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Using Batch Disbursement

Last updated 09/21/2019

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.

Column NameRequired?Description
AmountRequiredAmount in Indonesian Rupiah (IDR) Note: Only plain numbers allowed, do not add any symbols.
Bank CodeRequiredDestination Bank Code (See supported banks)
Bank Account NameRequiredRecipient Name
Bank Account NumberRequiredRecipient Bank Account Number
DescriptionRequiredDescription of transfer
EmailOptionalIf filled in, once the disbursement is processed, we’ll send a payment receipt to this email automatically. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses
Email CCOptionalIf filled in, once the disbursement is processed, we’ll send a payment receipt to this email as carbon copy receiver. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses. Only allowed if email column is filled
Email BCCOptionalIf filled in, once the disbursement is processed, we’ll send a payment receipt to this email as blind carbon copy receiver. Maximum 3 email addresses accepted. Use commas to specify multiple email addresses. Only allowed if email column is filled
External IDOptionalInclude this for reference in reports and API callbacks - can be the unique ID in your system to help reconciliation

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:

ErrorWhat it meansWhat you can do
Account does not existThe account number you entered is invalid.Verify the account number with the recipient. If needed, edit the account number before proceeding.
Account name mismatchThe account name entered does not match bank records.Verify the account owner's name and number with the recipient. If needed, edit the bank account number or bank account name before proceeding.
Invalid DescriptionThe description entered is invalid.Edit the Description to include the transaction description. The description can appear in the recipient's bank statement and transfer receipt.
Invalid Bank CodeThe Bank Code is IncorrectVerify the bank destination with the recipient & edit the bank code by selecting the right bank destination in the dropdown list. List of bank codes can be found HERE.
Invalid AmountThe Amount entered is InvalidEdit the amount for the transaction to a valid format and revalidate the transaction

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.

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