Overview
Banking-file problems can occur while generating a file in Batchly or when uploading it to your bank. The correct next step depends on where the error occurred and whether any payments have already been accepted or processed.
Use the exact error message to identify the issue. Possible causes include missing bank details, unsupported formats, changed bill balances, file settings or bank-specific validation rules.
Before submitting another file: If you have already uploaded a file, check its status with your bank. Creating a new Batchly run or changing the filename does not prevent duplicate payments.
Common errors and solutions
Invalid bank BSB — Australia
The error may relate to the pay-from account or a supplier's bank details. Check which account the message identifies.
- Check the affected bank account or supplier contact in Xero.
- Verify the BSB against the correct bank details. An Australian BSB contains six digits.
- Save any correction in Xero, then sync Batchly. Refresh the Pay From account list if you changed that account.
- Review the updated details before generating the file again.
Invalid account number
Check the pay-from or supplier account identified by the error. Required account structures vary by country and banking-file format.
- Australia: Check the account number and BSB separately.
- New Zealand: Check the full account structure, including bank, branch, account and suffix. Batchly's supported structure uses a two-digit bank, four-digit branch, seven-digit account and a two- or three-digit suffix.
- UK Bankline: Check the six-digit sort code and eight-digit account number.
Preserve leading zeros. Do not shorten an account number, guess missing digits or apply another country's formatting rules. Correct the source details in Xero, sync Batchly and review the result.
Supplier banking details are missing
The supplier details needed for the cash-payment format may be missing, incomplete or not yet synced.
- Open the supplier under Contacts in Xero.
- Check and update the supplier's banking details, then save.
- Sync your organisation in Batchly and review any remaining supplier warnings.
A credit-only run has no cash payment to export. Do not add placeholder bank details to bypass a warning.
No bills selected
If you have not started processing a run, return to Bills, select the bills you want to include and click Process Batch. If this message appears while recovering an existing run, check that run's state before creating another one.
Support depends on the country, bank and banking platform. Batchly currently supports Australian ABA, ASB MT9 and BNZ AFI in New Zealand, and NatWest/RBS Bankline in the UK.
A supported country does not mean every bank's upload format is supported. Do not rename a file extension to make it appear compatible. See Supported bank-file formats and requesting support.
Payment selection has changed / Bank file not created
Batchly may block file generation if selected bills have changed or the banking-file total cannot be reconciled with the selected payment amount.
- Read the message. If Batchly says no file was created, the failed attempt did not produce a file for payment.
- Follow the instruction to return to Bills, sync where requested and review the selection, credits and partial-payment amounts.
- If the mismatch continues, contact support with the error and expected total.
A failed export does not cancel a file downloaded or uploaded earlier. Check any earlier submission separately. Do not manually change exported amounts to bypass an integrity error.
Banking file rejected by bank
Bank rejections may involve duplicate submissions, account details, unsupported characters, payment dates, file settings or the bank's payment limits. Start with the bank's actual rejection message.
- Check the upload outcome. Establish whether the whole file was rejected, some payments were accepted, or the file is still pending authorisation or processing.
- Check the existing run. Review whether credits or payment records have already been written to Xero.
- Resolve the specific issue. Correct source bank details in Xero and sync Batchly, or check the applicable file settings with your bank.
- Confirm what needs resubmission. Only submit a corrected file once you have established that it will not repeat accepted or completed payments. If the outcome is partial or unclear, contact your bank and Batchly support before proceeding.
For Australian ABA files, check the DE User ID if your bank requires one. For CBA/CommBiz, check whether your account requires the self-balancing option. Use the settings confirmed for your account rather than guessing.
Do not mark the whole run as paid if the bank has not completed all of those payments. Batchly relies on your confirmation of bank processing; it does not independently verify the bank's outcome.
The bank payment succeeded, but Mark as Paid failed
This is a payment-recording issue, not a reason to pay suppliers again. Do not upload another banking file solely because the Xero update failed.
Review the existing run's progress and follow the recovery instructions shown. Some payments may already have been recorded. See How to Mark Bills as Paid in Batchly.
Tips to avoid errors
- Keep supplier and pay-from account details up to date in Xero and sync before starting a run.
- Review supplier warnings and confirm the correct account and file format.
- Check the selected cash total after credits and partial-payment amounts are considered.
- Keep track of which file you uploaded and its status in the bank.
- The exact error message and whether it appeared in Batchly or your bank.
- Your bank, banking platform and file format.
- The organisation, batch reference if available, payment date and expected cash total.
- Whether any file was uploaded and whether any payments were accepted, pending or completed.
- Whether Apply Credits or Mark as Paid has already run.
Still stuck? Contact Batchly support with the details above so we can help identify the next step.