What every status means, and what stops you committing
This article is a reference, not a step by step guide. It lists every label and status you can see on a row while working through the bulk upload, and every condition that can stop you moving forward...
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This article is a reference, not a step by step guide. It lists every label and status you can see on a row while working through the bulk upload, and every condition that can stop you moving forward or pressing Commit. Use it to look something up when you see an unfamiliar label, or when a button will not let you continue and you are not sure why. It is for staff, property managers and board members running the bulk upload.
Part one: what each status means
The fee and lease review table
This is the Status column on the Review step, for the fee and lease rows in your file.
A review table with three rows, each showing a different status.
| Row | Status |
|---|---|
| Unit 304, Sarah Chen | Error |
| Unit 512, David Okafor | Warning |
| Unit 210, Maria Gonzalez | Skipped |
| Label shown | What it means | What to do |
|---|---|---|
| Error | This row failed. It will not import unless you skip it, and it blocks Commit until you do. | Fix the problem in your source file and upload it again, or tick the box that skips it so you can continue. |
| Skipped | You, or the wizard, marked this row number to be left out. It will not import. | Nothing, this is fine. It blocks nothing. |
| Warning | The row has a collision, an open transfer, or a recorded choice about one, but it is neither failed nor skipped. It will import using whatever choice was made. | Nothing, this is fine, if you agree with the choice shown. Otherwise revisit the row before you continue. |
| Update / Refuse (a two button choice, not a badge) | Shown instead of a badge when the row's unit already has an active lease and you have not yet chosen what to do. | Choose Update to reprice the existing lease from the fee start date forward, or Refuse to leave the existing lease untouched and skip this row. |
The bank debit review table
This is the Agreement column on the Review step, for rows that include a bank debit agreement.
| Label shown | What it means | What to do |
|---|---|---|
| Awaiting signature | An agreement was created for this row and the payer has not signed it yet. | Nothing yet. Once you send the messages, the payer will be asked to sign. |
| Declared by staff | The agreement carries a staff declaration instead of a payer's signature. | Nothing, this is fine. |
| Not created | No agreement exists for this row yet. | Nothing, this is fine here. The agreement is created when you commit the batch. |
| Needs bank details | The bank details behind this row were already used elsewhere and could not be kept for this one. | Upload the bank details file again so this row can be matched a second time. |
| Refused | This row's agreement is excluded from bank debit setup because of a conflict with an existing agreement. Its fee row still commits on its own. | See "Bank debit conflicts you may need to resolve" below for the exact next step. |
| Replaces an earlier agreement (an extra chip, not a state on its own) | This row's agreement supersedes an earlier one for the same payer, using the property's current agreement template. | Nothing, this is fine. |
The staged bank details list
This is what you see after uploading the second file, the one that adds bank debit agreements.
| Label shown | What it means | What to do |
|---|---|---|
| Matched | This staged row was matched to one of the property's units. | Nothing, this is fine. |
| Needs review | This row could not be matched to a unit or its payer. | Open the row and choose the correct unit or payer yourself. |
The units step
| Label shown | What it means | What to do |
|---|---|---|
| Exact match | The unit label in your file matched one of the property's real units exactly. | Nothing, this is fine. |
| Confirmed by you | You pressed Confirm on this row yourself. | Nothing, this is fine. |
| (percent)% suggested | URBI has a suggested match for this row, but nothing is saved yet until you confirm it. | Review the suggestion. Confirm it if it is correct, or pick the right unit yourself. |
| Needs a pick | No exact match and no suggestion could be made for this row. | Choose the correct unit for this row. |
| Skipped | This row is marked to be left out. | Nothing, this row will not be imported. |
| Billing account frozen | The unit this row resolved to has a frozen billing account. | Confirm or skip this row explicitly before you can continue. |
| Open transfer on this unit | This unit already has a scheduled transfer on record. | Nothing you can do from this screen. This row is read only and is rejected automatically at commit. |
Bank debit conflicts you may need to resolve
Some bank debit rows collide with an agreement that already exists. This is what each situation looks like and how it is resolved.
| What you see | What it means | What to do |
|---|---|---|
| No conflict note on the row | This row has no conflict at all. | Nothing, this is fine. |
| "This billing account already has an active bank debit agreement. There is no override for this row; it is excluded from bank debit setup. The fee row still commits." | This billing account already had a live agreement when your file was uploaded, and there is no way to override that from here. | If you want this row's agreement instead, cancel the existing agreement outside the importer, then upload this row again. The fee row commits either way. |
| "(name) already pays this billing account by bank debit, since (date). There is no override for this row; it is excluded from bank debit setup." | A different person already pays this same billing account by bank debit. | Cancel that person's agreement from their own payment settings first, then upload this row again if you still want it enrolled. |
| "(name) already holds a live bank debit agreement on a different billing account. Confirm this row to add a second agreement here." (with a checkbox) | The payer has an agreement elsewhere, and you are being asked whether a second one here is intentional. | Tick the checkbox to add a second agreement here, or leave it unticked and this row is refused at commit. |
| "(name) set up their own bank payments after this file was uploaded. Confirming adds this row's agreement alongside theirs." (with a checkbox) | The payer set up their own agreement after your file was uploaded, and you are being asked whether to add another one on top of it. | Tick the checkbox to add this row's agreement alongside theirs, or leave it unticked and this row is refused at commit. |
| "This bank debit agreement was confirmed. It does not replace or change any other agreement." | You already resolved this conflict by confirming it. | Nothing, this is fine. |
The commit result for a batch of signed paper agreements
After you commit a batch of signed paper agreements, the result screen says "Import complete". It then groups any rows that were left out under two headings. The two groups are different, so read the heading first.
| Heading | What it means | What to do |
|---|---|---|
| Refused | A rule stopped this row, and nothing was billed for it. Each row shows the reason and what to do. Examples are "Fee is not monthly", "Lease splits are active", "A newer bank debit agreement replaced this one. Nothing was billed.", "The payer cancelled this bank debit agreement. Nothing was billed.", "The payer set up their own bank debit in the app. Nothing was billed under the paper agreement." and "This payer already pays by card or another autopay on this account." | Read the reason and follow the step shown. Press Download error report to keep a list. A refused row cannot be retried. |
| Not processed | The row was not processed this time, and it can be tried again. | Press Retry (n) rows. |
Part two: what stops you from continuing
The wizard's Continue button is disabled whenever the step you are on is not ready yet. A caption appears next to the button telling you exactly what is missing.
While stepping through the wizard
These are the gates you can meet on your way through Upload, the units step, Payer, Review and Launch settings, before you ever reach the Commit button.
| Step | Exact caption shown | What clears it |
|---|---|---|
| Upload | "Continue enables once a file is uploaded" | Choose your fee and lease spreadsheet. |
| Upload | "Continue unlocks once unit_label is mapped to a column." | In the CSV column table, map the unit column to a field. The payer name column is optional. If you leave payer_name blank, the row uses the unit's current payer. |
| Units step | "Continue enables once every source unit is resolved" | Resolve every non-skipped row to a real unit. |
| Units step | "Still need: Row (n) unit" | Resolve that specific row to a unit. |
| Units step | "Still need: Row (n) frozen billing account" | Explicitly confirm or skip that row. |
| Payer step | "Continue enables once every resident decision is made" | Make a payer choice, or skip, on every non-skipped row. |
| Payer step | "Still need: Row (n) resident" | Make a payer decision on that specific row. |
| Review step | "Continue enables once every collision has a choice and every error row is skipped" | Resolve every collision and skip every error row. |
| Review step | "Still need: Row (n) lease collision" | Choose Update or Refuse on that row. |
| Review step | "Still need: (n) error rows to skip" | Tick the checkbox that skips the remaining error rows. |
| Review step | "Skip (n) rows with an unresolved error and continue with the other (m)" | This is the checkbox itself; ticking it clears the condition above. |
| Review step | No caption is shown for this one | The batch has zero staged rows. Upload a file with at least one usable row. |
| Launch settings | "Set both fields to continue" | Fill in the fee start date and the start period mode. |
| Launch settings | "Still need: fee start date" | Choose a fee start date. |
| Launch settings | "Still need: fee start date must be on the billing day" | Choose a fee start date that falls on the property's billing day. |
| Launch settings | "Still need: Start period mode" | Choose one of the two start period cards. |
| Launch settings | "Still need: Communication date" | Choose a communication date that is today or later. If the batch has bank debit agreements for residents to sign, it must also be at least ten days before the fee start date. A fees only batch has no ten day rule. A batch of signed paper agreements has no communication date, so this never applies to it. |
| Launch settings | "Still need: Payments permission" | Shown on a bank details only upload when your payments permission is turned off. Ask a property administrator to turn it on, or ask someone who holds it to run the upload. |
| Launch settings | "Still need: Bank debit consent path" | Choose how bank debit consent will be collected for this batch. |
| Launch settings | "Bank debit messages must go out at least 10 days before the fee start date. Move the fee start date to send them." | The fee start date is now so close that the communication date field is disabled entirely. Move the fee start date later before this step can become ready. This applies only to a batch where residents sign bank debit agreements. |
When you press Commit
These only appear once you actually press Commit, on a step that looked ready. They are more alarming because they arrive later, after you thought you were done, so look here first if Commit itself refuses to run.
| Exact wording shown | What it is waiting for | What clears it |
|---|---|---|
| "Batch is in status '(status)' and cannot be committed again." | The batch is no longer in a state that can be committed, most often because it already committed. | Reload the page. The batch may already have gone through. |
| "Fee start date and start period mode must be set before committing." | One of these two fields is still empty on the batch itself. | Go back to Launch settings and set both. |
| "This import has no fully resolved rows to commit yet." | Every row in the batch is still unresolved, skipped, or already created. | Finish resolving rows on the units step and the Payer step. |
| "Choose how people will agree to bank debits before committing this batch." | The batch has bank debit rows, and no consent path has been chosen. | Choose a consent path on Launch settings. |
| "Your session has no email address, so the import summary cannot be sent." | Your own staff account has no email address on file. | Add an email address to your own account, then try again. |
| "Import batch not found" | The batch you are trying to commit does not belong to this property, or could not be found. | Reload the import from the Bulk Actions tab and try again. |
| "Failed to verify permission" / "Failed to read staged rows" / "Failed to fetch import batch" | A read the commit step needs failed on the server. | Try again. If it keeps happening, contact your URBI administrator. |
| "Failed to start the import" | The task that actually runs the commit could not be started. | Try again. If it keeps happening, contact your URBI administrator. |
| "This batch changed since you declared it. Confirm the declaration again before you can commit." | The batch has signed paper agreements, and the bank debit rows changed after staff declared them. | Open the declaration and confirm it again. |
| "The bank file for (date) starts building at 7:00 AM Toronto time. Pick a later first debit date." | The batch has signed paper agreements, and the commit would happen too close to the bank file build for the first debit date. The commit must happen at least 30 minutes before that 7:00 AM build. | Go back to Launch settings and pick a later first debit date. |
| "The bank file build has already started. Pick a later first debit date." | The batch has signed paper agreements, and the bank file for the first debit date has already started building. | Go back to Launch settings and pick a later first debit date. |
When the batch has signed paper agreements
If you chose "I already hold signed agreements (staff declaration)", Launch settings has a card titled "Signed paper agreements" with two dates: the notice date and the first debit date. The start period choice and the communication date are hidden for this kind of batch. The fee start date is locked to the first debit date. These checks apply to the two dates.
| Exact wording shown | What it is waiting for | What clears it |
|---|---|---|
| "The notice date cannot be after today." | The notice date is in the future. | Choose today or an earlier date. |
| "The notice date must be before the first debit date." | The notice date is on or after the first debit date. | Choose an earlier notice date, or a later first debit date. |
| "Choose a first debit date at least 10 days after the notice date." | Fewer than 10 days sit between the notice date and the first debit date. The card also shows "Earliest first debit date for a notice on (date): (date)." | Choose a first debit date on or after that earliest date. You cannot continue past this yourself. URBI can allow a shorter notice once, and everyone then sees "URBI allowed a shorter notice." |
| "That first debit date can no longer be chosen. Its bank file build has started, or it is not a Canadian business day. Pick a later date." | The first debit date is not a Canadian business day, or its 7:00 AM bank file build has started. A date after the 28th must be the last day of the month. | Pick a later date. The calendar greys out dates that cannot be chosen. |
| "(N) of (M) rows cannot be declared and will be skipped for the declaration. The other (K) go ahead." | Some rows cannot be declared. | Nothing, if you are happy for those rows to be skipped for the declaration. |
You also need to confirm the declaration by typing your full name. If your payments permission is turned off, the declaration is read only for you.
Nothing is blocking me but the button is still greyed out
If you have checked the obvious fields and the button is still disabled, these are the ones people miss most often:
- On the Review step, a batch with zero staged rows shows no caption at all. Check that your uploaded file actually produced rows.
- On the units step, a frozen billing account needs an explicit confirm or skip, even when the unit itself matched correctly.
- On Launch settings, the bank debit consent path is only required when the batch actually contains bank debit rows. If your batch has none, this field is not the problem.
- On Launch settings, for a batch where residents sign bank debit agreements, if the fee start date is very close, the communication date field disables itself, which can look like nothing is wrong when in fact the fee start date itself needs to move first.