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Managing a complete payment transfer

This tutorial follows a payment transfer from creation to completion.

Process overview​

Transfer process

StepTransfer status
1. Create the transferPlanned
2. Generate paymentsPreparation
3. Submit and validateValidated, or Rejected
4. Export and send to the operatorIn progress
5. Import the operator's returnCompleted

Step 1: Create the transfer​

  1. In the menu, click Cash Transfers → Transfers.
  2. Click New transfer.
  3. Fill in the form:
FieldExampleDescription
ProgrammeCash transfer programmeParent programme
Operator AccountPayment operator accountAccount that will execute the payments
Transfer nameTransfer January 2026Descriptive name
DescriptionOptional

The amount per beneficiary comes from the programme configuration: it is not entered here.

  1. Click Create transfer. The transfer is created with the Planned status.

Step 2: Generate payments​

  1. Open the transfer.
  2. In the Quick actions, click Generate payments.

A payment order is created for each active beneficiary of the programme whose household is eligible for the programme. The transfer moves to Preparation.

The programme must be active. If beneficiaries are enrolled after generation, the Add new beneficiaries action creates their orders.

Step 3: Check the payments​

The transfer record shows the planned amount, the number of beneficiaries and the list of payments: reference, beneficiary, phone, amount, status.

  • Search by name, phone or reference.
  • Filter by status: executed, failures, pending.
  • Click the operator name to change the operator account if needed.

The record offers three layouts: V1 Hierarchical, V2 Operational and V3 Narrative. They show the same data.

Step 4: Submit and validate​

Submit​

Click Submit for validation. The Multi-level validation block then shows the levels to pass.

Validate​

The number of levels is set per programme. Each validator in turn:

  1. opens the transfer;
  2. reviews the payments;
  3. clicks Validate this level, or Reject.

A level always waits for the previous one to be validated. When all levels are validated, the transfer moves to Validated.

Rejection​

A rejection requires a reason. The transfer moves to Rejected and must be submitted again after correction.

Step 5: Export for the operator​

  1. Click Advanced export.
  2. Filter if needed by region, sector, tabanca or status, and choose the fields.
  3. Click Export ST: the file for the payment agency is a password-protected ZIP, with its SHA256 fingerprint. Copy the displayed password and download the ZIP.

Exported payments move to In progress, and so does the transfer.

Transfer letter​

  1. Click Transfer letter.
  2. Choose the operator: each letter only contains that operator's payments.
  3. Check the preview, then Print or Send transfer letter by e-mail.

Step 6: Import the operator's return​

The operator sends back a result file, called the CT file.

  1. In the Quick actions, click Import reconciliation.
  2. Select the file. It must contain a beneficiary identifier (code, phone or mobile account) and a statut column: success or failed. The transaction identifier and the failure reason are optional.
  3. Click Import.

The result shows the rows processed, succeeded and failed, with error details. Successful payments move to Executed, the others to Failed.

When no payment is in progress any more, the transfer moves to Completed.

Reconciliation can also be done from Cash Transfers → Reconciliation. See Payment reconciliation.

Step 7: Close the file​

  • Handle Failed payments: correct the beneficiary's account, then include them again in a later transfer.
  • Click Justification report for the summary of the transfers made.
  • Check the Cycle log for the history of actions.

Next steps​