Creating and Processing a Manual Payment Batch in Zone AP Payments

Zone AP Payments allows you to group multiple approved vendor bills into payment batches, enabling efficient bulk processing across hundreds of bills at once directly from NetSuite.

Payment batches can be processed using either:

• Global Bank Accounts: TransferMate-hosted virtual accounts that are pre-funded.

• Source Bank Accounts: Direct connectivity with your organization’s own bank account, executing payments via supported rails (such as Direct Debit / ACH, Reverse Wire, or Wire Transfer).

This guide walks you through setting up filter criteria, configuring payment rails for Source Bank Accounts, selecting bills, and authorizing a manual payment batch.

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

Before you begin

• Batch Currency & Subsidiary: A payment batch may include bills from multiple vendors, but all bills within a single batch must belong to the same currency and subsidiary.

• Prerequisites:

  • The paying subsidiary must have Manual Batch Processing Enabled checked in its AP Payment Subsidiary Configuration record.

  • Vendor bills must be in Approved status.

  • Both the PAY FROM (bank account) and PAY TO (vendor beneficiary bank account) fields under the AP Payment Automation subtab of each bill must be populated, and their currencies must align.

Create a payment batch

1. Navigate to AP Payment > Payment Batches > New.

2. Use the Filters section on the right-hand side to define your batch criteria:

   Filter	Required	Description
   Subsidiary	Yes	Filters bills belonging to the selected subsidiary.
   Currency	Yes	Filters bills in the selected currency.
   Source Bank Account	Yes	Select either a Global Bank Account or a connected Source Bank Account from which the batch will be paid.
   Payment Rail (Source Bank Accounts only)	Conditional	Dynamically appears only when a Source Bank Account is selected. Displays the funding rail for the batch. Automatically defaults to the Default Rail configured on the bank account record (e.g., Reverse Wire, Direct Debit, Wire Transfer). If multiple rails are enabled, you can select an alternate rail from the dropdown.
   Vendor	No	Select a specific vendor to include only that vendor's bills in the batch.
   Due Date	No	Select a date range to filter bills by due date.
   Batch Description	No	Enter an internal reference description for the payment batch.
   Classification	No	Select the classification to assign to the created payments. 💡 Tip: To automatically source classifications from the vendor bill to the Bill Payment record, enable this option in AP Payment Subsidiary Configuration or AP Payment Main Configuration.

3. Click Apply Filters to display the list of eligible bills.

4. Select the bills to include in the batch.

   Important: Only vendor bills with both the PAY FROM (source global bank account) and PAY TO (beneficiary bank account) fields populated are available for selection.

5. If you need to adjust the criteria, click Edit Search Criteria.
6. Once you have finalized your selection, click Process. The newly created payment batch record opens automatically. 

Review and authorize the batch

Review the batch details and select one of the following actions:

• Authorize — initiates the payment process.
• Reject — declines the batch.

If the source bank account currency differs from the bill currency, a pop-up displays the real-time exchange rate for your review before the payment is submitted.

If ZoneApprovals (ZA) or native approval workflows are configured for AP Payment Batches, submit the batch into your standard approval hierarchy prior to TransferMate dispatch.

Once authorized, the batch status updates to In Transit.

Batch status updates

Payment statuses within the batch update in real time as they are processed by TransferMate. Once all payment statuses are received, the batch resolves to 1 of the following final statuses: