Overview

If you encounter problems generating or uploading a banking file in Batchly, the cause is usually missing or incorrectly formatted bank details in Xero (or your bank’s file requirements), rather than the banking file export itself.

This guide helps you identify common errors, fix them at the source, and successfully process your batch payment. If you’re generating an ABA file (Australia), the same checks apply.

Common errors and solutions

"Invalid bank BSB"

Cause: The pay-from bank account in Xero has an invalid or incorrectly formatted BSB.

Solution:

1. In Xero, go to Accounting → Bank Accounts
2. Check that the BSB is exactly 6 digits (for example, 063000)
3. Return to Batchly and re-sync your organisation

"Invalid account number"

Cause: The account number contains spaces, symbols, or is outside your bank’s accepted length range.

Solution:

1. In Xero, verify the account number for the relevant bank account or supplier
2. Remove spaces or special characters (enter digits only)
3. Re-sync your organisation in Batchly and retry the export

"Supplier shows banking details missing"

Cause: The supplier contact in Xero does not have banking details recorded.

Solution:

1. In Xero, go to Contacts → [Supplier Name]
2. Click Edit and scroll to Financial Details
3. Enter the required banking details and save the contact
4. In Batchly, sync your contacts from the Bills section and retry the batch

"No bills selected"

Cause: You attempted to process a payment without selecting any bills.

Solution:

1. Return to the Bills page in Batchly
2. Select one or more bills using the checkboxes
3. Click Process Batch again

"Banking file rejected by bank"

Common causes:

• Duplicate file: The same file (or the same batch) has already been uploaded or processed
• Invalid characters: The bank rejects certain characters in names or references
• Format rules: The bank expects a specific file format or setting (for example, ABA file rules in Australia)
• Amount or limit checks: The bank flags the upload due to internal validation rules

Solution:

1. Read your bank’s error message carefully — it usually indicates what field or rule failed
2. Create a new batch run in Batchly and download a fresh banking file (avoid re-uploading the same file)
3. If the error mentions a supplier or account detail, fix it in Xero, then re-sync and export again
4. If the problem continues, contact Batchly support with the bank’s error message (and the batch name/date)

Tips to avoid errors

• Keep supplier banking details up to date in Xero
• Double-check your pay-from bank account details in Xero before starting a batch
• Check the Contacts page in Batchly for any health warnings before processing payments
• If you’re exporting an ABA file (Australia), avoid special characters in supplier names and payment references where possible