Manual payment instructions (excel export)

In the 121 platform, payments can be processed in two different methods: with a manual payment via an FSP portal or with an FSP configuration. Below, you will find the step-by-step instructions to process the manual payment via an FSP portal, to export the payment instructions and reconcile payments into your program.

For payments instructions with an integrated Financial Service Provider, please refer to the instructions on the Payment with an integrated FSP page.

Who can perform actions in this page?

CVA Manager and Finance Manager can create payments. Only the team members set as approvers for the program can approve them. Only the Finance Manager can start payments and import reconciliation data. Finance Manager, Finance Officer and Approver can export the FSP payment list. Learn more about Roles & Permissions.

Payments Overview

The Payments page in your program will display information about any completed installments or payment rounds. If no payments have been made yet, no details will appear. However, if some installments are already in progress, you will see each individual installment. You can create new payments while transactions of earlier payments still have the status Processing. While the 121 platform is still processing a payment (for example just after a payment is created, started or retried), the Payments page shows Payment in progress and you cannot create a new payment until it has finished.

Create a new payment

To initiate a new payment:

  • On the top right, click Create new payment.

Create new payment button

  • Enter a name for the payment. A name is prefilled (Payment dd/mm/yy, hh:mm); you can change it if needed. Click Continue to registration.
  • A page will open displaying a list of registrations included in the program. Only registrations with Included status who have not yet received all their installments will appear in the list. Registrations who have received and completed all their payments will not be shown.

Select List

  • Select the list of registrations to be added to the payment round as follows.
  • Make an individual selection by clicking on the on the individual registration line;
  • Or do a bulk selection by clicking on the on the upper table line Select;
  • On the bottom right, click Add to payment;

Add to Payment

  • A summary appears showing the Financial Service Provider(s), the number of registrations and the total payment amount; you can add a note if needed;
  • The portal will display guidelines at the top of the summary for exporting the FSP payment instructions (as shown above);
  • Click on Create payment. This action will NOT automatically process or send the payment request to the FSP. However, it will prepare the payment instructions, including the list of registrations set to receive payments.

Duplicates block payments

You cannot create, approve or start a payment that contains registrations marked as Duplicate. Resolve duplicates first. See Create, approve and start payments.

Approve and start the payment

After you click Create payment, you land on the payment page. The transactions have the status Pending approval. You cannot export the payment instructions yet: the export only contains transactions with the status Processing.

  • The approvers approve the payment with Approve payment.
  • Once all approvers have approved, a Finance Manager clicks Start payment.
  • The transactions for the FSP via manual import-export (Excel) change to the status Processing.

For the detailed steps, see Create, approve and start payments.

Once the payment has been started, remain on the payment page you just worked on. From there, you can download the payment instructions. You will see all transactions with status Processing for registrations that have opted to receive cash aid through the FSP via manual import-export (Excel).

Export the payment instructions

Pending Statuses Excel

The file will provide the necessary instructions for the FSP to issue the payments.

  • On the top right of your page, click on Export and select the Export FSP payment list;
  • The file will be available in your downloaded folder;
  • Review the file if required. Based on your agreement with the FSP, share the file to your FSP or import it into the FSP portal (if available).

The payment status displayed in the payment page will be updated depending on the payment phase. For Manual Payment, the default message will be Processing until the payment reconciliation has been processed. Export FSP payment list

Payment instructions Excel template

Each program may require a different template depending on the FSP you work with in the region of your operations. The columns in the file and the field used to identify registrations are set for each Excel FSP in the program settings, under Settings > FSP integration. Ask your Program Admin or the 121 support team if you need to change them.

The payment instructions Excel file should only contain the criteria needed for the FSP to confirm the registrations' identity and issue the payments, such as names, phone number and ID number or any other criteria based on your program SOPs. For data privacy, we recommend to only export the minimum criteria to verify the registration identity. All other irrelevant data for the payment process should be declined from the payment instructions file. After usage the exported data should be deleted to ensure personal data is kept secure.

Reconcile payments in 121 platform

Once the FSP shared the reconciliation data file to you, you can reconcile payments in the 121 platform. This will update the payment status by uploading the file in the specific payment page.

Format the reconciliation file

Before importing the reconciliation file, ensure it meets the required format. You can download the template by clicking Import reconciliation data and then Download the template. Make sure all required columns are included, and adjust the statuses as follows:

  • Completed → success
  • Failed → error

The file must be in .csv format. Follow the instructions in this page.

To update the payment statuses:

  • Go to the payments page for the selected date and payment that match the file;
  • On the top right of your page, click on Import reconciliation data.

Export FSP payment list

  • Click on the import button to upload the FSP file, the file must be in .csv format;
  • Drag and drop the file; or use the Choose file function;
  • Click on Import file. The registrations status will be updated according to whether the transfer was marked as Successful or Failed by the FSP. Export FSP payment list

Payment status

Reconciliation Data Import The payment status displayed in the payment page will be updated depending on the payment phase. For Manual Payment, the default message will be Processing until the payment reconciliation has been processed.

Below, the different payment statuses.

Status Description Actions required
SUCCESSFUL The transfer has been sent to the Registrations and they can now use it. None.
PROCESSING The transfer has not yet been confirmed for the Registrations selected for this payment round, as the reconciliation file has not been imported yet. Import the reconciliation file into the 121 platform to update the status.
FAILED The transaction has failed. The registrations have not received any payments. Please check the error message provided by your bank. Failed payment can be due to wrong bank details, phone number or ID number depending on the chosen payment methods. You can try again. Contact our 121 Support Team if this remains unsolved.

Manual payment reconciliation

Once the FSP shares back the payment data, you can process the manual payment reconciliation in the 121 platform. Follow the instructions on this page.

Need further assistance? Contact your dedicated Account Manager or reach our support team via email.