Reviewing Invoices for an Imported Bank Line

On the Automated Cash Application page, you can review the invoices to which payments will be applied, along with payment amounts the system automatically allocates to invoices.

To review invoices for an imported bank line:

  1. To open the Automated Cash Application page, you can do one of the following:

    • Go to Transactions > Bank > Automated Cash Application.

    • If you are on the Match Bank Data page, click Automated Cash Application in the top-right corner.

  2. From the Account list, select the appropriate bank or credit card account.

    NetSuite displays a list of imported bank lines for which NetSuite was unable to find matching payments. If NetSuite found invoice matches, the associated invoice numbers appear in the Invoice Matches column.

  3. For the bank line you want to review, click the plus icon.

    The expanded details for the bank line appear.

    If the bank line specifies invoices, the system displays the invoices to which it applies the payment, or provides a list of suggested invoices.

    The Applied Amount fields show the payment amounts NetSuite can apply to each invoice. The system considers whether the invoice is preallocated in other payments. When you click Submit, the system applies these amounts to the invoices.

    The system displays invoice suggestions based on the Apply Payments Without Invoice Numbers preference. For details, see Setting Accounting Preferences.

    Note:

    When suggesting invoices based on amount, the system does not consider discounts or the preallocated amount of an invoice. A preallocated amount is already assigned to another payment and thus cannot be assigned elsewhere. For example, if an invoice has been assigned to Payment A, that invoice cannot be assigned to Payment B.

    Important:

    You can only apply payments to invoices that have the same currency as the currency of the account. To create a payment with a different currency than that of the account, see Adding Additional Information to a Customer Payment.

  4. (Optional) If needed, select a different customer.

    The system resurfaces invoice suggestions, based on the Apply Payments Without Invoice Numbers preference. See Setting Accounting Preferences.

    If you have a multicurrency customer, the system suggests invoices that share the currency of the imported bank line.

  5. (Optional) In the Applied Amount field for an invoice (or invoices), adjust the populated value by entering a positive number.

    The system recalculates the applied amount values for the other invoices the payment will be applied to. In the Summary box, the system also recalculates the payment’s applied and unapplied amount.

    If you enter a nonnumerical character or a negative number, the system displays an error message. In some scenarios, the system autocorrects the value you enter. For error and warning scenarios, see Applied Amount Error and Warning Scenarios.

  6. If NetSuite displays an invoice you do not want to apply the payment to, you can remove the invoice by clicking the trash icon next to it.

  7. To view all open invoices for the customer (along with journal entries that have the same general ledger impact as the invoices), click View Invoices. For more information, see Viewing Open Invoices for a Customer.

Applied Amount Error and Warning Scenarios

When you adjust an applied amount for an invoice on the Automated Cash Application page, you might receive an error or warning message, depending on the situation. The following table outlines the error and warning scenarios that can take place when updating an applied amount.

Scenario

Message Type

Message Example

Action Item

You paste a nonnumerical character or negative number.

Error

Applied Amount Not Accepted

For Invoice A, enter a positive number in the Applied Amount field.

In the Applied Amount field for your invoice, enter a positive number that does not exceed the amount due or the associated payment amount.

Note:

Pasting a value results in an error.

The invoice is preallocated to other payments and you try to enter an amount greater than the amount due after other preallocations are subtracted.

Warning

Applied Amount Autocorrected

Invoice A has been matched with other imported payments. We adjusted the invoice's applied amount accordingly.

(Optional) Adjust the applied amount for your invoice, as needed.

The payment does not have the requested amount left after considering other invoices preallocated in this payment.

Warning

Applied Amount Autocorrected

The applied amount for Invoice A exceeded the payment amount for Payment A. We adjusted the invoice's applied amount accordingly.

You enter an amount greater than the payment amount.

Warning

Applied Amount Autocorrected

The applied amount for Invoice A exceeded the payment amount for Payment A. We adjusted the invoice's applied amount accordingly.

You enter an amount greater than the amount due for the invoice.

Warning

Applied Amount Autocorrected

For Invoice A, the applied amount exceeded the amount due. We adjusted the invoice's applied amount accordingly.

To view invoices and update applied amounts, see Reviewing Invoices for an Imported Bank Line.

Related Topics

Setting Accounting Preferences
Generating Customer Payments
Filtering Imported Bank Lines
Adding or Changing a Customer
Customer Match Criteria
Customer Mapping Rules for Automated Cash Application
Viewing Open Invoices for a Customer
Including or Excluding Invoices from Payment Application
Troubleshooting Missing Records from the Customer Dropdown List
Checking the Process Status for Generated Payments

General Notices