Manage Financial Export Batches

Overview

Use this guide to create financial export batches, move batches through the export workflow, queue artifacts, and download generated files. The current admin route is Financial > Financial Exports (/Admin/FinancialExports).

Prerequisites

• Financial export read permission to view the dashboard and batch details.
• Financial export create permission to create batches and reconcile draft batches.
• Financial export approve, cancel, or lock permissions for matching state transitions.
• Financial export export or execute permission to queue artifacts.
• A date range and finance-approved GL account or template selection.

Step-by-step procedure

1. Open Financial > Financial Exports (/Admin/FinancialExports).
2. Review dashboard cards such as Available, Draft, Reconciled, Approved, Exported, Locked, and Failed 24h.
3. In Create New Batch, choose a template or leave No Template (Legacy).
4. Enter Batch Name.
5. Enter GL Account if the batch should use a specific account value.
6. Enter Start Date and End Date.
7. Enter Description if finance needs context for the batch.
8. Select Create Batch.
9. In Existing Batches, select Details for the new or existing batch.
10. On Financial Export Details, review Batch Summary and Timeline.
11. If Transition Workflow is available, choose Target State, enter Transition notes, and select Apply Transition.
12. If Artifacts is available and the batch is eligible, choose CSV or JSON and select Queue Artifact.
13. In Generated Files, select Download when a file is available.
14. Use Back to Batches to return to the dashboard.

Variations / branching flows

• Template-based export: select an active template so output columns follow the template snapshot.
• Legacy export: leave No Template (Legacy) when finance needs the default output.
• Workflow transition: draft batches may move to Reconciled or Cancelled; reconciled batches may move to Approved or Cancelled; exported batches may move to Locked.
• Artifact queueing: artifacts can be queued only for eligible states such as Approved, Exported, or Locked and only when the user has export or execute permission.
• Template maintenance: select Templates from the header to manage export templates before creating the batch.

Expected outcomes

• The batch appears in Existing Batches with the expected status and totals.
• Batch Summary shows the date range, payment count, amount, lock state, and template when used.
• Timeline records creation, transition, and artifact events.
• Generated Files shows queued or completed artifacts, and Download opens the generated file when available.

Troubleshooting / edge cases

• If Create Batch fails, confirm required fields and that the date range contains eligible payments.
• If Transition Workflow is hidden, the user may lack the needed transition permission or the batch may be in a state with no available transition.
• If Queue Artifact is hidden, confirm the batch status is eligible and the user has export or execute permission.
• If a generated file is not immediately available, wait for artifact generation and refresh the batch details page.
• If a file cannot be downloaded, check whether the artifact has a download-unavailable reason in Generated Files.

Related processes

• Manage Financial Export Templates
• Manage Account Codes
• Review and Manage Chargeback Cases

Assumptions and gaps

• Artifact generation is asynchronous from the user's perspective. The guide documents the UI path and expected state behavior, not the storage implementation behind the generated file link.