Payment batches are used to make bulk payments to guests or owners. You need an IBAN account number for the guests or owners that should receive a payment to be able to include it in a payment batch.
Make sure you have the template Ask for IBAN number of guest enabled, this will prompt your guests to provide a bank account to be used for any refunds (and security deposits).
Create a payment batch
Go to 'Invoices to pay' in the Financial menu, and you’ll see two tabs: Invoices, and Payment batches. To create a payment batch, you’ll first need to go to the 'Invoices' tab. Use the filters to display the invoices that you want to include in a payment batch.
Then, use the checkboxes to make your final selection. A yellow notification will appear with a button '+ Create payment batch'.
It is recommended to use the 'with IBAN' filter, because invoices that are not linked to a receiving bank account cannot be paid by the bank via a batch file.
Give the payment batch an appropriate name, this name will be shown on bank statements and you can use it to search for information on this payment batch later on. Click 'Continue' and you’ll see an overview of the batch you just created, which can now also be found under the 'Payment batches' tab.
Most banks will not execute a payment batch with a total amount that exceeds €10,000. If your payment batch has a total that is higher than that, it is better to create multiple smaller batches instead.
Export and confirm a payment batch
The next step is to export it, and use the exported file with your bank to authorize the payments. When this has been completed, you can mark the payment batch as 'confirmed' in BEX PMS. This, in turn, will mark the invoices in the payment batch as paid.
It is possible to reverse the confirmation of a payment batch. This will enable you to create another export file, and then re-confirm.
Editing a payment batch after export
If the bank did not execute all payments in the payment batch, it is not wise to mark the payment batch as 'Confirmed' before removing the invoices that were not paid. Click the white 'Edit' button to go to the page where you can select one or more invoices in the batch, and remove them. A new export would then reflect the actual payments made by the bank.
Removed invoices are only removed from the payment batch, not deleted or edited in any other way. You’ll find them again in the tab 'invoices'.