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Manage Pay Out batches and funding (Portal)

Learn how to report on and manage Pay Out batches and funding in the Payabli Portal
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Applies to:PartnersPaypoints

Batches are collections of vendor payment transactions grouped together for processing at one time. Access your Pay Out Batches report at Pay Out > Reports > Batches & Funding to track batch status, monitor funding progress, and export vendor payment data. If you’re a partner, you use the report to monitor batch and funding activity across your organization. If you’re a merchant, you use it to track when your payouts fund and download reports for reconciliation.

If you manage more than one paypoint, the Batches report shows all batches within your organization. The steps in this guide work for both levels of access.

To list payout batches programmatically, use the List payout batches for a paypoint API endpoint. Partners can use List payout batches for an org to reproduce the organization-wide view instead.

Monitor batches

Each batch record shows a batch status, payment speed, gross and net totals, and batch date. Open batches are still collecting payout transactions. Once a batch closes, it moves through a funding sequence — Closed, Funded, Processed, Paid — that typically completes without any action on your part.

For what each status means and how a batch’s status relates to the payout transactions inside it, see Pay Out batches overview.

The Batches report showing a table of batch records with columns for batch number, batch date, number of payments, account ID, payment group status, payment method, payment speed, and batch status, with a total amount and total batches count at the bottom

Customize reports

Use columns, filters, and saved views to control what the Batches report shows.

Customize the report view

Add columns when you need details beyond the default view. Click Columns, select the columns you want, and click Save.

  • Batch Number
  • Organization Name
  • Organization ID
  • Paypoint Legal Name & ID
  • Paypoint DBA Name
  • External Paypoint ID
  • Batch Date
  • Number Of Payments
  • Account ID
  • Payment Group Status
  • Payment Method
  • Payment Speed
  • Batch Status
  • Batch Total
  • Processing Total
  • Processed Total
  • Canceled Total
  • Paid Total

Filter batches

Filters let you narrow the report to show only the batches that match specific criteria. Use them to locate a particular batch, isolate batches by date, or focus on a specific status.

To filter rows, click Filters. The filters fall into these categories:

  • Batch Details — Organization Name, Organization ID, Paypoint Legal Name, Paypoint DBA Name, External Paypoint ID, Batch Number, Account ID, Batch Date
  • Batch Total — a minimum and maximum amount range
  • Batch Status — Closed, Funded, Open, Paid, Processed
  • Payment Speed — Standard, Same Day, Instant

Filters in this report work like this:

  • For fields that accept multiple selections, the filter uses OR logic: selecting two batch statuses returns batches matching either status.
  • For string fields, unquoted text matches partially. For example, filtering by the paypoint’s business name (Paypoint DBA Name) with Riverheights matches any paypoint whose DBA name contains that string. Wrap a value in quotes for an exact match: "Riverheights HOA" returns only that paypoint.

Save a custom batches report

Once you’ve set up a filter and column combination you want to reuse, click Save Report to save it as a named view. Saved reports let you return to the same filtered state without reconfiguring filters each time.

To access a saved report, click the dropdown beside Batches. Select your report from the list of saved reports.

View a batch’s transactions

To view the vendor payment transactions in a batch and other batch details, follow these steps:

  1. Locate the batch record you want to view.
  2. Click the three-dot icon, and select View Details.
  3. The Batch Details panel opens, showing:
    • Batch details including status, close date, and net batch amount
    • Individual vendor payment transactions with columns for vendor name, paypoint, vendor number, bill number, date, type, status, and total amount

This view has its own Filters, Columns, Save Report, and Export controls, using the same set of columns and filters as the Pay Out Transactions report.

A Batch Details panel for a closed batch, showing the batch number, close date, net batch amount, and a transfer status of N/A, and a table of vendor payment transactions with columns for vendor name, vendor number, bill number, date created, type, status, and total amount

Work with an individual transaction

From within a batch’s transaction list, click the three-dot icon on a transaction row to view or manage it. The available actions depend on the transaction’s status and payment method. For example, canceling is only available for eligible statuses and sending a vCard link only applies to virtual card payouts.

For full descriptions of these actions, see Work with a transaction.

View batch history

To see a log of status changes for a batch, click the three-dot icon and select View History.

Export batch data

You can export batch data from the batch list, or from within a batch’s transaction view.

To download your current batch report:

  1. Select a saved report or customize your report to present the data you’re interested in.
  2. Click Export.
  3. Select any additional columns to add to your exported file.
  4. Click Export XLSX or Export CSV.

To download a report of transactions within a batch without opening it, follow these steps:

  1. Locate the batch record you want to download.
  2. Click the three-dot icon, and select Download Batch Report.
  3. Select Download XLSX or Download CSV.

The batch data downloads automatically to your computer in CSV or XLSX format.

To download the same report from within the batch’s transaction view instead, see View a batch’s transactions.

See these related resources to help you get the most out of Payabli.