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.

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.

1. Check the affected bank account or supplier contact in Xero.
2. Verify the BSB against the correct bank details. An Australian BSB contains six digits.
3. Save any correction in Xero, then sync Batchly. Refresh the Pay From account list if you changed that account.
4. 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. The exported account format depends on whether you use ASB MT9, BNZ AFI or the supported ANZ Transactive NZ CSV format.
• UK — Bankline and Handelsbanken: Check the six-digit sort code and eight-digit account number.
• South Africa — FNB: Check the pay-from or supplier account number identified by the error against the correct details in Xero. Confirm the supplier's branch or universal branch code and account type separately in Batchly.

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.

1. Open the supplier under Contacts in Xero.
2. Check and update the supplier's banking details, then save.
3. 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.

South Africa: FNB supplier payment details

For FNB cash payments, the supplier's account number comes from Xero. Confirm the supplier's branch or universal branch code and account type separately under Supplier Intelligence → Payment Readiness.

• Payment details required: Confirm the supplier's branch code and account type in Batchly.
• Bank details changed — review required: Verify the changed account using your normal supplier-verification process, refresh payment readiness and reconfirm the payment details.

These details belong to the supplier receiving payment, not your organisation's FNB pay-from account. Suppliers may bank with FNB or another South African bank.

See Setting up supplier payment details for FNB payments in South Africa.

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.

Unsupported banking-file format

Batchly supports bank-file exports for the following payment services and formats:

• Australia: ABA / Direct Entry files for compatible business banking services — AUD.
• New Zealand: ANZ Transactive – Global → New Zealand Domestic Payments → NZ CSV without Control Record; ASB MT9; BNZ Direct Credit AFI — NZD.
• United Kingdom: NatWest / RBS Bankline; Handelsbanken Corporate Online Banking – Faster Payments, using the supported eight-column CSV import template — GBP.
• South Africa: FNB Online Banking Enterprise Payments CSV — ZAR.

ANZ New Zealand support is specific to the NZ CSV without Control Record format above. Other ANZ CSV variants and MT101 are not covered by this export.

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.

Handelsbanken: format, amounts and payment date

Batchly supports GBP Faster Payments through Handelsbanken Corporate Online Banking using the supported eight-column CSV import template. If the format is unavailable or the import does not look correct, check the following:

• Pay-from account and format: Select an active GBP bank account from Xero under Pay From, then choose Handelsbanken Corporate Online Banking – Faster Payments under Bank-file format. A NatWest / RBS Bankline export is a different format.
• Import template: Check that Handelsbanken is using the matching eight-column CSV import template. The separate five-column Bulk Faster Payments template is not interchangeable with this file. If you are unsure which template your account uses, confirm it with Handelsbanken before importing.
• Amounts: The CSV stores amounts as integer pence. The matching bank import template must use two implied decimal places: for example, 5880 means £58.80. If the bank preview shows the wrong amounts, stop and check the import settings. Do not manually divide or edit the exported amounts.
• Payment date: The Handelsbanken CSV does not contain a payment date. Select or verify the date in Handelsbanken and ensure it matches the payment date chosen in Batchly.
• Payment service and currency: This export supports GBP Faster Payments. It does not cover Bacs or EUR/USD payment files.

Before authorising payments, review the bank's payment preview, including payees, amounts, total and payment date. An accepted upload does not mean the payments have been completed. If anything is incorrect, check the upload's status before submitting another file.

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.

1. Read the message. If Batchly says no file was created, the failed attempt did not produce a file for payment.
2. Follow the instruction to return to Bills, sync where requested and review the selection, credits and partial-payment amounts.
3. If the mismatch continues, contact support with the error and expected total.

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.

1. Check the upload outcome. Establish whether the whole file was rejected, some payments were accepted, or the file is still pending authorisation or processing.
2. Check the existing run. Review whether credits or payment records have already been written to Xero.
3. Resolve the specific issue. Correct account numbers or other source bank details in Xero and sync Batchly where needed. For South African supplier branch codes and account types, review the details under Supplier Intelligence → Payment Readiness. Check applicable file settings with your bank.
4. 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.

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.
• For FNB payments in South Africa, confirm supplier branch codes and account types in Batchly before exporting the cash-payment file.
• Review supplier warnings and confirm the correct account and file format.
• For Handelsbanken, check the eight-column import template, two implied decimal places and payment date in the bank before authorising payments.
• 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.

What to include when contacting support

• The exact error message and whether it appeared in Batchly or your bank.
• Your bank, banking platform and file format. For Handelsbanken, include the import template used, its amount settings and the payment date selected in the bank.
• 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.