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 to see how it works, go to this page to watch the demo
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
Under Set Disbursement Payment Date, choose your preferred payment timing:
Immediately after summary confirmation — the disbursement will be processed right after you confirm.
Scheduled for — select a specific date and time up to 5 days from today. The disbursement status will change to Scheduled and will be processed automatically at the selected date and time.
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.
Scheduled: The disbursement is set to be processed automatically at a future date and time. You can reschedule it if needed before the scheduled time arrives.
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.
Reschedule Disbursement
You can update the scheduled date and time for a disbursement that is in Draft or Scheduled status.
To reschedule a disbursement:
Go to Payroll > Payment and select the payment, then open the disbursement.
On the Summary page or the Disbursement Detail page, click Reschedule.
In the Reschedule Disbursement modal, select a new date and time, or switch to Immediately after summary confirmation.
Click Reschedule to save. A confirmation message will appear once rescheduled successfully.
⚠ If the scheduled date and time has already passed when you reach the Summary page, a Disbursement Error banner will appear. Use the Reschedule button to set a new valid date and time before proceeding.
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
Delete Disbursement Draft
You can delete a disbursement that is still in Draft status. Once deleted, the draft and its link to the payment are removed permanently. The payment and payroll data will not be affected.
To delete a draft disbursement:
Go to Payroll > Payment.
Click Disburse on the payment that contains the draft disbursement.
On the disbursement list, click Delete next to the disbursement with Draft status.
A confirmation modal will appear.
Click Delete to confirm. A success toast will appear and you will be returned to the disbursement list.
Note:
Only disbursements with Draft status can be deleted. The Delete button is disabled for disbursements with Scheduled, In Progress, Successful, Partially Successful, or Failed status.
This action requires the existing disbursement management permission.
Deletion is permanent and cannot be undone.
If deletion fails, the draft remains unchanged and you can retry.
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:
Scheduled: The disbursement has been scheduled. Payment will be requested and processed on the scheduled date and time
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, inactive, dormant, suspended, fraud, or black-listed account
These are each bank's system account classification which can only be checked when a transfer (i.e disbursement) is requested to the bank. During bank account validation step prior to disbursement, bank will only inform whether the account number exists or not. For regulatory security reasons, banks will not inform account sensitive information for validity inquiries from payment gateway.
To solve this issue:
Change the bank account number to an active one to retry sending the employee's take home pay.
Bank network issue
This issue is caused by the recipient's bank.
To solve this issue:
Retry sending the employee's take home pay after some time.
Pending: The payment was previously failed but is eligible for retry after modified bank details.
Note:
Failed disbursements need to be retried. To ensure the success of the retry, review first the individual reasons. Change the bank account number if needed and click retry. Learn more about Retry failed payments in this section
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: How far in advance can I schedule a disbursement?
A: You can schedule a disbursement up to 5 days from the current date and time. The scheduled date and time must also be in the future at the point of confirmation.
Q: What happens if the scheduled date has passed before I confirm?
A: If the scheduled date and time has already passed when you reach the Summary page, a Disbursement Error banner will appear. Click Reschedule to set a new valid date and time before confirming.
Q: Does a scheduled disbursement count toward my monthly quota?
A: Yes. Scheduled disbursements reserve quota. The Projected Remaining Disbursement Quota on the Summary page reflects quota already reserved by other scheduled disbursements in the same month.
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
Q: Which banks are available for disbursement transfer?
A: The disbursement feature supports more than 100+ commonly used banks in Indonesia. As an exception, BANK PEREKONOMIAN RAKYAT (BPR) CHRISTA JAYA is not supported for Disbursement
Q: Why is there a failed disbursement?
A: Failed disbursement can be caused by multiple reasons:
Closed, inactive, dormant, suspended, fraud, or blacklisted account
These are each bank's system account classifications, which can only be checked when a transfer (i.e. disbursement) is requested to the bank. During the bank account validation step prior to disbursement, the bank will only inform whether the account number exists or not. For regulatory and security reasons, banks will not share sensitive account information for validity inquiries from a payment gateway.
To solve this issue: change the bank account number to an active one to retry sending the employee's take-home pay.
Bank network issue
This issue is caused by the recipient's bank.
To solve this issue: retry sending the employee's take-home pay after some time.
Note:
Failed disbursements need to be retried. To ensure the retry succeeds, review the individual failure reason first. Change the bank account number if needed, then click the Retry Failed Payments button. Once retried, the failed disbursement status will become Pending.
If there are failed disbursement, do not create a new payroll, a new payment and disbursement for the employees. This will cause double THP amount, double taxable income and false tax calculation in the latter payroll.
Q: Why I got transfer limit from my bank when I try to top up?
A: Check your bank's transaction limit to other bank. For example, RTGS from BCA to Mandiri in a single account can be limited to only 2 billion Rupiah. As a workaround, ask to use other bank account for top up. Alternatively, Ask the bank for transfer limit increase or schedule top up on different day.
Q: Why the amount of employees disbursed is different to number in payroll?
A: If employee does not appear in disbursement detail list, then it means that the employee is not eligible. Employees with Take Home Pay below Rp 10.000 or payment method not Bank Transfer are not eligible for Disbursement.
If employee is in Bank Transfer and THP > Rp 10.000 but still not found in the disbursement list, then escalate to StaffAny team for further checking.
Q: Why can't I delete a payment?
A: If a payment has an existing disbursement draft, the Delete Payment button will be disabled. To delete the payment, first delete the disbursement draft inside the payment. Note that only disbursement drafts can be deleted.