Understanding Credit Card Settlement & Batching in NX

Understanding Credit Card Settlement & Batching in NX

Every time a guest pays with a credit card, NX securely processes that payment through our integrated payment gateway. But what actually happens behind the scenes — and what does “batching” mean?

Let’s walk through it step-by-step so you understand exactly how your card payments get captured, settled, and funded.

💳 What Is a “Batch”?

When your restaurant takes credit card payments throughout the day, each approved transaction is temporarily stored in what’s called a batch.

Think of a batch as a digital envelope that holds all your day’s credit card transactions until they’re ready to be finalized and sent to the processor for deposit.

🕒 When Does NX “Batch Out”?

NX automatically runs its batch process at your venue’s designated Close Day Time — typically set in your NX Portal settings.

At that time, NX collects all the approved credit card transactions for the day and prepares them for settlement.

⚙️ How NX Handles the Process

NX’s batching process is simple but powerful. Here’s how it works behind the scenes:

1. A Credit Card Transaction Occurs 
   1. When you run a card (say, a Visa ending in 9147) for an order — let’s say Order #10 for $25.00 — NX creates a Batch Record in the background. 
   2. This record is created at the time of the EMV Pre-Authorization (the initial “approve” step). 
2. Editing the Order or Tip 
   1. After a card is approved, employees may adjust the tip amount before closing the day. 
   2. For example: 
      1. A $5 tip is added — NX updates the Batch Record to include that $5. 
      2. If the tip changes to $3, NX simply updates that record again. 
   3. This ensures NX always has the most accurate final transaction amount. 
3. Close Day Time Arrives 
   1. When the scheduled Close Day Time hits, NX gathers all Batch Records for the day. 
   2. NX then sends each record one by one to the payment processor (for example, TSYS via Platinum).
   3.  This process converts each “Pre-Auth” (pending authorization) into a finalized sale using a PreAuthCapture command. 
4. Finalizing the Batch 
   1. Once NX has submitted all transactions, the system marks the batch as Complete. 
   2. NX’s part of the batching process is now finished — your transactions have officially been handed off for settlement. 

🏦 What Happens After NX Finishes

Once NX has sent the completed batch to your payment processor (for example, TSYS):

• The processor collects all sale transactions into a single batch file. 
• At a time set by your Merchant Service Provider (MSP) (for example, Platinum), the processor closes the batch. 
• The processor then begins the funding process, transferring money from cardholders’ banks into your restaurant’s merchant account.

This typically happens automatically and funds are deposited according to your funding schedule — usually within 1–2 business days.

🧩 Summary of the Process

✅ What You Need to Know

• NX automatically manages batching — no manual action is needed in most venues. 
• Tips can be adjusted anytime before the Close Day, and NX ensures the batch is accurate at the moment of capture. 
• Once a batch is marked complete, NX’s role is done — the processor handles funding. 
• Your batch totals in NX should align with your merchant statements (with a small delay for deposit timing).

💡 Tips & Common Questions

• What if I see a delay in deposits? 
  Funding schedules depend on your payment provider (e.g., Platinum/TSYS). Most batches fund within 1–2 business days. 
• Can I manually force a batch close? 
  Typically no — NX handles batching automatically at your scheduled close time to ensure consistency. 
• Can I edit a tip after the batch closes? 
  No. Once the batch is closed, the sale is final. Any changes would require a refund or adjustment on the next day.

🧮 In Summary

The batching process ensures all credit card sales entered in NX are finalized, captured, and sent to your payment processor for funding.

NX does the heavy lifting automatically, keeping your reporting accurate and your settlements reliable — so you can focus on running your business, not managing card transactions.