This article explains what each batch payment status means, and what to do when payments in a batch fail.
Batch statuses
Each tab on the Batch Payments page holds batches at a different stage.
- Batch approval required
The batch has been sent and is waiting for its approver. You'll find it on the Pending batch approval tab. The status shows in orange if you're the one who needs to approve it, and blue if you're not. Invoices can still be edited, removed, or the whole batch unbatched. - Scheduled for payment
Approved, and waiting for its payment date. You can still remove invoices or unbatch the run, but invoices can no longer be edited. - Processing
Weel has sent the payments to the bank. Some may have already reached suppliers. The batch is read-only at this point. - Completed
Every payment in the batch has finished. This doesn't mean they all succeeded - expand the batch or open it to check whether any failed. - Declined
The approver rejected the run. All invoices returned to Ready to pay and the batch moved to Archive - Archived
Every invoice was removed from the batch, either one at a time or by unbatching. Kept on the Archive tab for your records.
Invoice statuses inside a batch
Click the arrow next to a batch to see the invoices inside it.
Before the batch is paid, each invoice mirrors the batch's own status. Once payments start, each invoice shows its own:
- Approved - waiting to be paid
- Sent for payment - on its way to the supplier.
- Paid - successfully paid.
- Failed - the payment didn't go through. Hover over the status to see why.
When your account balance doesn't cover the batch
Weel checks your Weel account balance against the full batch total when the batch starts paying. If your balance doesn't cover it, every invoice in the batch fails and nothing is sent.
You'll see a red banner: "All [number] payments in this batch failed. No amount was debited."
To fix it, top up your account balance. Weel automatically retries the failed payments once the funds arrive - you don't need to rebuild the batch.
To avoid this, watch the balance warning shown in the batch drawer when you create the batch and when you approve it. It's a warning, not a block, so an underfunded batch can still be sent and approved.
When individual payments fail
A failed invoice doesn't stop the rest of the batch. The other payments still go through, and the batch shows an outcome like "8 paid / 2 failed".
If some payments failed you'll see: "[number] of [number] payments in this batch failed. [amount] was paid. Please review each individual invoice to resolve issues."
To find and fix them:
- Open the batch from the Batch Payments page and expand it, or go to the Failed tab on Accounts Payable
- Hover over the red Failed status to see the reason
- Fix the underlying cause. The most common reasons are the same as for any Weel payment:
- Not enough funds - top up your account balance
- Budget limit exceeded - increase the budget or request a top-up
- Incorrect bank details- correct the BSB or account number on the supplier
Weel retries the payment automatically once the cause is resolved, up to three attempts. A batch can recover from failed to paid.
If you'd rather deal with an invoice separately, you can remove a failed invoice from the batch even after the batch has been paid. It returns to Ready to pay.