Payout Batches

Payout Batches group approved driver earning entries into a branch-scoped payout review.

Use payout batches when finance wants to review and settle multiple driver earnings together.

Batch Statuses

Status	Meaning
Draft	Batch was created and entries are reserved. Entries can still be removed.
Approved	Batch is locked for review completion. Entries cannot be removed.
Paid	Batch was settled through Delivery and entries moved to paid.
Cancelled	Batch was cancelled. Reserved entries were released back to approved.

Create Batch

Create a payout batch by selecting:

• Branch.
• Period from.
• Period to.
• Optional notes.
• Optional explicit entry selection.

If entry IDs are not selected manually, the system uses all eligible approved entries for the branch and period.

Eligible Entries

An entry is eligible when:

• Status is approved.
• Branch matches the batch branch.
• Effective date is inside the selected period.
• payout_batch_id is empty.
• Entry is not paid, void, pending, or exported to payroll.

Batch Totals

Batch totals are calculated by the system:

• Total drivers.
• Total entries.
• Total amount.
• Currency.
• Currency rate.

Users do not manually edit batch totals.

Batch Workflow

1. Create draft batch from eligible approved entries.
2. Review driver totals and entry details.
3. Remove entries while still draft if needed.
4. Approve the batch when review is complete.
5. Either mark paid through Delivery or export to payroll.
6. Cancel draft/approved batches only when settlement should not continue.

Membership History

The batch keeps a membership ledger.

This means removed or cancelled entries remain visible in batch history.

Membership States

State	Meaning
Reserved	Entry is currently part of the batch.
Removed	Entry was removed while the batch was draft.
Released On Cancel	Entry was released because the batch was cancelled.
Paid	Entry was paid through this batch.

Payroll Export Rule

If any entry in a payout batch is exported to payroll:

• The batch remains approved.
• The batch shows an exported-to-payroll indicator.
• The standalone Delivery mark-paid path is blocked for the whole batch.

Cancel Behavior

Cancelling a draft or approved batch:

• Requires a cancel reason.
• Releases reserved earning entries back to approved.
• Keeps historical batch membership visible.
• Makes the batch immutable.

Paid batches cannot be cancelled.

Troubleshooting

No entries appear in preview

Check:

• Entries are approved.
• Entries are in the selected branch and period.
• Entries are not already reserved in another batch.
• Entries are not paid, void, pending, or exported to payroll.

Batch cannot be approved

Check:

• Batch is still draft.
• Batch contains at least one entry.
• User has approve permission.

Batch cannot be marked paid

Check:

• Batch status is approved.
• Batch does not contain payroll-exported entries.
• Batch is not already paid or cancelled.
• User has mark-paid permission.