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      Resolving Common Payment Instruction File (PIF) Errors

      When submitting a Payment Instruction File (PIF), errors may prevent successful processing. This guide outlines the most common PIF errors (excluding duplicate file issues), explains their meaning, and provides clear steps to resolve them.

      A member of the Payment Operations team will contact you to assist with troubleshooting if needed. However, we encourage you to follow this guide to resolve errors proactively on your own.

      Please look at the Resolving Duplicate Payment Instruction File (PIF) Submission Errors article for duplicate file handling.

      Common Payment Instruction File Issues & Resolutions

      Missing Payee Routing/Account Information:  One or more payment entries are missing a routing number, account number, or both.

      How to Resolve:

      1. Update the file to include the missing routing and/or account number, or remove the affected payment.
      2. Re-submit the corrected PIF.

      Hash Total Discrepancy: The Hash Total value in the file does not match the calculated total from the payment data.

      How to Resolve:

      1. Review the payment entries and recalculate the Hash Total.
      2. Update the Hash Total field in the file.
      3. Re-submit the updated file.

      Non-ASCII Character Detected: The file contains invalid characters, such as non-ASCII or invisible characters (e.g., tab {TAB}).

      How to Resolve:

      1. Scan the file for special or invisible characters.
      2. Replace them with standard ASCII characters.
      3. Save and re-submit the cleaned file.

      Entry/Addenda Count Discrepancy: The Entry or Addenda count in the file does not match the actual number of records.

      How to Resolve:

      1. Recalculate the Entry/Addenda totals based on actual content.
      2. Update the file with the correct counts.
      3. Re-submit the corrected PIF.

      Invalid Routing Number:  A payment entry contains an unrecognized or misformatted routing number.

      How to Resolve:

      1. Verify the routing number in your ERP.
      2. Confirm bank details with the payee.
      3. If the payee (Vendor) is registered via PaymentWorks, direct them to update their banking information through the platform.
      4. Remove the affected payment from the current file.
      5. Reissue the payment in a future file after the payee has updated their information.

      Missing Payment Date: The file does not include a required payment execution date.

      How to Resolve:

      1. Add the payment date field.
      2. Format the date as YYYY-MM-DD.

      Bank Rejected File: The file was transmitted but rejected by the bank.

      How to Resolve:

      1. Review the feedback provided by your bank.
      2. Correct the issue based on their guidance.
      3. Re-submit the updated file through PaymentWorks.

      ⚠️Important Notes

      • Always follow your bank’s file specification and naming conventions.
      • Review all error messages displayed in the PaymentWorks UI before taking action.
      • A file format error may also be referred to as a Parsing Error in system messages.
      • Submit files before your bank’s cutoff time to avoid processing delays.

      Training and Additional Resources

      For more information on uploading a Payment Instruction file and the payment file status definitions, check out these articles: 

      PaymentWorks is here to help. If you have questions or need assistance while the Payment Operations team investigates your file errors, feel free to submit a support ticket—we’re happy to assist you.