Setting Up and Sending Remittance Advice in Zone AP Payments

Send vendors a remittance advice email automatically when a payment is confirmed, or send and resend it manually on demand. Vendors get the invoice and payment details they need to reconcile each payment in Zone AP Payments.

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

Overview

Remittance advice notifies a vendor about a payment and provides the invoice and payment details the vendor needs to reconcile it.

Zone AP Payments can automatically send a remittance email when TransferMate confirms successful payment execution and the AP Payment record changes from Pending to Paid. Creating or authorizing a payment does not trigger the notification.

The feature supports single payments and payment batches. AP Payments generates remittance advice separately for each bill payment and does not consolidate multiple payments to the same vendor into one notification.

Prerequisites

Before you begin, confirm that:

• Your role has access to the AP Payment Main Configuration record, the AP Payment Subsidiary Configuration records, the vendor records, and the AP Payment records.
• An employee record exists for the sender identity you plan to use.
• The NetSuite role that runs automatic remittance has the Vicarious Email permission to send on behalf of the configured sender.

Important: Users do not need the Vicarious Email permission on their own NetSuite role to use Send Remittance or Resend Remittance. These actions send the email through a Suitelet running with the SuiteApp role’s permissions.

The following sections walk you through enabling remittance, selecting the sender, and confirming each vendor's email address and exclusion setting.

1. Configure remittance notifications

1. Open the AP Payment Main Configuration record.
2. Go to the Remittance section.
3. Review the following settings:

Subsidiary settings

For every AP Payment Subsidiary Configuration record, enable or disable remittance for any overrides.

Settings resolve individually. For example, a subsidiary can override the sender while it continues to use the other company-level settings.

The company-level enablement switch on the AP Payment Main Configuration record remains the master control:

• Main config disabled: Automatic notifications are disabled for all subsidiaries.
• Main config enabled, subsidiary disabled: Automatic notifications are disabled for that subsidiary.
• Main config enabled, subsidiary setting blank: The subsidiary inherits the company setting.

2. Check the vendor's recipient details

1. Open the vendor record.
2. Go to the ZoneCapture subtab, then the AP Payment Automation sublist.
3. Check whether the AP Exclude from remittance emails checkbox is selected.
4. Clear the AP Exclude from remittance emails checkbox if the vendor should receive remittance notifications.
5. Enter or verify the recipient email address:
   • If no override is configured, use the vendor's standard Email field.
   • If an override is configured, populate the custom vendor field you specified.
6. Click Save.

AP Payments resolves the recipient address when it sends the notification. A missing recipient address prevents the email from sending, but it does not block or reverse the payment.

3. Preview the remittance email

Where available, click View Remittance on the AP Payment record to inspect the notification before it sends.

The preview displays the resolved sender, recipient, CC information, reply-to information, subject, and body. The preview also explains why a notification would not send.

Opening the preview:

• Does not send an email.
• Does not change the payment status.
• Does not initiate a TransferMate action.
• Does not create an email message on the record.
• Does not require the payment to have a Paid status.

Important: The preview does not include a Send button. Sending is a separate action.

4. Send remittance advice automatically

1. Process the single payment or payment batch through your normal AP Payments workflow.
2. Wait for TransferMate to confirm successful execution. When the AP Payment reaches Paid, AP Payments checks the applicable configuration, the vendor exclusion setting, and the recipient address.
3. Allow AP Payments to send the notification for each eligible payment, using the resolved sender and templates.

AP Payments evaluates each bill payment separately, including each payment within a batch. An email failure does not block or roll back the underlying payment.

5. Send or resend remittance advice manually

Use manual sending when a vendor requests a copy, an earlier email did not arrive, or the recipient address was missing or incorrect.

1. Open the relevant AP Payment record.
2. Confirm that the status is Paid.
3. Correct the vendor's email address if necessary.
4. Click Send Remittance or Resend Remittance, where available.
5. Check the recipient address in the confirmation.
6. Click Confirm to send.

The manual function supports ad hoc notifications even when automatic sending is disabled. Button availability depends on the payment, vendor, and configuration conditions.

A first successful manual send records the original send details. A subsequent resend preserves the first-sent timestamp, updates the last-resent timestamp, and records the recipient address used.

Important: Manual sending operates on 1 payment at a time. Bulk resend is not available.

6. Verify that remittance advice was sent

Review the AP Payment record for:

• The remittance sent indicator. 
• The first-sent timestamp.
• The last-resent timestamp, if applicable.
• The recipient address used.
• The attached email message.

Important: These records show that the application sent the notification. They do not confirm inbox delivery, because bounce and delivery-status tracking are outside the initial feature scope.

Troubleshooting

No automatic remittance email was sent

Check the following:

• Has the AP Payment reached Paid?
• Is automatic remittance enabled at the company level?
• Is automatic remittance disabled for the subsidiary?
• Is the vendor excluded?
• Does the configured recipient field contain a valid email address?
• Does the payment already have a first-sent timestamp?

Click View Remittance, where available, to inspect the resolved configuration or skip reason.

The email address was added after the payment became Paid

After you correct the vendor record, click Send Remittance or Resend Remittance on the settled payment.

Important: Do not clear or manually change the remittance audit fields.

Find vendors with missing email addresses

Use the supplied saved search to identify active vendors that:

• Are not excluded from remittance.
• Have an AP Beneficiary Account.
• Have a blank standard vendor Email field.

Important: The search checks the standard Email field only. It does not dynamically follow a configured custom email field. If your account uses an override, copy the search and adapt it to check the appropriate field.

The supplied search is a report. It does not send an automatic email digest.

The PDF attachment cannot be generated

Ask your administrator to review the selected Remittance PDF template and to test the default template.