Payout run
One payout run: its payouts, skipped payees and failures, and the steps to approve it, export the bank file, clear it with the bank's UTRs or cancel it.
Payout run
This page shows one payout run and takes it through its steps: approve it, export the bank file for net banking, then clear it with the bank's UTRs once the transfers have gone through.
Where to find it
- The run number or eye icon on the Payout runs list.
- Drafting a run in the New payout run dialog opens it.
- A link in a notification or in the audit log.
You need the View permission on Payments. Without it the page shows "No access" and "You do not have permission to view payments. Ask your administrator."
What you see
The header shows the run number with badges for the status, the kind, the books and, when the run is for one project, the project. The line underneath gives the number of payouts, the net amount, the mode, the paying account (bank name and the last four digits of the account, or "from cash") and the payment date, for example "4 payouts · 3,20,000.00 · NEFT from … ····4521 on …". Amounts on this page are in rupees without the ₹ sign.
Alerts:
- In a Draft run with pending payouts, if you can't approve: "A Finance Lead (PAYMENTS:approve) approves the run before the bank file is exported."
- In a Cancelled run: "Cancelled on …." followed by "The refund payouts stay pending for a later run." for a refunds run, or "Its pending payouts were cancelled." for the others.
- When an action fails outside a dialog (for example the bank file can't be built), the reason shows as a red alert under the header.
Run
| Field | What it shows |
|---|---|
| Due on or before | The date the run collected dues up to. |
| Payment date | The date the payouts are made. |
| Mode | How the money is paid, for example NEFT. |
| From | Our bank account with its full account number, or "Cash". |
| Approved | When the run was approved, and by whom (their email). |
| Cleared | When the run cleared. |
| Notes | Notes on the run. A run drafted by a workflow rule names the rule here. |
Totals
Payouts (the count), Gross, Net (bank) and Skipped payees. For a member benefits run, a note adds: "Drafting the run accrued the due benefit rows (Dr rehab expense / Cr member ledger, one bill per row); clearing settles those bills."
Failures
When some payouts couldn't be cleared, a red card "… payouts failed on the last attempt" lists each payment number with its reason, and says "Fix the cause (a missing ledger mapping, inactive books) and run the action again; documents already posted are not touched."
Payouts in this run
| Column | What it shows |
|---|---|
| Payment | The payout's number, which opens the Payment. |
| Payee | The member (with membership number), partner or buyer being paid. |
| Bank account | The payee's bank, last four digits and IFSC, or "none" in amber. |
| For | What it pays: the benefit rows (for example "Transit Rent #3"), the commissions, or the purpose. |
| Net | The amount transferred. |
| UTR | The bank's reference, once entered. |
| Status | The payout's clearing status, with its voucher number as a link once cleared. |
With no payouts it reads "No payouts in this run".
Skipped payees
The Skipped payees card, with a count beside its heading, lists who the run left out when it was drafted, with the reason, for example "The payee has no active bank account on file" or "Charge component … has no ledger mapping in books …". It appears only when someone was skipped.
What you can do
Each button shows only when the run's status allows it and you hold the permission; otherwise it isn't shown.
Approve
Releases the run for payment. The confirmation "Approve the run?" reads "… payouts totalling … are approved for payment. Export the bank file next, upload it to net banking, then clear the run with the UTRs." Click Approve.
- Who: anyone with the Approve permission on Payments. In the default roles that is the Administrator and the Finance Lead.
- When: the run is Draft and holds at least one pending payout.
- What happens next: "Run … approved; export the bank file next." The run turns Approved, and Approved shows the time and your email.
Bank file (CSV)
Downloads the run's bank file, named after the run number, to upload to your net banking. The columns are Payment no, Payee, Bank, Account number, IFSC, Amount, Mode, Narration, UTR and Status.
- Who: anyone who can open this page.
- When: the run is Approved or Cleared.
- What's in it: one row per payout, leaving out cancelled ones. Payee is the account holder's name from the bank account when one is on file, otherwise the party's name. Amount is the net amount. The narration is cut to 100 characters.
Clear payouts
The button reads Clear … payouts. Use it once the bank has made the transfers. The dialog "Clear the run" explains: "Each payout posts its Payment voucher (member or partner ledger debited against its bills, bank credited). Enter the bank's UTR per payout; a payout that fails to post is reported and the others still clear." Close leaves without clearing.
Set Cleared on (today by default) and, in the table of pending payouts (Payment, Payee, Net, UTR / reference), type each payout's UTR from the bank's statement in the box marked "UTR" (optional; stored in capitals). Click Clear … payouts.
- Who: anyone with the Edit permission on Payments. In the default roles that is the Administrator, Finance Lead and Accountant.
- When: the run is Approved and still has pending payouts.
- What happens next: each payout clears on its own and posts its voucher. "Run … cleared: … vouchers posted." When no payout is left pending, the run turns Cleared. The benefit rows and commissions the payouts settle are marked paid, and a refund settles the buyer's credit on their ledger.
- If some fail: "… payouts could not be cleared; see the failures below." The others still clear. The failures card shows why, for example "These books have no ledger for that bank account. Add a bank ledger under Chart of accounts first." or "Charge component … has no ledger mapping in books …". Fix the cause and click Clear … payouts again; only the payouts still pending are tried. Bank ledgers are added under Ledgers (or with Sync bank ledgers on the Project overview), mappings under Component mappings; a payout dated outside an open fiscal year fails with "No fiscal year covers that date. Open the next fiscal year under Books first." (see Fiscal years).
Cancel run
Withdraws the run. The confirmation "Cancel the run?" reads "Every pending payout of the run is cancelled; nothing was posted." or, for a refunds run, "The refund payouts are detached from the run and stay pending." Click Cancel run.
- Who: anyone with the Edit permission on Payments.
- When: the run is Draft or Approved.
- What happens next: "Run cancelled." The run turns Cancelled. For member benefits and commissions, the pending payouts are cancelled; for refunds, they go back to waiting for a later run.
- If it's refused: "Some payouts of this run are already cleared; bounce them individually instead."
Statuses
- Draft: drafted, not yet approved. Approve moves it to Approved; Cancel run to Cancelled.
- Approved: approved for payment; the bank file can be exported. Clearing the last pending payout moves it to Cleared; Cancel run to Cancelled.
- Cleared: every payout cleared. Final.
- Cancelled: withdrawn. Final.
Things to know
- Approval is a separate permission so the person who prepares a batch isn't the only one who releases the money. The app doesn't check that the approver is a different person from the one who drafted the run, so a user holding both permissions can do both.
- A payout that the bank returns is bounced on its own Payment page. For a member benefit, the bill reopens on the member's ledger and the next member benefits run pays it without booking the expense again.
- Cancelling a member benefits run keeps the benefit expense booked. The journals posted when the run was drafted stay, and the next run pays those rows without accruing them again. The confirmation's "nothing was posted" refers to the payouts.
- Payouts can also be handled one by one. A run's payouts can be cleared, edited, cancelled or deleted from their own payment pages, without the run's approval, and the run isn't updated. If all of them are cleared that way, the run stays Draft or Approved with nothing pending, and can't be approved, cleared or cancelled any more.
- UTRs are optional. You can clear a run without entering any. Typing them keeps each payout traceable to the bank's statement.
- The bank file is a general CSV of the columns above, not a particular bank's bulk-upload format.
- Refunds keep their own details. A refunds run doesn't change the mode, paying account or date that the cancellation wizard set on each refund, so the run's header can differ from what each refund carries. Refunds created by the wizard carry no buyer bank account, so their bank-file rows have no bank, account number or IFSC.
- There is no History button on this page. Changes to each payout are in the payout's own History.
Related
Related
- Payout runsScreen
Every payout run of the chosen books, the dialog that drafts a new run of member benefits, commissions or refunds, and the scheduled rules that draft runs automatically.
- PaymentScreen
One receipt or payout: its details, amounts and allocations, and the actions to clear it, bounce it, cancel it, edit it or delete it.
- PaymentsScreen
Every receipt and payout of the chosen books, with filters and search, and the buttons to record a receipt, record a payout or open the payout runs, the RERA sweeps, the TDS credits and the escrow withdrawals.
- VoucherScreen
One voucher with its lines and bill allocations, its reversal links, its history, and the actions to post, reverse, cancel or delete it.
- Component mappingsScreen
Which ledger each charge component posts to in the chosen set of books (a main ledger, an optional second tax ledger, an optional cost centre and, for sale and tenant charges, the revenue treatment and contract liability ledger), and the action to copy template additions into the books.
- Fiscal yearsScreen
The fiscal years of a set of books with their 12 monthly periods: lock or unlock a month, open the next year, and close or reopen a year at year end.
- LedgersScreen
Every ledger of the chosen set of books, as a grouped tree or a flat list, with the actions to add ledgers and party ledgers, edit or retire them, and open a ledger's report.
- Project overviewScreen
A project's home page: its details, site, land, RERA registration, inventory summary, whether it is ready to sell and collect, where its money stands across its RERA accounts, and the setup checklist.
- Bank accountsScreen
One register of every bank account you pay from or into: the promoter's collection, RERA separate, operative, GST and operating accounts, and the payout accounts of channel partners, vendors, buyers and society members, with joint holders and verification.
- Cancel bookingScreen
The four-step wizard that cancels a booking: it shows the demands and receipts that will be reversed, suggests the forfeiture and charges from the rule in force, sets the refund and posts everything in one go, releasing the unit and parking and marking the opportunity lost.
- Payout runs: member benefits, commissions and refundsConcept
A payout run pays everything due from one set of books in one batch: the transit rent, corpus and shifting rows of live member offers (accrued first, one payout per member), approved channel-partner commissions (one per partner) or the refunds of cancelled bookings; it is drafted, approved, exported as a bank file and cleared with the bank's UTRs.
- Benefit plans and benefit accrualConcept
A benefit plan is a project's ready-made list of what the developer pays an allottee (corpus, transit rent, shifting), applied to a draft offer in one go; benefit accrual is how a Member Benefits payout run books each due installment as an expense and a bill on the member's ledger before paying it.
- Receipts and payouts: allocation, clearing and the UTRConcept
A receipt is recorded as Pending and settles the payer's open demands by itself, oldest due first; a payout is allocated to commissions or member rows by hand. Both post their voucher only when cleared and can be bounced afterwards; the UTR is the bank's transfer reference, typed on NEFT-style payments and per payout when a payout run is cleared.
- Bank accounts, purposes and bank ledgersConcept
One register of every bank account you pay from or into: who owns an account, what its purpose tag means, why the collection, RERA separate, operative and GST purposes belong to the promoter, what the primary account and the IFSC are for, and how a bank ledger is created in the books.
- Fiscal years, periods, locks, opening balances and the year-end closeConcept
Each set of books runs in fiscal years of twelve monthly periods; a voucher can post only into an open year and an unlocked period, opening balances carry each ledger's balance into a year, the year-end close moves income and expense into Profit & Loss Account by a closing journal and writes the next year's openings, and a monthly balance cache is kept as a cross-check.
- Vouchers, reversals and system vouchersConcept
A voucher is the only way an amount enters the ledger: a dated header with balanced debit and credit lines, editable as a Draft, numbered and frozen when posted, corrected only by a mirrored reversal; demands, payments, commissions, benefit accruals, cancellations, revenue runs and the year-end close post their own system vouchers the same way.
- Pay member benefits through a payout runHow-to
Pay the transit rent, corpus and shifting charges due to society members and other allottees in one batch: a Member Benefits payout run accrues each due benefit row and drafts one payout per member, which is approved, exported as a bank file and cleared with the UTRs.
- Pay commissions through a payout runHow-to
Pay every approved channel-partner commission of a set of books in one batch: draft a Commissions payout run (one payout per partner), have it approved, export the bank file for net banking, then clear the run with the bank's UTRs.
- Refund a cancelled bookingHow-to
Pay the refund a booking cancellation created: clear the pending refund payout on its own from the payment page, or collect several refunds in a Refunds payout run that is approved, exported as a bank file and cleared with the UTRs.
- Payment saved but clearing failed, or payouts in a run could not be clearedTroubleshooting
The payment was recorded as Pending but its voucher could not be posted, most often because the books have no bank ledger for the account the money went through; fix the cause and clear it again.
- Payout run cannot be approved, cleared or cancelled: nothing pending, partly cleared, or the wrong booksTroubleshooting
A payout run moves Draft to Approved to Cleared and can be cancelled only while some payout is still pending; a run whose payouts were handled one by one, or a run drafted against books that do not promote the project, refuses the action with the messages listed here.
- Payee skipped from the payout run: no active bank account on fileTroubleshooting
A NEFT, RTGS or other bank-mode payout run drafts nothing for a member or channel partner who has no active bank account, lists them under Skipped payees, and picks them up in a later run once an account is added.
- "These books are inactive": nothing posts until the books are reactivatedTroubleshooting
Posting a voucher, issuing a demand, recording a payment, starting a run or cancelling a booking is refused because the promoter's books are inactive; what is blocked and how to reactivate them.
- Posting stopped: a charge component or standard ledger is missing from these booksTroubleshooting
A demand, payout, commission, cancellation or revenue run could not post because a charge component has no ledger in the promoter's books, or a template ledger or group the posting needs was never copied into them; map the component or sync the templates, then retry.
- Posting refused: no open fiscal year or period for the dateTroubleshooting
Every posting, manual or automatic, needs a fiscal year of the books that covers its date, with the year open and the month's period unlocked; open the next year, unlock the period or reopen the year under Books, or move the document's date.
- NotificationsScreen
Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.
- Audit logScreen
The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.