Creating Batch Payouts

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.

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:

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.

Tips & Best Practices

Steps to take before going live

For the best experience, customers are encouraged to take all the following steps before processing live batch disbursements.

1. Set an external_id for each disbursement for easy reconciliation
2. Inform your recipient of the incoming transfer
3. Customize and test email receipts to ensure they look as you intend
4. Direct users to get support
5. If using API to create batch disbursements, setting up callback URL to track batch disbursements

Set an external_id for each disbursement for easy reconciliation

You may include a unique identifier in each disbursement by including this identifier in the optional “external ID” field in the template. This will allow you to search for the disbursement on the dashboard and in reports, for easier tracking and reconciliation.

How recipients can identify disbursements from you

We disburse funds on your behalf from our bank accounts. To help your recipient identify funds from you,

• Include your business name in the description of the disbursement - if the recipient's bank supports this field, the recipient will see this in their bank statement.
• Ask the recipient to look out for "PT SINAR DIGITAL TERDEPAN" or "PT SYAFTRACO" in their bank statement.

Please note that the format and content of the disbursement description in their bank account inquiry or e-wallet statement may vary depending on the bank or e-wallet’s UI.

Customize and set up your email receipts

We provide an automatic email receipt which you can send to your recipient as a notification of transfer. See disbursement receipts.

We display your logo and business details in each receipt. Before sending your first disbursement, you can customize the receipt appearance at Dashboard > Settings > Sending money > Batch disbursement notifications.

You can also customize the email address of the sender of the receipt so that recipients know that the disbursement came from you. To customize the Sender email address and footer message for disbursement and batch disbursement receipts, please go to Dashboard > Settings > Sending money > Disbursement notifications and Dashboard > Settings > Sending money > Batch disbursement notifications.

Be sure to test out the receipts by including your email address in the disbursement request. You can then see what the email receipt looks like in your inbox.

Monitoring Disbursements

You can monitor the status of each disbursement via the Dashboard and via callbacks. We return you a callback when a disbursement has been completed or failed. Alternatively, track the status of each disbursement via the Dashboard > Batch Disbursements.

Direct your recipients to get support

As you control much of the disbursement experience, we recommend that your recipients reach out to you first with any questions.

If you had customized the email address of the sender of the receipt, your recipient will be able to respond to that email to reach your support team with any questions. To customize the Sender email address and footer message for disbursement and batch disbursement receipts, please go to Dashboard > Settings > Sending money > Disbursement notifications and Dashboard > Settings > Sending money > Batch disbursement notifications.

However, your customer may have questions that only we can answer. To provide the most efficient support possible, we recommend that you contact us for these subjects:

• Missing payments or prolonged delay in payments (e.g., when the disbursement has been completed but the recipient has not received the payment after 1 working day)
• Payments received from “PT Sinar Digital Terdepan” or “PT Syaftraco” which were not expected by the recipient

If any questions come up which you are unable to answer, reach out to us for help.

Using callbacks to track disbursements

If you’re using the Batch Disbursement API to create batch disbursements, you should set up your disbursement callback URL before creating your first Batch Disbursement. Set up your callback URL on Dashboard > Settings > Developers > Callbacks.

Upon execution of the disbursement, we send you a callback with the updated status. If the disbursement was successfully executed, we send you a callback notifying you that the disbursement was completed. If the disbursement was not successfully executed, we send you a callback notifying you that disbursement has failed along with the appropriate failure code, to facilitate your decision on whether to send us another request to disburse or return the failure result to your customer.

Last Updated on 2023-06-30