Using Batch Disbursement
Note: You should have already gotten set up for batch disbursements and topped up your balance. See the Onboarding and Activation page.
Create a Batch Disbursement
Navigate to Dashboard > Send Payments > Batch Disbursements > Create > Batch Disbursement and click Batch Disbursement.
Download the template. The user will be able to fill up to 10,000 disbursement transactions in the batch disbursement template file. More information here.
The downloaded batch template excel file consists of 2 worksheets:
(i) instructions for your reference
(ii) template for you to fill in the transfer details.
In the template worksheet, the blue columns are required to process the disbursement while the green columns are optional.
| Column Name | Required? | Description |
|---|---|---|
| Amount | Required | Amount in Indonesian Rupiah (IDR) Note: Only plain numbers allowed, do not add any symbols. |
| Bank Code | Required | Destination Bank Code (See supported banks) |
| Bank Account Name | Required | Recipient Name |
| Bank Account Number | Required | Recipient Bank Account Number |
| Description | Required | Description of transfer |
| Optional | If filled in, once the disbursement is processed, we’ll send a payment receipt to this email automatically. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses | |
| Email CC | Optional | If filled in, once the disbursement is processed, we’ll send a payment receipt to this email as carbon copy receiver. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses. Only allowed if email column is filled |
| Email BCC | Optional | If filled in, once the disbursement is processed, we’ll send a payment receipt to this email as blind carbon copy receiver. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses. Only allowed if email column is filled |
| External ID | Optional | Include this for reference in reports and API callbacks - can be the unique ID in your system to help reconciliation |
Validate bank account details
Once a batch has been successfully uploaded, we automatically validate transaction details to check for errors to pre-empt wrong or failed disbursements. If an error is found in the transaction, the batch will require validation and can be found in the Needs Validation tab. You can fix all the issues directly on the Dashboard before proceeding with the transfer.
Transactions that require validation will be under the Needs Validation tab
Transactions that require validation will be highlighted for your attention and can be edited by clicking the edit button ✎ . Once it has been edited, you may select the transaction via the checkbox and click the validate button.
Edit the transaction directly on the dashboard
Optional Account Name Check
Xendit account name check feature allows you to verify the recipient's account number and the account's name with the bank's database. This allows you to:
- Check if the account number that you've filled is valid
- Check on whether the account name you've filled matches the name of the account provided by the bank
Do take note that enabling account name check will increase the time to validate the transactions in the batch. An excessive amount of invalid accounts in a batch will also cause the whole batch to be rejected and would require you to re-check the batch.
Validation Errors
Below is an overview of possible validation errors and recommended steps to fix the issue:
| Error | What it means | What you can do |
|---|---|---|
| Account does not exist | The account number you entered is invalid. | Verify the account number with the recipient. If needed, edit the account number before proceeding. |
| Account name mismatch | The account name entered does not match bank records. | Verify the account owner's name and number with the recipient. If needed, edit the bank account number or bank account name before proceeding. |
| Invalid Description | The description entered is invalid. | Edit the Description to include the transaction description. The description can appear in the recipient's bank statement and transfer receipt. |
| Invalid Bank Code | The Bank Code is Incorrect | Verify the bank destination with the recipient & edit the bank code by selecting the right bank destination in the dropdown list. List of bank codes can be found HERE. |
| Invalid Amount | The Amount entered is Invalid | Edit the amount for the transaction to a valid format and revalidate the transaction |
Approve the batch disbursement
Once you’ve reviewed all the transaction details, you can submit the batch for approval. Transactions that have been validated will be in the Needs Approval tab.
The Approver will receive an email notification that a batch was submitted for approval. They can then log on to the dashboard to approve the batch using their 6-digit PIN.
Validated & Transactions that doesn't require validation will appear in the Needs Approval tab
Once the Approver approves the batch, Xendit will process the transactions immediately. Please note that once submitted, transactions are final and cannot be amended or reversed. We are also unable to correct bank names or account numbers after a batch has been submitted.
Receive notifications and download reports
If you had filled in the “email” fields in the template, upon disbursement completion, we send email receipts automatically to the specified email addresses.
After approval, you can review and track the status of each batch disbursement on the Dashboard. You can also download reports of all transactions from the Dashboard for reconciliation.