OVERVIEW : 

Mysa’s Payment-File Creation Flow is designed to help Admins and Finance Teams create high-volume payments with maximum control and clarity. This guide walks you through the two-step payment-file creation process, explains all available features, and highlights smart tools built for efficient cash flow management.

The flow is built with enterprise-grade flexibility, smart blocks, and real-time validation to help you move faster without losing control. Once a payment file (with multiple payments) is created then the Authorizer can authorize without needing to go to NetBanking.

Advantages of Mysa’s Smart Payment File: Excel-Level Cash Flow Planning, Without the Spreadsheets: 

1. Collaborate seamlessly with business heads and finance teams, Mysa uses advanced inventory locking to automatically block bills that are already partially or fully paid, ensuring no duplicate payments are made even when multiple people are processing payments at the same time.

2. If someone on your team initiates a payment for a bill, that bill is instantly locked and becomes unavailable to others. This prevents overlap, avoids confusion, and ensures duplicate payments aren’t accidentally created, even when multiple team members are trying to pay the same bills at the same time.

3. Choose the right ‘Pay-On’ date to decide when you want the payment to be made.

4. Choose the vendor’s bank account and verify it to ensure the account belongs to the right vendor, helping prevent mistakes and fraud.

5. If a vendor’s account is marked inactive, whether due to suspected fraud or discontinued relationships, Mysa alerts you instantly.

How to Create & Review Payment files in Mysa :

The payment creation process is split into two intuitive parts to help you manage payments with confidence:

Part 1 - Create Payment File : Choose how you want to group your payments and how much you want to pay for each bill.

Part 2 - Review Payment File : Review a clear summary of your payments & Create a payment file to be authorized by the payment authorizer.

Part 1: Create Payment File (Step-by-Step Guide)

This step helps you select bills, configure key payment details, and decide how to group them.

Navigating to Create payment :

1. Go to the payments tab, and head to the Ready to Pay screen.

2. Select one or multiple bills for which payments need to be created.

3. You can either choose ‘Edit and Pay’ for full control over how you manage your cash flow across both steps, or use ‘Quick Pay’ for faster payment creation, where you’ll directly see a summary of the payments to be made.
4. Selecting ‘Edit and Pay’ will take you to the Create Payment File page.

Changes you can make in your create payment file:

1. You can edit the to pay amount and make partial payments for bills depending on your payment budget

2. You can choose to group bills by bill level which will allow you to create individual payments per bill OR have an option to group it vendor wise which will create payments per vendor

3. Once you have made all necessary changes to the bills, now you can click on “proceed” which will take you to Review Payment File 

Built-in Controls:

At times a bill may become unavailable for payment, not due to an error, but as part of Mysa’s advanced controls designed to help you manage cash flow more effectively.

We’ll always alert you when there’s something important you need to know, like why a bill is unavailable, so you can take the right action.

Smart blocks in Create Payment File:

Please note: These alerts typically appear when multiple team members attempt to pay the same bill at the same time. Once one person clicks “Create Pay” that bill becomes unavailable to others to prevent duplicate payments.

1.

This icon indicates that a partial payment for the bill has already been created by another person in your team. In this case the to pay amount would be greater than the due amount, you will have to enter an amount that is equal to or less than the due amount.

2.

This icon indicates that the bill has been fully paid by another person in your team. In such cases, the due amount will show zero. Fully paid bills cannot be paid again. 

When these issues occur, Mysa automatically de-selects the relevant bill to prevent duplicate payments. If a bill is fully paid by someone else, it will be unselectable. For partially paid bills, you can select the bill only after entering an amount that is equal to or less than the remaining due amount.

Part 2: Review Payment File (Step-by-Step Guide)

This step helps you to see a clear summary of the payments that you will be creating and also helps you make last minute adjustments like payment method changes or switch between vendor bank accounts. 

Changes you can make in your review payment file:

1.  Review All Grouped Payments - Summary table of all payments that will be created, each row represents one payment (vendor or bill-wise).

2. You can change the vendor’s bank instrument, this would be helpful If a vendor’s bank account is not receiving payments or if the account details are wrong, you can now change the bank account within the flow.

3. You can activate an inactive vendor account or vendor bank account within the flow.

4. You can also verify the vendor bank account account (if not verified) this helps confirm that the account actually belongs to the vendor. This also helps prevent issues like money being sent to the wrong person by mistake or through fraud.

5. You can also add the vendor's bank account to the bank if it has not already been added as a beneficiary.

6. You can also easily switch between different payment methods (IMPS/RTGS (Fast), NEFT/Internal Transfer(Cost Effective)) per payment or on a summary level.

7. You can set the Pay-On date either for individual payments or at the summary level. This date indicates when the payment is expected to be made. It helps the person creating the payment clearly communicate the intended timeline to the authorizer, so they know when the payment needs to be authorized.

8. You can also edit the narration to add more context to your payment making it easier to identify in your smart statement and in the receiver’s statement.

Smart Controls in Review Payment File:

1.

The icon next to the vendor indicates that the vendor’s account is inactive. If someone on your team has marked the vendor as inactive, due to reasons like suspected fraud or your company no longer working with them, you’ll see this alert in real time.

If you believe the vendor was inactivated by mistake, you’ll have the option to reactivate them back within the flow.

2.

The icon next to the vendor's bank account indicates that it is inactive. If someone on your team has marked the account as inactive, due to reasons like the account is not receiving payments or if the account details are wrong you will be able to see this alert in real time. If you believe the account was inactivated by mistake, you'll have the option to reactivate it back within the flow .

3.

The icon next to the bill count indicates that the bill is no longer available due to it being partially paid or fully paid. In both cases, you can either remove the unavailable payments or go back to the Create Payment screen to fix the issues.

4.

This alert toast appears when another team member creates a payment before you.

In such cases, the bill is immediately locked and becomes unavailable to prevent duplication.

Mysa’s real-time control ensures clarity, avoids overlap, and completely eliminates the risk of duplicate payments.

FAQs

1. Can I group bills from different vendors into one payment?
No. Payments are grouped at most by Vendor + Instrument + Branch to ensure clarity and compliance.

2. What happens if someone else pays a bill I’ve selected?
You’ll receive a real-time alert, and the bill will be marked as unavailable. You can remove or refresh the cart before proceeding.

3. Can I create payments from multiple bank accounts in a single flow?
No. Each Payment File supports only one source account. To pay from multiple accounts, create multiple separate Payment Files.

4. Can I activate vendors and verify accounts without leaving the screen?
Yes. You can reactivate vendors and trigger bank verification, including beneficiary OTP flows, directly from the Cart or Checkout screen.

5. How does “Pay-On Date” affect payment execution?
It doesn’t auto-schedule the bank transfer but acts as an intent indicator for the authorizer to process the payment closer to the intended date.

6. Can I edit the payment method for each individual payment?
Absolutely. Each payment row in Review Payment lets you switch between Fast - IMPS or RTGS and Cost Effective NEFT or Internal Transfer.