Processing a Manual Vendor Bill Payment with Zone AP Payments

Zone AP Payments enables single, manual payments for individual vendor bills — ideal for ad-hoc or urgent payments that need to be processed immediately outside of scheduled batch runs.

Payments can be executed either from a Global Bank Account (TransferMate virtual funding account) or directly from your connected Source Bank Account (using direct connectivity rails such as Reverse Wire, Direct Debit / ACH, or Wire Transfer).

This guide covers the required configuration, vendor bill conditions, and the step-by-step flow for executing a manual payment.

Note: Clicking on the images within this guide will enlarge them for better viewing.

Configuration prerequisites

Before paying a vendor bill, confirm the following are in place:

• An active AP Payment Connection with TransferMate is configured.
• An AP Payment Main Configuration record exists.
• An AP Payment Subsidiary Configuration record exists for the subsidiary paying the vendor bill:
  • The Manual Processing Enabled preference is enabled.
  • (Optional) A default bank account, global or source, is defined for the subsidiary to automatically populate as the PAY FROM account on vendor bills.
• The user and role executing the payment are not restricted via the Enable Manual Processing for Employees or Enable Manual Processing for Roles settings.

Vendor bill requirements

Before the Pay with Zone button becomes available on a vendor bill, the following conditions must be met:

• Vendor Bill Status: The bill must have a status of Approved.
• AP Payment Automation Tab Fields:
  • PAY FROM: Must be populated with an active bank account (either a global bank account or a connected source bank account). 
    • Tip: This can auto-populate form your AP Payment Subsidiary Configuration, or you can select/change it directly on the bill.
  • PAY TO: Must be populated with the vendor's verified beneficiary bank account. 

  • Important: If the PAY FROM or PAY TO fields are not visible on the vendor bill form, the form must be customized to display them.

• Currency Alignment: The beneficiary bank account currency must match the vendor bill currency.

Once all conditions are met, the Pay with Zone button appears on the vendor bill.

Step-by-Step Payment Flow

1. Open the approved vendor bill.
2. Scroll to the AP Payment Automation subtab and verify:
   1. PAY FROM: Displays the correct funding bank account. Adjust the account selection if needed.

   2. PAY TO: Displays the intended beneficiary bank account.

3. Click Pay with Zone.

4. Review the confirmation pop-up. It adapts dynamically based on the account type populated in PAY FROM:

   • When paying from a Source Bank Account (Direct Connectivity): The popup displays a Payment Rail field. NetSuite automatically pre-populates this field with the default rail assigned to that Source Bank Account. If your bank account has multiple rails enabled with TransferMate, you can click the dropdown and select an alternate funding rail for this specific bill payment.
   • When paying from a Global Bank Account: A standard confirmation pop-up appears.
   • Different-currency accounts (both account types): The pop-up displays real-time exchange rate information.  

   Tip: Exchange rates are time-sensitive. When the timer expires, the system automatically refreshes the rate. Review the updated rate before proceeding to ensure you execute the payment at a valid exchange rate.

5. Click PAY in the pop-up to confirm and execute the payment.

Payment Execution Flow & Record Tracking

After confirming the payment, the following sequence occurs automatically:

1. A payment request is sent to TransferMate.
2. An AP Payment custom record is created with status Pending (or In Transit). It records the specific Payment Rail utilized (e.g., Reverse Wire).
3. An AP Payment Batch custom record (containing 1 vendor bill) is created with status In Transit, logging the associated payment rail and transaction details.

4. A native NetSuite Bill Payment record is created. The resulting statuses depend on whether the Payment In-Transit feature is enabled:

   Record	Payment In-Transit enabled	Payment In-Transit not enabled
   Bill Payment	In Transit	Paid
   Vendor Bill	In Transit	Paid in Full

Zone AP Payments then waits for a status update from TransferMate.

Successful payment

Once TransferMate confirms the payment, the following status updates occur automatically:

The vendor bill is fully reconciled.

Rejected payment

If TransferMate rejects the payment, the following occurs:

A banner notification appears on the vendor bill with the rejection reason. Review the reason, correct any issues, and resubmit the payment.

Use the ZC AP Rejected Payments saved search to view all payments rejected by TransferMate. Associated vendor bills remain Open and must be reviewed to determine whether corrective action is required before resubmitting.