Introduction

Zone AP Payments enables the execution of single, manual payments for individual vendor bills. This payment method is ideal for ad-hoc or urgent payments that need to be processed quickly for a specific vendor bill.

This guide outlines the required setup, conditions, and step-by-step flow for successfully paying a vendor bill using Zone AP Payments.

Zone AP Payments – Configuration Prerequisites

Before paying a vendor bill, ensure the following prerequisites are met:

• An AP Payment Connection with TransferMate is configured

• AP Payment Main Configuration exists

• AP Payment Subsidiary Configuration exists for the subsidiary paying the vendor bill

• The “Manual processing enabled” preference is enabled in the subsidiary configuration

• The employee and role used to execute the payment are not excluded via:

  • Enable manual processing for employees, or

  • Enable manual processing for roles

Vendor Bill Requirements

To enable manual payment of a vendor bill:

• The PAY FROM and PAY TO fields must be populated

  • These fields allow the system to determine the source and destination bank accounts

⚠️ Important:
If these fields are not visible on the vendor bill form, the form must be customized to display them.

• The vendor bill must be Approved

Once these conditions are met, the Pay with Zone button becomes available on the vendor bill.

Currency Requirements

• The beneficiary bank account currency must match the vendor bill currency

Initiating the Payment

1. Click the Pay with Zone button on the vendor bill.

2. A confirmation pop-up is displayed:

   • Same-currency accounts: A standard confirmation pop-up appears
     

   • Different-currency accounts: A pop-up displays real-time exchange rate information
     

Exchange Rate Visibility

• The pop-up provides full transparency into the exchange rate applied to the transaction.

• Exchange rates are time-sensitive. When the timer expires, the system automatically refreshes the exchange rate, allowing you to execute the payment with a valid exchange rate

The payment is executed only after you click PAY on the displayed pop-up.

Payment Execution Flow

After confirming the payment, the following sequence occurs:

1. A payment request is sent to TransferMate

2. An AP Payment custom record is created with status Pending

3. An AP Payment Batch custom record (containing one vendor bill) is created with status In Transit

4. A native NetSuite Bill Payment record is created:

   • If Payment In-Transit feature is enabled:

     • Bill Payment status → In Transit

     • Vendor Bill status → In Transit

   • If Payment In-Transit feature is not enabled:

     • Bill Payment status → Paid

     • Vendor Bill status → Paid in Full

At this stage, Zone AP Payments waits for a status update from the payment provider.

📌 Note:
For foreign currency payments, the actual exchange rate is automatically applied to the Bill Payment record, ensuring accurate financial reporting in NetSuite.

Successful Payment Execution

Once confirmation of a successful payment is received:

• AP Payment custom record → status Paid

• AP Payment Batch custom record → status Completed

• NetSuite Bill Payment record:

  • With Payment In-Transit enabled:

    • Payment is confirmed

    • Vendor Bill status is automatically updated to Paid in Full

  • Without Payment In-Transit enabled:

    • Vendor Bill remains Paid in Full

The vendor bill is fully reconciled.

Rejected Payment

If the payment is rejected:

• AP Payment custom record → status Payment Rejected

  • Rejection reason is recorded
    

• AP Payment Batch custom record → status Completed with Errors

• NetSuite Bill Payment record is declined

  • Vendor Bill status reverts to Open

A banner notification appears on the vendor bill, informing the user of the rejection. The user can review the rejection reason, correct any issues, and attempt to pay the bill again.

The ZC AP Rejected Payments saved search provides visibility into payments rejected by TransferMate. Associated vendor bills remain open and must be reviewed by end users to determine whether corrective action is required and if the payment should be resubmitted.