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AP Payment Main and Subsidiary Configuration

Introduction

The basic configuration with preferences, settings and default values are kept on the Main Configuration for the NetSuite account wide settings and on the Subsidiary Configuration on the subsidiary level.

AP Payment Main Configuration

It is mandatory that one main configuration exists.

Navigate to AP Payment > Setup > AP Payment Main Configuration > New

Select the following options as per your preferences:

  • Production Connection For Payment: Choose a previously created connection record to be used for production payments.
  • Manual Processing Enabled: Check this box to allow manual processing of individual vendor bills. When enabled, a "Pay with Zone" button will appear on vendor bills to submit payments manually.
  • Manual Batch Processing Enabled: Check this box to allow manual creation of payment batches. When enabled, batches can be created manually using the dedicated screen.
  • Autoprocessing Enabled: Check this box to enable automatic processing of payment batches. When enabled, the system will automatically submit payment batches to the payment provider according to the defined schedules for the selected vendors.
  • Default Bank Account: Specify the default global bank account for paying vendor bills. This account is used as a fallback for manually or automatically created payments when the payer bank account is not defined at the subsidiary level (e.g., non-OW accounts).
  • Mask Fields for Roles: Select roles for which bank account numbers should be hidden for security reasons. Users in these roles can access records, but sensitive information (vendor and subsidiary bank account numbers) will be masked. Leave empty if masking is not required.
  • Enable Manual Processing for Employees: Select employees who can manually pay individual vendor bills. The "Pay with Zone" button will appear for them on vendor bills. If both roles and employees are selected, only users meeting both criteria can use the button. Leave empty to not restrict any employees.
  • Enable Manual Processing for Roles: Select roles that can manually pay individual vendor bills. The "Pay with Zone" button will appear for users in these roles. If both roles and employees are selected, only users meeting both criteria can use the button. Leave empty to not restrict any roles.
  • Enable Downloading of Bank Statements: Check this box to automatically download daily bank statements for global bank accounts from the Payment Provider. The files will be saved in the specified folder in the file cabinet for reconciliation via ZoneReconcile.
    Important Actions Required: 
    1. After enabling, manually schedule the AP Sync Bank Transaction History MR map/reduce script to run daily.
    2. ZoneReconcile Users: Follow this guide to set up automated reconciliation for TransferMate payments. 
  • Folder ID for Bank Statements: Enter the internal ID of the file cabinet folder where downloaded bank statement files should be stored.
     

Click Save to create a record.

AP Payment Subsidiary Configuration

Open previously created AP Payment Main Configuration record and click New AP Payment Subsidiary Configuration

Create as many records as many subsidiaries will be paying vendor bills through Zone AP Payments.

Select the following options as per your preferences:

  • Subsidiary: Select a subsidiary for which you're creating a setup
  • Production Connection for Payment: Displays the AP payment connection associated with this Subsidiary. This connection will be used by the payment provider when processing transactions.
  • Manual Processing Enabled: Check this box to allow manual processing of individual vendor bills. When enabled, a "Pay with Zone" button will appear on vendor bills to submit payments manually.
  • Manual Batch Processing Enabled: Check this box to allow manual creation of payment batches. When enabled, batches can be created manually using the dedicated screen.
  • Autoprocessing Enabled: Check this box to enable automatic processing of payment batches. When enabled, the system will automatically submit payment batches to the payment provider according to the defined schedules for the selected vendors.
  • Default Bank Account: Specify the default global bank account for paying vendor bills. This account is used as a default PAY FROM bank account for all vendor bills created for the selected subsidiary. The value can be always overwritten directly on the vendor bill.
  • Default Department: Default department to be populated on Bill Payment records for this subsidiary.
  • Default Class: Default class to be populated on Bill Payment records for this subsidiary.
  • Default Location: Default location to be populated on Bill Payment records for this subsidiary.
  • Source Classification from the Vendor Bill: Mark this checkbox to automatically source NetSuite default classifications (department, class, location) set on the header of the Vendor Bill to the Bill payment.
  • Enable Manual Processing for Employees: Select employees who can manually pay individual vendor bills. The "Pay with Zone" button will appear for them on vendor bills. If both roles and employees are selected, only users meeting both criteria can use the button. Leave empty to not restrict any employees.
  • Enable Manual Processing for Roles: Select roles that can manually pay individual vendor bills. The "Pay with Zone" button will appear for users in these roles. If both roles and employees are selected, only users meeting both criteria can use the button. Leave empty to not restrict any roles.

Click Save to create a record.

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