Shared Transactions - Shared Payments - Applying payments in batch

Overview

The Apply Payments screen lists the Shared Payments journals that are waiting to be paid and lets you pay many of them in one run, instead of opening each journal and creating its payment by hand.

Shared Payments creates one Advanced Intercompany Journal Entry (AICJE) for each bill or invoice. The screen groups the journals you select into the fewest payments NetSuite needs, creates those payments in a background job, and then closes the source bills or invoices. It works in both directions: vendor bills on the Vendor Bills tab and customer invoices on the Customer Invoices tab.

Prerequisites

  • Shared Payments is enabled in the account (Shared Transactions Premium tier).
  • To pay bills, your role needs the NetSuite Pay Bills permission at Create level or higher. To receive customer payments, your role needs the NetSuite Customer Payment permission at Create level or higher. You need at least one of the two to open the screen.
  • The bills or invoices you want to pay have a value in the Shared Payment Subsidiary field.
  • The paying subsidiary has a bank account in the same currency as the bill or invoice.

Which journals appear

Each row is one open Shared Payments journal and the bill or invoice behind it. A journal is listed when all of these are true:

  • The bill or invoice has a Shared Payment Subsidiary.
  • The journal's accounting period is open.
  • The journal has not been reversed.
  • Some of the journal is still unpaid. A partly paid journal stays on the list with a Partial status and its remaining balance.

If Create Shared Payments Journal at Payment (AP) or (AR) is on, a bill or invoice has no journal until it is paid. The matching tab also lists those bills or invoices, and the screen creates their journals as the first step of the run. A Journals to create tile shows how many the current selection needs. For the settings, see Shared Transactions System Setup.

Step-by-step process

  1. Navigate to Netgain > Shared Payments > Apply Payments.
  2. Choose a tab. Vendor Bills creates bill payments. Customer Invoices creates customer payments. A run covers one tab only, because the two directions are never combined into one payment.
  3. Narrow the list with the filters at the top of the screen:
    FilterWhat it does
    SearchMatches the bill or invoice number, the vendor or customer, the journal number and the bank account. The list refreshes when you stop typing.
    Originating SubsidiaryShows only items from the subsidiaries you choose.
    Paying / Receiving SubsidiaryShows only items paid or received by the subsidiaries you choose.
    Due from, Due toLimits the list to a due date range.
    Group byGroups rows by Subsidiary and Entity (the default), by Subsidiary, or shows a flat list with No Grouping. Use Expand all and Collapse all to open or close the groups.
  4. Select the rows to pay. Use the checkbox on a row, on a group row to select everything in the group, or in the column header to select every row.
  5. Check the summary tiles above the grid: Open journals, Selected, Total to pay (Total to receive on the Customer Invoices tab) and Payments to create. When the selection spans currencies, the total is shown once per currency.
  6. Optional: change a row's bank account, payment date or amount. See the sections below.
  7. Click Apply. The button shows the number of payments the run will create, for example Apply 3 payments. The screen opens the page for the run.
  8. Watch the run page until the status reaches Complete, Partial or Failed. See Reading the results.

Bank account and payment date

The Bank Account column fills in automatically.

On the Vendor Bills tab, the screen uses the first of these that is valid for the paying subsidiary and the bill's currency:

  1. The account you pick on the row.
  2. The Shared Payments Bank Account on the bill.
  3. The Default Vendor Payment Account on the vendor.
  4. The Default Vendor Payment Account on the paying subsidiary.
  5. The company default in Accounting Preferences.
  6. The paying subsidiary's only bank account, when it has just one.

On the Customer Invoices tab, the screen uses the first of these that is valid for the receiving subsidiary and the invoice's currency:

  1. The account you pick on the row.
  2. The Shared Payments Bank Account on the invoice.
  3. The company default in Accounting Preferences. 
  4. The receiving subsidiary's only bank account.

Only accounts in the row's currency are offered. A row with no account shows Not set and a red outline and blocks the run until you pick one. 

To change one row, click the pencil in its Bank Account cell. To change many rows at once, select them, click Mass Update, choose a bank account, a payment date or both, and click Update. A bank account is applied only to selected rows where it is valid, and the screen tells you how many it skipped.

The Payment Date column starts as today's date. Click the pencil to change it for a row.

Paying part of a balance

Each row pays its full remaining balance by default. To pay less, click the pencil in the Amount to Pay cell (Amount to Receive on the Customer Invoices tab) and enter an amount in the dialog. The amount must be more than zero and no more than the remaining balance. The dialog shows the total, applied and remaining amounts for the journal so you can see what the amount is part of.

A partial payment leaves the journal partly applied, and its bill or invoice stays open for the balance. The payment totals and the run results use the amounts you entered.

How payments are combined

The screen creates one payment for each combination of paying subsidiary, vendor (or customer), currency and bank account among the selected rows. If you give rows for the same vendor different payment dates, they become separate payments, because a payment carries one date. The Payments to create tile and the Apply button show the count before you submit.

What is checked before the run starts

The screen stops the run and names the problem when any selected row has one of these issues:

  • No bank account could be found for the paying subsidiary.
  • The amount to pay is zero, or more than the remaining balance.
  • The payment date falls in a closed or locked accounting period, or in no period at all.

The screen also rereads each selected row's balance when you click Apply. A row that was paid since the list loaded drops out of the run. If nothing is left to pay, you see Nothing is left to pay on the selected rows. Refresh and try again.

Reading the results

The run page opens as soon as you submit and refreshes on its own while the run is working. It shows the run number, a status and three counts: Payments created, Rows settled and Needs attention.

StatusMeaning
SubmittedThe run is creating payments.
ClosingThe payments exist. The run is closing the source bills or invoices.
CompleteEvery selected row settled on both sides.
PartialSome rows settled. The rest need attention.
FailedNothing settled. The rows below show why.

Below the counts, the page lists the payments created (with the number of journals each one applied), the rows that settled, and the rows that need attention. Each row links to its bill or invoice, journal and payment. The Needs attention list gives a reason for each row.

The Recent runs button on the worklist reopens the results of earlier runs. Click Back to worklist on a run page to return to the list.

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