Payouts: settings, review and batches
This is where you prepare and authorise cashback payouts to your members. There are three screens, used in this order: Payout settings (once), Payout review (when payouts are held) and Payout batches (each time you pay).
Payout settings: Payout accounts permission (the approval policy also needs Edit approval policy (thresholds)) · Payout review and Payout batches: Approving payouts permission
IncentIA does not hold funds: payouts leave the brand's account or its wallet at a regulated institution.
To see each member's individual payouts and export a classic SEPA batch, read Cashback: payouts and runway.
1. Payout settings
The screen is titled Payout settings: "Configure the brand's own payout account and the default approval policy for cashback payouts".
Payout account
The Payout account table lists your accounts with Name, Funds model, Provider, Debtor IBAN, Default and Is active. With none you see No payout accounts yet. Press New account to create one, or Edit / Delete on a row.
| Field | What it is |
|---|---|
| Name | Account name (required) |
| Provider | How the payout is made. It cannot be changed when editing |
| Funds model | Brand's own account (the brand authorises each batch at its bank) or EMI wallet (pre-funded wallet at an electronic money institution; requires activation by IncentIA) |
| Account holder | Holder of the account (required for SEPA payouts) |
| Initiating party | Who initiates the payment in the bank file |
| Debtor IBAN and BIC | The account the money leaves from. An invalid IBAN shows The debtor IBAN is missing or invalid. |
| Credentials (write-only) | JSON object. Stored encrypted and never shown again; leave empty to keep the current ones |
| Default / Is active | The account used by default and whether it is in use |
If EMI wallet is blocked, no EMI provider is registered yet: use Brand's own account. To fund a SEPA batch, the account must be active with a valid holder and IBAN.
Default approval policy
It defines which payouts are approved automatically and which need a person.
| Field | What it does |
|---|---|
| Auto-approve up to (€) | Payouts of this amount or less are approved automatically |
| Require dual control for batches above (€) | Above this amount, a batch needs two different approvers |
| Require validated evidence for auto-approval | Auto-approves only if the linked receipt is approved |
The first amount must be 0 or more; the dual-control threshold must be at least the auto-approve amount. Press Save.
2. Payout review
The screen is titled Payout review: these are "payouts held by Verification of Payee because the holder name did not match or could not be checked". Each one is resolved individually. The menu shows a counter with the pending ones.
| Column | What it is |
|---|---|
| Member and Campaign | Member and originating campaign |
| Net amount | What will be paid |
| IBAN | Masked IBAN |
| Name captured / Name suggested by the bank | Words that differ are marked in red |
| Result | Close match (similar name) or Unavailable (the bank could not check it) |
- Press Review on the row.
- To approve the payout, write a Comment (required). Pressing Accept confirms "I confirm the account holder is the same person".
- To discard it, write the Reason (required) and press Reject.
Accept only if you are sure the IBAN belongs to the member. A payout sent to someone else is hard to recover.
3. Payout batches
The screen is titled Payout batches: "Group approved cashback payouts into batches, authorise them and download the pain.001 file".
The table shows #, Status, Total, Rows, Created by and Date. Press View to open the batch detail.
Batch statuses
| Status | What it means |
|---|---|
| Draft | Just created, still to authorise |
| Awaiting second approver | Has the first approval; another person is needed |
| Authorised | Ready to download or send to the bank |
| Submitted | Sent to the bank |
| Settled | The bank has paid it |
| Partially failed | Some rows were not paid |
| Cancelled | Voided; its rows are released |
Steps
- Press Create batch and confirm Create a batch with all approved payouts that are ready? With no payouts you see There are no approved SEPA payouts waiting for a batch. Payouts without a valid SEPA IBAN are left out (N payouts were left out).
- Open the batch with View and press Authorise. Approvals shows how many it has (for example 1 / 2).
- If the batch exceeds the dual-control threshold, it becomes Awaiting second approver (Requires a second approver). Another person with the Second approval (dual control) permission must press Authorise. Whoever gave the first approval cannot give the second.
- With the batch Authorised, press Download pain.001. Notice: "Upload this file to the brand's online banking and authorise it there. IncentIA does not execute the payment."
- Once the bank has executed it, press Mark as confirmed or use Import statement.
- Before authorising you can press Cancel: "Its rows will be released".
The money moves when you upload the file to your bank and authorise it there. Review the batch first.
Import statement
Import statement accepts an .xml, .csv or .txt file from your bank and reconciles the payouts. When done you see Statement result with Entries read, Reconciled (confirmed), Failed, Needs manual review, Unchanged, Pending and Not reconciled. Unreconciled entries state the reason: No end-to-end reference, Unknown payout, Amount does not match or Other.
Permissions
| Action | Permission (UI text) | Technical id |
|---|---|---|
| View and edit payout accounts | Payout accounts | Pages.Payouts.Accounts |
| Review payouts, create, authorise, download and cancel batches, import statements | Approving payouts | Pages.Payouts.Approve |
| Give the second approval of a batch | Second approval (dual control) | Pages.Payouts.Approve.Dual |
| Edit the approval policy | Edit approval policy (thresholds) | Pages.Payouts.Approve.Policy |
Related
- Cashback: payouts and runway: individual payouts, reconcile and export a SEPA batch.
- Cashback: how cashback is set up in a campaign.
- Evidence review: the receipts that give rise to these payouts.