Contents of this article are applicable to the following users
Tier: NA
Product: PayrollAny
Platform: Web
Access Level: Owner
Disbursement is a new feature under PayrollAny for Indonesia. If you are interested in using the feature, reach out to our sales team!
Once payroll(s) is finalized and combined into a payment, you can initiate payroll disbursement for each entity within. Validate employee bank details before disbursement and top up the required amount based on the total of Take Home Pay and excess fee. Monitor disbursement status and retry failed attempts to succeed.
This guide will cover how to:
Create Disbursement
Before creating a disbursement, you need to create a payment. Learn more on how to create payment in this help article.
Start Disbursement
To start disbursement:
Go to Payroll > Payment
Click Disburse on a created payment. The Disburse action is available when disbursement is enabled for your account.
Click Start Disbursement
Manage General Setting
To set up a new disbursement:
Choose one entity (single entity per disbursement flow).
Review the default remarks: Transfer to [Entity Name]. Edit the remarks if needed.
Click Next. After this step, the system creates a disbursement with status Draft
Review Employee Data
Review employees listed in eligible and not eligible for disbursement. The filtering is based on employees’ Bank Validation status.
Bank validation status:
Status | Description |
Unvalidated | Account number has not been validated |
Valid | Account number exist and account holder name matches bank record |
Valid (with Conflict) | Account number exists but account holder name does not match bank record. In this case, the employee is still eligible for transfer if it is expected to have the Bank Account’s Holder Name inputted in StaffAny to be different from the Bank. Putting the correct account number and account holder’s name is crucial as disbursement cannot be canceled once processed. |
Invalid | Account number does not exist. Employees with invalid bank validation status will not be disbursed. Putting the correct account number and account holder’s name is crucial to ensure the employee is included for disbursement. |
Eligible for Disbursement
To review employees included from the disbursement,
click on the Eligible for Disbursement tab. View list of employees included in the disbursement. Only employees that have below criterias that are eligible for disbursement:
Payment method: Bank Transfer
Bank validation status: Valid
THP is or more than Rp 10.000
Not eligible for Disbursement
To review employees excluded from the disbursement and edit bank details, click the Not Eligible for Disbursement tab. Only employees that have below criterias that are eligible for disbursement:
Payment method: Cash, Cheque, Others
Bank validation status: Invalid, Unvalidated
THP less than Rp 10.000
Edit Bank Details
To modify Payment Method and revalidate employee’s Bank Details Status
Click Edit on an employee.
Update Bank, Account Holder Name, and Account Number.
Click Validate. Review the validation result under Bank Details Status. If the result is Invalid, then ensure to put in an already existing account number.
Click Save
Once all eligible employees are listed, click Next to move to the next page.
Review Summary
To review disbursement totals:
Open the summary section.
Confirm payroll included, entity.
Review quota and amount for top up:
Total Staff to Disburse: Number of employees eligible for disbursements
Remaining Disbursement Quota: Your remaining unused monthly disbursement quota
Excess Employees: Number of employees to disburse that exceeds the remaining disbursement quota
Total Amount: Total amount required to process the disbursement which sums up all employees' Take Home Pay and the Processing Fee
Processing Fee: Total charge for excess disbursements
Excess Fee: Cost per excess disbursements
Remaining Wallet Balance: Your available funds for disbursement
Top up Needed: Amount needed to be topped up to wallet balance to cover total amount for disbursement
Once balance is sufficient, click Next and confirm. The Entity's disbursement status then changes to In Progress
Top Up Balance
To top up during disbursement:
Click Top Up
Select a VA channel.
Copy VA number and pay the exact amount.
Wait for payment confirmation.
Refresh and confirm the updated balance.
Learn more about different transfer methods for top up in this help article
Manage Disbursement
View Entity Disbursement Status
To view an entity disbursement status page:
Go to Payment > click Disburse.
Click View on an entity disbursement in the Disbursement List page. You can view disbursement date, disbursement ID, entity, total beneficiaries, total amount, and individual payout rows.
Entity Disbursement Status:
Draft: The disbursement has been created but not submitted. No fund has been deducted at this stage. At this state, editing employee’s bank details in the disbursement is allowed.
In Progress: The disbursement has been submitted and is being processed. You cannot edit or cancel the batch while it is in progress.
Successful: All employee disbursements in the batch were completed successfully. Funds have been deducted at this stage.
Partially Successful: All employee disbursements were attempted in the batch but some payments were successful, while others failed. Review the individual statuses and edit bank details if needed. Retry failed/pending payments to start a new disbursement batch. Learn more about Retry failed payments in this section
Failed: All employee disbursements were attempted in the batch but all failed. In this case, reach out to our customer service team to help troubleshoot and retry all failed disbursements.
Edit Draft Disbursement
To continue disbursement with status Draft:
Go to Payment > Click Disburse > Click on Edit on Draft Disbursement
Continue disbursement from Review Employee Data
View Employee Disbursement Status
To view each employee’s disbursement inside an ongoing and completed disbursement:
Go to Payment > Click Disburse > Click on View. View each employee's disbursement status inside the entity bulk disbursement.
Disbursement status are:
In Progress: The payment has been submitted but is waiting to be processed by the bank. No action is required at this stage.
Success: The payment was completed successfully.
Failed: The payment was unsuccessful. Reasons can be due to:
Closed or inactive account
Bank network issue.
Review the individual statuses and edit bank details if needed. Once the bank details are changed, the disbursement status becomes Pending. Retry failed/pending payments to start a new disbursement batch. Learn more about Retry failed payments in this section
Pending: The payment was previously failed but is eligible for retry after modified bank details.
Retry Failed Payments
To retry failed disbursement payments:
Click Edit on a Failed disbursement
Edit failed employee bank details.
Click Validate
Save changes. Once the bank details is changed, the disbursement status becomes Pending
Click Retry Failed Payments. The system will retry all Failed and Pending disbursement payments in another batch.
View Disbursement History
To review batch attempt history in the entity disbursement:
Go to Payment > Click Disburse > Click on View > Click View History.
Check the attempt sequences (1st, 2nd, 3rd, and so on). Review successful count, failed count, and excess fee charges per attempt.
Click View Invoice in a completed disbursement attempt that has excess quota and fee. Excess fee will only be charged in the batch that uses excess quota.
Download Disbursement Report
To download the disbursement report, click Download Disbursement Report. The report includes all individual transactions in the entity with all up to date status
Example report result:
Reference ID is the disbursement reference ID from Pivot, the payment gateway partner
Only eligible employees are shown in the disbursement report
View Wallet Balance
To view balance history dashboard:
Go to Payment > Click View Balance & Quota Dashboard
View your latest wallet balance and transaction history. Filter by month, transaction type, transaction date, and entity.
You can also top up balance by clicking Top Up. Learn more about how balance is managed from this help article
FAQ
Q: Why can’t I see the Disburse button?
A: Disbursement may not be enabled for your Organisation. Please contact our customer support team to troubleshoot the issue.
Q: Can I disburse multiple times in a month?
A: Yes, you can run separate payrolls for separate payments to create multiple disbursements.
Q: Can I disburse based on the outlet?
A: Yes, you can create separate payroll for each section/outlet. Then create a payment for each outlet's payroll(s). The disbursement will be based on each outlet's payment.
Q: Why are some employees excluded from disbursement?
A: Employees with invalid or unvalidated Bank Details Status, or non-bank transfer payment methods or THP below than Rp 10.000 will be excluded from disbursement
Q: How do I top up if the total amount is above Rp 100.000.000?
A: Go to this help article for more information on available transfer methods for amount more than Rp 100.000.000
Q: When is a disbursement invoice created?
A: When excess quota is charged from successful disbursement attempts in the batch.
Q: Why is my batch still In Progress?
A: At least one individual disbursement is still In Progress while waiting for provider response.
Q: Can I retry failed disbursements?
A: Yes. Click Retry Failed Payments from disbursement details after reviewing or editing failed employee disbursements.
Q: Can I download a full audit report?
A: Yes. Go to Disbursement Details page and click Download Report which includes all employees included in the disbursements along with the latest status and reason