Creating a Payment Run

You can use the Intelligent Payment Automation dashboard to create a payment run and pay multiple vendors at the same time. On the Payments page you can do the following:

• View all transactions that you can pay for all your vendors related to the bank and AP account selected.

• Apply discounts when you create a bill payment. For more information, see Vendor Credits and Discounts.

• If you have any of the Class, Department, and Location features enabled in your account, you can apply these classifications to payments.

Before you start a payment run, make sure you meet these requirements:

• Make sure you have the right permissions. Only employees with a Payment Clerk role or a custom role with assigned permissions can create payments. See Setting Up Intelligent Payment Automation Roles and Permissions

• Only vendors onboarded to BILL can be paid.

• Only vendors enabled for Automated BILL Payments are available for payments. For more information, see Creating Vendors for Automated Bill Payments

• The bank account you select for payment must be linked to BILL and verified.

• For locked or closed accounting periods, you can set up roles to enable bill payment creation and submission. See Setting Up Payment Automation for Closed Accounting Periods.

• If you set up approvals, bill payments you create are automatically forwarded for approval. See Approving Bill Payments and Payment Runs.

To create a payment run:

1. Go to Payment Automation > Dashboard > Overview.

2. For NetSuite OneWorld accounts, click Overview for a subsidiary in the Subsidiaries Using Automated Bill Payments section of the Automated Bill Payments Overview page.

3. In the left panel, under Payment Processing, click Payables.

   1. Select the Bank Account from which you want to make the payment. The default bank account is automatically selected. You can change this and select other verified bank accounts to make the payment.

   2. The Payment Creation Date is automatically set for the current date. You can change this to a different date, if required.

      NetSuite doesn't allow scheduling bill payments for weekends and federal holidays. Make sure you set your payment date to a business day.

   3. Based on the date selected, the Posting Period is updated. By default, the Posting Period is set to the current posting period. You can create payment runs only if the Posting Period is not closed.

   4. You can filter the transactions using the Search, Due Status, Payee, Payee Status, and Due Date.

      • Search - Use this field to enter text to filter the Reference No. or Amount.

      • Due Status - Use this field to filter transactions that are due today, due in seven days, or due in seven or more days.

      • Payee - Use this field to search for or select payees to include in the list. If you have the Auto-Generated Numbers features enabled, you can also search by Vendor Name or ID. Only the vendor ID is shown if you do not use autogenerated numbers or you have entered the Vendor ID manually.

      • Payee Status - Use this field to filter payees by their status. You can choose to see payees that Can be Paid or Cannot be Paid.

      • Due Date - Use this field to filter the records by the due date you enter.

   5. If you have any of the Class, Department, and Location (CDL) features enabled in your account, you can apply classifications to payment records. Under Classification, you can enter values in the following fields:

      • Class - Select the class you want to associate with the payment.

      • Department- Select the department you want to associate with the payment.

      • Location- Select the location you want to associate with the payment.

      For more information, see Departments and Classes Overview and Locations Overview.

4. Select the transactions that needs to be paid in this payment run.

   Important:

   When selecting transactions for the bill payment:

   • You can include up to 35 payment transactions per vendor at a time.

   • You can include up to 10,000 transactions (including bills and installments). This is the maximum for a payment run across all vendors, combined for the selected bank and AP accounts.

   1. If there are any discounts available based on the terms of the purchase order, you'll see these filled in automatically in the Disc. Avail. field.

   2. If your payment needs to be made by a specific date to get the discount, that date appears in the Disc. Date field.

   3. Enter any extra discounts given in the Disc. Taken field for a transaction.

   4. The balance amount due shows in the Payment field. You can adjust if you want to pay less than the full amount.

   Note:

   The Balance field under the Bank Account list shows the current ledger balance. The Net Total field shows the total payment amount for all the selected transactions. The Remaining Balance shows the sum total of the Balance amount and the Net Total amount.

5. Click Create Payment Run to initiate the payment.

6. If your payment exceeds the limit set in Step 3 - Setting Up Payment Run Approval Routing, it's sent for approval. Multiple approvals may be required for high-value payments. See Approving Bill Payments and Payment Runs.

   Note:

   If you have custom workflows for approving payments, payments must also be approved through those workflows.

7. If no approvals are needed for this payment, you can submit the payment for processing to BILL. See Payments to Submit for more information.

If you use a NetSuite OneWorld account, you can switch between the subsidiaries to create the payments for each subsidiary. See Multi-Subsidiary Support for more information.

Related Topics

• Paying a Single Vendor Through BILL
• Creating a Payment Run
• Approving Bill Payments and Payment Runs
• Payments to Submit
• Vendor Credits and Discounts
• Partial and Installment Payments
• Delayed and Unsubmitted Payments
• Canceling and Voiding Payments
• Bill Payment Statuses

General Notices