This section explains how to prepare a valid batch file for uploading and processing via the PayBatch system in the Merchant Access Portal.
A correctly formatted file ensures that your payments are accepted and processed without errors. We recommend first uploading to sandbox to test your file before using it in production.
Supported File Format
| Format | Extension | Description |
|---|---|---|
| CSV | .csv | Flat file for uploading transaction batches via the Merchant Portal interface |
XML format is used for SOAP API submissions, not the Merchant Portal. This page focuses only on CSV usage.
CSV Structure
Each line in the file must contain the following comma-separated values in this exact order:
| Position | Field Name | Description | Required |
|---|---|---|---|
| 0 | Type | Transaction type: A, S, or R | ✅ |
| 1 | Transaction Reference | Your internal reference (e.g. INV1234) | ✅ |
| 2 | Cardholder Name | Full name of the cardholder | ✅ |
| 3 | Card Number | 16-digit card number | ✅ |
| 4 | Expiry Date | In MMYYYY format (e.g. 122025) | ✅ |
| 5 | Budget Period | Use 00 unless otherwise instructed | ✅ |
| 6 | Amount | In cents (e.g. 3295 = R32.95) | ✅ |
Transaction Types
| Code | Type | Description |
|---|---|---|
| A | Authorization | Authorizes the transaction without settling funds immediately |
| S | Settlement | Settles a previously authorized transaction |
| R | Refund | Refunds a previously settled transaction |
File Naming Convention
Use the following format for your filename:
BATCH_<MERCHANTID>_<YYYYMMDD>.csvExample: BATCH_10011072130_20250624.csv
Ensure the file is saved in UTF-8 format (without BOM).
File Validation Rules
| Rule | Limit |
|---|---|
| Max file size | 10 MB |
| Max records per file | 10,000 |
| Duplicate references not allowed | ✅ |
| Amounts must be greater than zero | ✅ |
| Card Expiry Date must be in the future | ✅ |
Test Your File First
Before processing real payments, upload a test batch in the sandbox environment:
-
Files are automatically validated upon upload.
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Errors (like incorrect format or invalid expiry date) will be shown line-by-line.
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You can only process a file once. Duplicate uploads will be rejected.