Create an EFT Batch
Go to Financial, then select EFT.
On the EFT Batches tab, click Create Batch.
Enter the following details:
Collection Method (for example, Standing Order).
Month and Year the payments are expected.
Collection Days From/To (for example, 1–15 and 16–31).
Click Preview Batch to review the number of expected payments.
If correct, click Create Batch.
This will:
Create a batch of transactions (viewable under Financial, Batched Transactions).
Generate an output file if your collection method includes a file format. This appears under Available Downloads on the EFT Batches tab.
📌 Note:
Always enter 31 as the last Collection Day,even for shorter months,to ensure all expected payments are included.
EFT download files do not appear under Data Management, Downloads. Import them into your EFT software to submit to your banking provider.
Why You Must Create EFT Batches Regularly
Expected payments are marked as Failed if no batch is created by the 7th of the month following when they were due.
Example: A payment due in June is marked as failed on 7 July if still uncollected.
Reconcile the EFT Batch
Go to Financial, then click Batched Transactions.
Open the relevant batch to view all transactions included.
Update payment statuses:
Click the green or red buttons under Collection Status to mark each transaction as Paid or Not Paid.
Use Search to locate items by reference (e.g., bank statement reference).
Use Column Chooser to add useful columns and sort results.
Bulk Options:
Mark all Transactions in Batch as Paid.
Mark all Transactions in Batch as Unpaid.
⚠️Important: These bulk actions overwrite all individual statuses, including any you previously updated.
Typical reconciliation approach
Direct Debits: Mark all as Paid, then change any unpaid items to Not Paid.
Standing Orders: Mark all as Not Paid, then update items that appear on your bank statement to Paid.
Post the Batch
Open the batch and choose Post Batch from the Manage menu.
Posting will:
Add transactions to each constituent’s timeline.
Remove any Not Paid transactions from the batch (they may be included in future batches if required).
Delete an EFT Batch
Open the batch and click Delete Batch from the Manage menu.
Deleting a batch allows expected payments to be picked up in future batches.
Deleting a batch does not delete its associated output file.
Delete EFT Output Files
Navigate to Financial, click EFT, then select EFT Batches.
Under Available Downloads, delete the file you no longer need.
Deleting an output file does not affect its batch; delete the batch separately if required.