursement of the payment, such as SFTP errors preventing downloading the digital copy.
Once ignored, the payment will be removed from the Processing tab and it will only appear in the Completed tab.