Help to create batch payments

Batch Payments within internet banking have many features which can help you better manage your day-to-day business banking payments incliuing to: 

• Create both manual and imported Cemtex (.aba file) batches.
• Display Cemtex batch transactions as a single summary transaction with the ability to review using the batch history feature.
• Schedule batches to process at a later date.
• Add internal, external or BPAY transactions to manual batches.
• Add internal and external transactions to Cemtex batches.
• Re-process an entire manual batch.
• Re-process just the failed transactions in all batches.
• Define a specific number of approvals required before a batch can be processed.
• Setup different levels of access for each individual signatory.
• Track each stage of the batch creation and approval process and can be audited to 
  determine which signatory performed which actions and when.

Once you have requested and have access to send batch payments within internet banking there are two major steps.

1. Create a batch by creating a manual batch or uploading a file.
2. Approve and process the batch.

Batches can be scheduled to process either on the same day or on a future date.

Depending on your account settings, a batch can be approved by one person, two people OR it may require multiple people to approve.

Once adequate approval is obtained, the payments will be processed immediately (unless scheduled for a future date).

Once processed, the time it takes for the funds to appear in the recipient's account can differ based on the receiving bank's processing times. The funds will typically arrive within 1 - 2 business days. 

To create a manual batch once you have logged into internet banking -

1. Create a batch folder - from the top menu toolbar, select Transfer/Pay > Batch Payments
and then click on Create Batch to create a batch folder. The Create Batch page will appear.

2. Select Manual Batch, and from there-

• select the account that the funds will be withdrawn from by using the account selector (the account can be changed later).
• type in a Batch Name (batch folder name cannot be edited or changed later).
• click Create Batch. The batch folder has been created and you can now add payments to it

We recommend you use email notifications for batch processing. To set up email notifications click on Settings then Receipts.

Select Batch Payments > then click Save.

The following email notifications will be sent -
•    Batch Payment Confirmation Advice - when the batch is submitted for processing. 
•    Batch Processing Status Advice - when the batch is processed.

You can find more information on how to create and manage batch payments in internet banking by viewing our User Guide.

Download Batch Payments User Guide - PDF (xx kB)

If you use business accounting software such as MYOB or XERO, you will be able to generate bulk payment files. These files are known as CEMTEX (or .aba) files which allow for multiple transactions to be added to a single file created by the software.

To use a CEMTEX file to run a batch perform the following steps: 
•    Click Transfer/Pay > Batch Payments. 
•    Then click Create Batch, then choose Upload
•    Select the From Account and enter a new Batch Name. 
•    Click the upload icon and select the .aba file you wish to upload, then click Create Batch.

Once the file has been successfully uploaded you will see your new batch. 

If a batch has been uploaded from a file, the only part of the batch that can be edited is the “From Account”. Payments cannot be edited in any way. If there are changes required to the payments, a new file will have to be uploaded and the previous batch will need to be deleted

Your batch payments file must conform to the Australian Payments Clearing Association (APCA) Direct Entry file format before it can be uploaded, and must be in .aba format. 

To ensure your file meets APCA standards and will not error when due to process you can check your file using our ABA file validator.

Next step: Refer to Approving a Batch to process the batch.

Once you have finished adding your batch transactions, you are ready to process your batch. 
1. Click on the batch menu expander. Select Process. 
2. Enter the Payment Date – that is the date you want your payment to process (option for today or a date in the future). 
3. Complete Secure code (SMS Validation). 
4. Select Process Batch. 
5. Confirm if you are sure you want to process the batch. 

A confirmation message will advise that the batch has been scheduled for processing. 

Batch Status –
•    If the payment date is the same day, in a few moments the payments will be sent from your nominated account, and the status of the batch will change to Processed. 
•    If the payment date was a date in the future, the batch will sit in Scheduled until it is due to be run

When you have two or more signatories required to approve a batch this is handled in two steps:

Person 1 - create and approve the batch. 
1. Click on the batch menu expander. 
2. Select Approve. 
3. Complete Secure SMS Validation (Or 2FA). 
4. Select Approve. 
5. Batch status now changes to Awaiting Approval.

Person 2 - approve and process the batch 
The other approver/s will receive an email notification and when they log into internet banking there will be a notification to advise that there is a batch awaiting approval.

1. Go to the Transfer / Pay > Batch Payments (or follow the link from accounts page)
2.  Select the batch required, batch status will be Needs Your Approval
3.  Click on the batch menu expander and select Process
4.  Enter the date the batch will be processed (today or a date in the future).
5.  If required, complete the Secure Code (SMS Validation).
6.  Select Process Batch
7.  Select Yes, if you are sure you want to process the batch.

A confirmation message received “The batch has been scheduled for processing”. 

Batch status
•    If processing date was today, the Batch status will change to “Processed on MM/MM/YYYY”. 
•    If process date was set in the future, then the batch status will change to “Scheduled”. If any of the other approvers cancel or edit the batch, then the batch status will reset to new and any approvals will be removed. The approval process will start again

After a batch has been processed, a record of it will appear in the Batch History so that you are able to keep track of your completed batches. Batch history cannot be deleted. The following steps will help you to navigate the batch history feature. In the menu, click Transfer/Pay > Batch Payments, then click History.

The Batch History shows you the records of all the processed batches.

If you can’t find the batch you are looking for, you can use search to find it. Click the Magnifying Glass icon.

When you find the batch, click on the expander, and this will display more information about the batch, as shown.

How to find batches in transaction history?

Processed batches will appear in the Transaction History, but with fewer details than the Batch History. Manual batch transactions will be displayed in the Transaction History as individual transactions.

Cemtex batch transactions will appear in the Transaction History as a single summary transaction

In the menu, click Transfer/Pay > Batch Payment, then select the Failed tab.
•    Expand the menu for the failed batch
•    Click on view/edit
•    Each of the failed payments will display, including a reason for failure
If you have registered for email receipts, an email will have been sent to advise the status of all the Batch Payments.

You can rerun a failed payment from a batch.

1. Click Transfer/Pay > Batch Payment, then select the Failed tab.
2. Locate the failed batch, and click on the expander.
3. Click on Redo Failed.
4. A message will appear advising that only the previously failed payments will be re-processed.
5. Click Yes to proceed or No to cancel