Settlement Batch Error Processing

This section is intended to provide general troubleshooting guidelines for settlement batch failures initiated in SAP and processed through XiPay. Due to the nature of batch processing, settlement errors and batch failures will occur. This is commonly due to RFC/communication/network failures or data problems in the payload sent.

Perform the recommended daily batch reconciliation steps between your source system (SAP), the XiPay WebGUI, and your processor or bank to verify funding and identify how many transactions are affected. These reconciliation steps are key to discovering settlement problems in a timely manner and in determining what course of action is needed.

Analysis of batch problems, beyond reconciliation steps, should include reviewing the PAS server application event log for errors associated with the batch and review of the specific transactions in the batch for error codes in the XiPay WebGUI.

Following are common batch failure scenarios and the applicable solutions:

Full Settlement Batch Failure

The Batch is successfully completed in the source system (SAP) but does not exist in the XiPay WebGUI. In other words, the batch ID (settlement run number in SAP) cannot be found in XiPay and all of the transactions for that batch remain in Authorized Status 100 in XiPay. The entire batch also did not reach the processor and therefore no funding occurred.

Steps to Reprocess

Execute the appropriate Repeat Settlement program to re-send the entire batch to XiPay. For Paymetric SAP customers this is normally the Repeat Settlement program (program /PMPAY/PU_FCC2). This report is an enhanced version of the standard SAP transaction FCC2 (Payment Cards: Execute Settlement). This program is used to re-execute settlement after an RFC call has failed. Always verify funding before resubmitting a batch.

Partial Settlement Batch Failure

The Batch is successfully completed in the source system (SAP) but is missing some transactions in the batch in XiPay. In other words, the batch ID (settlement run number in SAP) does exist in XiPay but the batch total and count in XiPay and at the processor does not match the SAP source batch. Some of the transactions for that batch remain in Authorized Status 100 in XiPay WebGUI. The partial batch did reach the processor for partial funding.

Steps to Reprocess

METHOD #1 – **PREFERRED METHOD** Resubmit from source system (ex: SAP) and Reset Batch in XiPay

It is always preferred to resubmit settlement transactions from your source system as the actual settlement amount and detail information is sent from the source system and it results in only one batch ID in all systems. For partial batch failures this is still preferred but does mandate a two-step process – resubmit affected transactions from SAP and reset the transactions in XiPay.

IMPORTANT NOTE: If you are using the B2B Reconciliation tool in SAP, this preferred method must be used to allow B2B Reconciliation to properly display and reconcile the entire batch. If you settle directly in the XiPay WebGUI, a new Batch ID is assigned and B2B Reconciliation cannot associate all of the transactions.

Program /PMPAY/PU_FCC2 is an enhanced version of the standard SAP transaction FCC2 (Payment Cards: Execute Settlement). This program is used to re-execute settlement after an RFC call has failed. Always verify funding before resubmitting a batch.

  1. Using the reconciliation process, identify the specific transactions that appear missing in the batch in XiPay (they should still be in Authorized Status 100 in XiPay).

  2. Execute the appropriate Repeat Settlement program to re-send the selected transactions to XiPay. For Paymetric SAP customers this is normally the Repeat Settlement program (program /PMPAY/PU_FCC2). Resubmit ONLY the missing transactions from the source system by selecting the specific transactions in the repeat settlement program. Verify the total of the selected transactions match the total of the missing amount from the batch before resubmitting.

    1. Note that the Auth.Refer.Code field in SAP = the XiPay TransID

    2. The resubmitted transactions will error in XiPay because the batch ID already exists - that is expected. The goal here is to get them into XiPay and associated with the batch. The errors to be expected since the batch already exists in XiPay are:

      Message: Capture Failed: A previous batch already exists.

      Failure in Stage request - Transaction filtered from batch due to status.

    3. If they fail to make it again, please repeat. If it fails again then likely they have data integrity problems and the PAS application event log should be reviewed for relevant errors.

  3. Use the Reset Batch feature in XiPay to reset ONLY the failed transactions that were just sent in. This will resend these transactions to the processor and they should go to complete status in XiPay when the settlement process completes. Verify the total of the selected transactions matches the total of the missing amount from the batch before resetting.

  4. Validate with the processor that the items are now complete. Reconcile the batch between the source system, XiPay and the processor to ensure full funding.

METHOD #2 – Settle missing transactions from Virtual Terminal

This method can be used if not desirable or not possible to resubmit individual transactions from SAP or source system:

  1. Using the reconciliation process, identify the specific transactions that appear missing in the batch in XiPay (they should still be in Authorized Status 100 in XiPay). Make Note of the Batch IDs, Transaction IDs and actual settlement amounts.

    1. Note that the Auth Ref Code in SAP = XiPay Transaction ID

  2. Settle the transactions for the affected batch from the XiPay WebGUI. From the OPERATIONS --> SETTLE menu, select the transactions missing from the batch and assign a new batch number (ex: old batchID + YYYYMMDD).

    1. If the actual settle amount is smaller than the Auth amount, then this must be changed accordingly for each transaction.

    2. Verify the total of the selected transactions match the total of the missing amount from the batch before submitting.

    3. Process the new batch to completion. This batch will contain only the transactions that were missing in the original batch.

  3. Validate with the processor that the items are now complete. Reconcile the batches between the source system, XiPay and the processor to ensure full funding. There will now be multiple batches in XiPay and the processor associated to the single batch in the source system.

Erred Settlement Batch Failure

The Batch is successfully completed in the source system (SAP) and all transactions are included in the batch in the XiPay WebGUI, but some or all of the transactions are in error in XiPay and the batch failed to fully fund at the processor/bank.

In other words, the batch ID (settlement run number in SAP) does exist in XiPay and the batch count matches, but the batch total in XiPay and at the processor does not match the SAP source batch. Some of the transactions for that batch are in an error status in the XiPay WebGUI and the processor did not fund all of the transactions.

Steps to Reprocess

  1. Examine any transactions in error in XiPay closely to determine the cause of the error and if any data problems exist with the transaction. View the Compare page of the affected transactions for data errors.

  2. Use the Reset Batch feature in XiPay to reset ONLY the failed transactions that are in error and did not get funded by the processor/bank. This will resend these transactions to the processor and they should go to complete status in XiPay when the settlement process completes.

It is possible that data errors will need to be corrected before transactions can be successfully resent or if corrupted, the transactions may have to be recreated.

Note that if there are transactions in error in XiPay but they WERE fully funded by the processor then do NOT Reset the transactions or double charging the customers could occur. A Close Batch process should be done on the transactions in error so they are marked complete.

Funding Only Settlement Batch Failure

The Batch is successfully completed in the source system (SAP) and all transactions are successful in the batch in the XiPay WebGUI, but the batch failed to fully fund at the processor/bank. In other words, the batch ID (settlement run number in SAP) does exist in XiPay and the batch count and amount totals match, but the batch total and count at the processor does not match SAP or XiPay. The transactions for that batch in the XiPay WebGUI are all complete but the processor did not fund any or all of the transactions.

Steps to Reprocess

Contact the processor to discuss reasons for funding failure and if any data problems exist with the transaction.

Use the Reset Batch feature in XiPay to reset ONLY the specific transactions that did not get funded by the processor/bank. This will resend these transactions to the processor and they should stay in complete status in XiPay when the settlement process completes.

Summary

There are numerous variations of batch errors or downgrades that can occur due to data requirements of various processors and banks especially when processing at Level 2 and Level 3 data levels. The processor should always be contacted for the cause of funding failures and data errors.

The above categories are intended to cover the majority but not all settlement problems. If assistance is required, provide the following:

  • XiPay Server ID where the failed batch resides

  • Batch ID affected with Date/Time

  • Transaction IDs that are missing from the batch (execute the PCMA report ‘Documents by Settlement Batch Number’, export to excel and highlight the missing transactions)

  • PAS server application event log for the time frame of the settlement run (include the timezone of the PAS server)

  • List with as much detail as possible the resubmission activities that have already been attempted for the transactions/batches in question

  • Indicate when failures began and have any batches succeeded since the failed batch(es)

  • Identify any network, PAS server, or source system changes that could have affected batch processing since the problem began