You can create new Payments manually or through imports. All Payments must be part of a Batch, so you must add new Payments to existing Batches or create new ones. To get started, select either option from within a Batch.
Creating Manual Payments
Create a new batch or open an existing one.
After selecting “Create Payment,” you must choose a Bank Account to associate with the Payment. Only one bank account can be set per Batch. If other Payments have been created within this Batch, you cannot change the selected Bank Account.
On this screen, you will also choose the Payment Type for this Payment: check, Digital Check, or ACH. You can change this later if needed.
Next, you will select your Payee Payment amount and enter a description. If you want to create a new Payee for this Payment, you can do so by clicking the + button. If you select Digital Check as your Payment type, you will also see a preview of it and be given delivery and security options.
On the following screen, you’ll enter invoice details associated with this Payment. You can enter these individually or through a bulk Excel upload. An example that indicates the formatting needed to upload invoices is available for download.
Once you’ve added all invoices, select “Create Payment” from the bottom menu bar. Your Payment will now move into the Approval workflow.
Manual Import
If you’ve set up one or more Data Groups, you can manually import payments whenever you need to bring the latest payment data into CashCloud.
There are two ways to manually import payments.
The first option is from the Payments module. Click Sync Data Group, then choose the Data Group you want to sync. CashCloud will import all new payments from that Data Group and automatically create a separate batch for each bank account.
You can also manually import payments from within a batch. This is helpful if you want to refresh a specific batch with the latest payments for a selected bank account. To do this:
Create a new Batch or open an existing one.
Select Manual Import.
Choose the Bank Account you want to import payments from. Keep in mind:
A batch can only be linked to one bank account.
If the batch already has payments in it, you’ll only see the bank account associated with that batch.
To use a different bank account, simply create a new Batch.
Click Confirm. CashCloud will look for any new payments from the selected bank account and add them to your batch.
How CashCloud Decides What’s New
CashCloud checks the payment ID. If a payment ID already exists in your account, it won’t be imported again. Only payments with a new, unique payment ID will be added. If you wish to re-import a payment, check out our article on Importing and Re-Importing Payments.