Payment Files

Payment files are export files built from settled supplier payments. They let your finance team generate bank-ready payment batches by company, using the payment file template and filters selected on the screen.

Where payment files fit

Area How payment files are used
Ready to Pay Purchase orders must be paid or adjusted before they are eligible for payment files.
Suppliers Supplier bank details are used in the generated file.
Payment File Templates The selected template controls the output format, delimiter, filename, and columns.
Integration Settings Export and provider settings influence how finance teams use generated payment files downstream.

Generate a payment file

  1. Go to Purchasing → Payment Files.
  2. Choose the Output Template.
  3. If needed, filter by the Cost Center field.
  4. If needed, filter by Paid Date.
  5. Click Apply.
  6. Find the company you want to export.
  7. Click Generate File.

Change the filters

  1. Open Purchasing → Payment Files.
  2. Adjust the template, cost centre, or paid date.
  3. Click Apply to refresh the eligible items.
  4. Click Reset to clear the filters.

Regenerate a payment file

  1. Open Purchasing → Payment File History.
  2. Find the file you need to regenerate.
  3. Click Regenerate.
  4. Confirm the warning only if the original file was not successfully submitted to your bank.

Only users with the payment file regeneration permission can do this.

Things to know

  • Direct Debit suppliers are excluded from payment file generation.
  • A company only shows Generate File when there are eligible lines to export.
  • When a template is set to export once only, lines included in a generated file are blocked from future exports until that file is regenerated.
  • Regenerating a payment file resets the included lines back onto that file and rebuilds the CSV output with a fresh generated timestamp.

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