Payment Batch

Open this screen in Saral/hr/payment-batch

Every worker payment file in one place, with CIS | non-CIS | All at the top. CIS is the pay run for CIS subcontractors: what is to be paid this month and this half, the bank CSV per company, and the history of every file sent to the bank. The Payment Report sizes the run by company, project or worker; CSV Batch generates the file for each company's pushed invoices and locks them when you mark the file as sent; Bank file shows the layout the file is made in; Bank Details lists who is paid where. Non-CIS is what is owed to professionals and agencies — the pay run, a list, by supplier and paid in Xero — with its own bank file. The bank pays; Saral records that it has.

You enter

The pay run: month, year and half (1st–15th or 16th–end), and the bank template when more than one is saved.
Download CSV per company, Mark as sent once the file has gone to the bank, archive or delete a batch.
On the Payment Report: whole month or one half, by company, project or worker, net or gross, and whether to fold in approved-but-not-invoiced and draft timesheets.

Saral fills in

The invoices in the run: every pushed CIS invoice in the period, from the same data the Payment Report reads, so the file and the report always agree.
Each batch's file in the bank's layout — one line per worker, with the bank details on their record — and a draft batch in the history for every download.
The lock: Mark as sent stamps every invoice in the file as paid, so no later CSV can carry it; a changed invoice refuses to lock a file that no longer matches.
Projects with no Xero organisation banked under their paying company; the per-company totals; CSV Match, which reconciles a file against the invoices it should hold.

It produces

A bank CSV (or your bank's text layout) per company per pay run, kept with the batch as the record of what was sent.
The Payment Report as Excel with formulas, or PDF.
The batch history: company, pay period, transactions, amount, template, Draft or Sent.

What this page is for

The CIS pay flow ends with the bank. An invoice is built from attendance, approved by the worker and by Accounts, pushed to the site's Xero organisation, and then it waits to be paid. This page takes the pushed invoices of a half-month run, makes the bank file for each company and records that it went. Saral makes the file; the bank pays it; marking the file as sent is how Saral learns that and stops the same invoice shipping twice. The screen is the subcontractor run only — employees' pay runs in your payroll app.

The Payment Report first

The report answers how much the run is before anything is paid: the month's invoices by company, project or worker, with Pay 1 and Pay 2 as columns and paid and to-pay beside them. Net is what workers receive after the CIS deduction; gross is the invoice value. Two switches widen the view for planning — approved invoices whose worker has not yet sent their own invoice, and draft or pending timesheets nobody has approved — and both are marked, because those figures can still change. The CSV Batch tab reads the same rows, so the file never disagrees with the report.

Making and sending the file

Pick the half, pick the bank template, download one file per company. The file is in the layout saved under Settings → Bank files & paying accounts and carries each worker's bank details from their record. Every download is a draft batch in the history; the invoices are still free. Upload the file to the bank, then Mark as sent: that locks every invoice in it as paid so no future file can carry it, and refuses if an invoice changed since the download — regenerate first. CSV Match is the check to run in between. Archiving a batch hides it and changes nothing; deleting a sent file's batch frees its invoices only with a written reason and an Owner's step-up, because the alternative is paying people twice.

non-CIS: professionals and agencies

Non-CIS opens on the Pay run: what can go in today's bank file with Overdue ticked for you, what needs fixing first and the place that fixes it, and the file. List is every outstanding bill, By supplier one row per payee, Paid in Xero the settled ones. Professionals are paid to their own bank details; an agency worker is paid through the agency. Making the file marks each bill In bank file so it cannot be paid twice — by this file or by the CIS one — and Confirm sent to bank posts a payment to each bill in Xero on the Pay on date.

Posting the payments to Xero (optional)

A payment batch built on HR → Invoices → Payments has a choice on its bank-file download: Don't post — you reconcile in Xero by hand, exactly as before — or Post these payments to Xero, so each bank line matches by itself. It is off unless you pick it, and the screen remembers your last choice. Posted, every line of the file becomes one Xero payment against its bill: from the pay-from bank account set for that organisation on Accounts → Payment runs → Payment accounts, dated the batch's payment date (today when it has none). An organisation with no pay-from account is named and its lines are not posted. A line is posted only when its bill is approved in Xero and the amount due there equals the line; a draft or awaiting-approval bill, a voided one, one already paid, or one whose amount differs is left alone and the line says why — fix it and post again. Lines show Posting… until Xero answers, and pressing again never pays a bill twice. Posting changes no status in Saral: Xero reports the bills paid back as it always does, and Mark Paid still settles the batch.

Bank file and Bank Details

Bank file is a read-only card: the template the run uses and a link to the one place it is edited. Bank Details is the reference list of every worker's account as the file will print it, for checking a line in the file against the record. A worker's details are changed on their record or through a bank change request, never here.

Where the settings live

The bank file layout and the paying accounts are on Settings → Bank files & paying accounts — a new bank is a template there, and the run needs at least one. Whether a payment batch needs a second person's approval before its file is exported is on Settings → Payments. The pay period itself follows the invoice cycle on HR → Settings → Timesheets & Invoicing. The worker's bank details are on their record (Bank card) and change through Bank Change Requests. Saral never files a CIS300 and never produces CIS statements — those are done in Xero from the bills this run paid.

Next screen: /hr/cis

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