Skip to main content
📢 Looking to add e-invoicing support for France? We've partnered with Ecosio to extend coverage there. This is an upgrade to your current e-invoicing subscription — contact your Account Manager to get started.

Processing a Manual Vendor Bill Payment with Zone AP Payments

Audience: External | AP Payments Users

 

Zone AP Payments enables single, manual payments for individual vendor bills — ideal for ad-hoc or urgent payments that need to be processed quickly. This article covers the required setup, vendor bill conditions, and step-by-step payment flow for processing a manual payment using Zone AP Payments.

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 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 in the subsidiary configuration.
  • The employee and role used to execute 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:

  • The PAY FROM and PAY TO fields must be populated. These fields identify the source and destination bank accounts for the payment.

    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.

  • The vendor bill must have a status of Approved.
  • 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.

Initiating the payment

  1. Open the approved vendor bill and click Pay with Zone.

  2. Review the confirmation pop-up:

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

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

Tip: Payment processing times vary by currency and destination. For details on TransferMate cut-off times and estimated transfer durations, see Understanding TransferMate Cut-Off Times and Flight Times for AP Payments.

Payment execution flow

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.
  3. An AP Payment Batch custom record (containing 1 vendor bill) is created with status In Transit.

  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.

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

Successful payment

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

Record Payment In-Transit enabled Payment In-Transit not enabled
AP Payment Paid Paid
AP Payment Batch Completed Completed
Bill Payment Confirmed; Vendor Bill updated to Paid in Full Remains Paid in Full

The vendor bill is fully reconciled.

Rejected payment

If TransferMate rejects the payment, the following occurs:

Record Status Notes
AP Payment Payment Rejected Rejection reason is populated on the record.
AP Payment Batch Completed with Errors
NetSuite Bill Payment Declined Vendor Bill status reverts to Open.

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.

Related to

Was this article helpful?