Payouts
Reading the payout board, approving payouts, creating Zengin files, and recording transfer results and payment receipt.
You pay customers by bank bulk transfer. Toreca Cloud handles approving payouts, creating the Zengin file and recording results. The money itself moves when you upload that file to your bank.
The payout board
Open Payouts in the sidebar to see payouts arranged in columns by stage. Cards move from left to right.
| Column | What’s in it |
|---|---|
| Accepted | Deals whose final quote was accepted, with no payout request yet |
| Pending approval | Payout requests waiting to be approved |
| Ready to transfer | Approved and waiting to go into a Zengin file |
| Transferring | In a Zengin file, waiting for the bank transfer |
| Awaiting receipt | Transfer succeeded, waiting for the customer to confirm receipt |
| Done | Receipt confirmed |
Failed transfers sit in the Failed column on the far left. Each card shows the customer’s name, case number, amount and days in the column. It also shows what’s holding it up, such as No ID check, No bank account or No power of attorney.
On a computer, dragging a card to the next column opens the dialog for that step. The drop alone changes nothing; the card moves only when you confirm the dialog.
How a payout goes
Create stock and payout
An Accepted deal moves to Pending approval when you use Create stock and payout on the deal page. Identity verification must be done.
Approve the payout
On a Pending approval card, click Approve, check the amount and bank account, and approve. Select several cards to use Approve selected. Approving doesn’t send any money.
Create the Zengin file
Select Ready to transfer cards and click Create payout file. Check the Transfer date and click Create and download to download a Zengin-format file.
Make the transfer at your bank
Upload the downloaded file to your bank’s bulk transfer service and make the transfer.
Record the transfer results
When the bank has finished, record the results in Toreca Cloud. Successful payouts move to Awaiting receipt, and the deal becomes Purchased.
Record receipt
After confirming the customer received the money, record it with Record receipt. The card moves to Done.
Only owners and admins can approve payouts, create Zengin files and record transfer results. Staff who handle deals can record receipt.
Approval rule
If Second approval is required under Settings › Payouts, payouts over Approval required above can’t be approved from the board. Their cards show that they need owner approval. Open the deal’s Payout tab, check the details, and click Approve there.
Payouts to an account not in the customer’s name can’t be approved until the power of attorney is signed. See Identity verification.
Before creating a Zengin file
To create a Zengin file, first register your originator code, originator name and paying account under Settings › Payouts. The Batch payout limit on the same page sets how many payouts fit in one file. The suggested transfer date skips weekends but doesn’t account for holidays, so check it.
Files you’ve created are listed under Payout files at the top of the page, where you can download them again or cancel them. Canceling returns the payouts in that file to where they were before.
Record transfer results
There are three ways to record results.
| Method | How it works |
|---|---|
| Import payout file | Choose the Zengin file you created, check the payouts that weren’t paid, and click Record results. Unchecked payouts are recorded as paid |
| Import bank transfer list | Load the transfer list (CSV) downloaded from your internet banking, and record a result for each transfer |
| Record result | For a single payout, choose Succeeded or Failed, then click Record result |
Only record Succeeded after confirming the full amount was transferred.
When a transfer fails
Failed payouts move to the Failed column. To pay into a different account, use Fix bank account to choose another of the customer’s accounts. The payout goes back to Pending approval for approval again. To retry the same account, put it in a new Zengin file.
Record receipt
Recording receipt means the shop has confirmed the customer received the money.
Open the dialog
On an Awaiting receipt card, click Record receipt. You can copy the Payout message to send to the customer on LINE.
Choose how it was confirmed and record
Under Confirmed by, choose LINE reply, phone, no reply or other. For other, also fill in Note. Click Record.
If you recorded receipt by mistake, open View record, enter a reason and click Undo. The cards go back to awaiting receipt.