--- title: "Batch Payment Processing" slug: "batch-processing" updated: 2026-02-23T03:06:20Z published: 2026-02-23T03:06:20Z canonical: "www.procaresupport.com/batch-processing" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt > Use this file to discover all available pages before exploring further. # Batch Payment Processing > [!TIP] > **Enhanced Flexibility for Batch Payment Processing!** > > Batch processing now gives greater control over payment timing helping funds reach you faster. ACH and credit card payments can be scheduled automatically at any date and hour you choose. ## Updates to Batch Submission and Processing **What changed with batch payment processing?** Here’s an overview of the changes (effective August 2025): | **Feature** | **Before** | **Now** | | --- | --- | --- | | **Batch Submission** | Batches could be submitted throughout the day; however, there were cut-off times for ACH. Multiple batches resulted in separate deposit reports. | ✅ **Standardized Settlement Times** ACH and Card Batches can be scheduled to run at the start of any hour. All batches from a single day will have a single batch ID on Tuition Express Reporting. | | **Same-Day Processing Cutoff** | ACH batches were required to be submitted by 1:00 pm PST. Card batches were required to be submitted by 7:00 pm local time. | ✅ **ACH and Card batches are now run at their scheduled time.** Batches scheduled before 7:00 pm local time process the same day, while those scheduled after 7:00 pm process the next day. | | **Funds Availability** | | ✅**Faster funding** Payments submitted until 7:00 pm local time will be available the next day. *Funds are typically processed the following business day subject to bank funding and processing approvals.* | | **Email Notifications** | Daily emails confirming successful batch submissions. | Email notifications for submitted batches are currently unavailable. We recognize this is a high priority and are committed to resolving it as quickly as possible. | --- ## Learn More About…. ### How to Submit a Batch 1. Go to **Family Data & Accounting > Tuition Express > Process Tuition Express** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-E8F0MSFY.png) 1. Select the payers for ACH and Card and the collection amount. **Note:** Please choose a date and time for processing. If you submit without modifying the requested processing date, the batch will default to the next hour. 2. Select **Submit** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/Submit Batch Gif.gif) Submit ACH and Card Batch for Processing ### Batch Submission Times **Key Information** - **Submit anytime** – batches can be scheduled up to **2 weeks in advance** - **Edit window** – changes allowed until **15 minutes before** the scheduled time - **Processing time -** batches will close every hour, but every batch that is submitted before 7pm local time will be included in the following day’s deposit. - **Scheduling examples:** - Submit at **11:53 a.m.** → processed at **1:00 p.m.** - Submit at **11:44 a.m.** → processed at **12:00 p.m.** (no edits after **11:45 a.m.**) ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-A1GP3BZU.png) The following message will display for batches submitted for processing within 15 minutes of the hour. > [!WARNING] > Batches Run on the Next Hour if No Time Is Set Before Batch Submission > > If no date or time is chosen before submitting a batch, it will be scheduled to process at the next hour. > > Example: A batch submitted at 2:44 pm will run at 3:00 pm; a batch submitted at 2:45 pm will run at 4:00 pm local time. ### How to Modify a Batch Batches can still be modified or canceled using the exact steps you are used to. See the article [Change or Cancel a Batch of Payments](/procare-desktop/docs/change-or-cancel-a-batch-of-payments-1) for further details. If modifications are needed after a batch has been submitted, a refund can be processed. From the main screen of Family Data & Accounting, go to **Functions > Family Accounting > Deposit Reports***.* ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-FWGMFSQQ.png) #### Cancel Entire Batch > [!NOTE] > Important Timing Information > > Batches can be modified or cancelled **up to 15 minutes before** the scheduled processing time. > > E.g., a batch scheduled for processing at 2:00 pm local time can be modified until 1:45 pm local time. At 1:45 pm the batch is “locked” for processing. To cancel a batch: 1. From the Deposit Report screen, double-click the batch you want to cancel 2. Click **Modify Batch** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-C828H8QP.png) 3. Choose **Cancel Entire Batch** 4. Click **Select Option** to confirm ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/Cancel Scheduled Batch.gif) #### Modify Individual Line Items > [!NOTE] > **Important Timing Information** > > Batches can be modified or cancelled **up to 15 minutes before** the scheduled processing time. > > E.g., a batch scheduled for processing at 2:00 pm local time can be modified until 1:45 pm local time. At 1:45 pm the batch is “locked” for processing. To adjust individual line items or the date and time of a batch: 1. From the Deposit Report screen, double-click the batch you want to modify 2. Click **Modify Batch** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-SP5OG73R.png) 3. Choose **Modify Individual Line Items** 4. Click **Select Option** to confirm ### How to Process Refunds A refund can be processed if modifications are needed after a batch has been submitted. - For instructions on completing a card refund, see the article titled [**Credit Card Refund: Choose Amount**](/procare-desktop/docs/credit-card-refund-choose-amount) - ACH payments cannot be refunded directly to the payer. To refund an ACH payment you can issue a check or credit the account. - For more guidance on posting a credit to a family ledger, view the [**Account Ledger Card article**](https://www.procaresupport.com/procare-desktop/docs/account-ledger-card) and watch the embedded video. ### Batch Communication Changes #### Email Notifications Email notifications for submitted batches are currently unavailable. We recognize this is a high priority and are committed to resolving it as quickly as possible. #### Recommended Action **Option 1:** Corporate Centers can view Deposit Reports at a Center level. 1. Navigate to **Deposit Reports** and view submitted batches. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-MQNEVIV4.png) **Option 2:** 1. Open **Corporate Data Viewer** 2. Navigate to **Family Accounting>Deposit Payment Information** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-6ZPCO807.png) 3. Review the Deposit Payout Information and use filters to sort the data. > [!WARNING] > It is recommended that you also check the POS Transactions report to ensure nothing was missed, as this report only shows items successfully processed by Tuition Express into ledgers. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-5HEN2IQZ.png) #### Batch Comment The comment field is temporarily unavailable and will return in a future update. | Batch Comment Available | Batch Comment Not Available | | --- | --- | | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-ZBHT77JX.png) | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-MMC1UFEM.png) | > [!NOTE] > Tuition Express Reports > > Learn more about [Tuition Express Reports](/procare-desktop/docs/tuition-express-reports) and the updated formatting introduced with the Batch Processing update. --- ### FAQ **Does this mean I can process multiple payment batches throughout the day?** Yes, you can continue to process batch payments until 7:00 pm merchant local time. All batch activity before 7:00 pm local time will be grouped together, or “closed out,” which means the payments are finalized and sent to the bank for next day funding. **When will the payment be posted to the account ledger?** When a Batch is submitted, all payments are posted immediately to the individual family ledgers. If a payment is declined after the Batch has been processed, a pending decline transaction will be posted to the Desktop ledger the next time the Batch process is run. **How do I identify families whose payment was declined?** Generate the ACH Returns/Credit Card Declines report. From here, you can identify the accounts and the decline amounts. Navigate to **Family Data & Accounting>Reports>Tuition Express Reports>Processing>ACH Returns/Credit Card Declines** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-17ACWA25.png) **Why can’t I modify a previously scheduled batch, even if its processing date and time are still in the future?** This message appears because the date and time were set before these enhancements were introduced. If you see this message and need to modify a batch, please contact our Customer Support team. 📞 **Tuition Express Phone:** 1-888-419-5033 🕒 **Tuition Express Support Hours:** M-F, 9am - 7:30 pm ET ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-1755112732888.png)