Anyone will agree that NetSuite is a powerful system. When it comes to vendor records and vendor bills, NetSuite provides users different options for how to pay a vendor bill.

In this guide, you will learn the different procedures for processing vendor payments:

I suggest you watch the video. It’s easier to understand if you are a visual/audio learner. The content below is the same as the video. It’s for those who learn by reading.

 

Paying the Vendor Bill

 

Via the Pay Bills Page

  • Step 1: Log in to NetSuite and go to Transactions → Payables → Pay Bills.
  • Step 2: Search for the Vendor.

You can search by using CTRL + F or the filter fields on top of the page. In this example, let’s search for Google.

Screenshot for pay bills page and then search bar
Go to pay bills page and then search the vendor that you are going to pay
  • Step 3: Enter a discount to the vendor bill in Taken field, if there’s any.
  • Step 4: Enter the Amount to be paid in Payment
Screenshot for Disc taken and payment field
Enter a discount in the Disc taken box and the amount in the Payment box
  • Step 5: Click Save button to pay the bill.
    • If you selected multiple Vendor Bills on the Pay Bills page, there will be different/separate Bill Payments that will be created.
    • Notice that you may not apply partial payments to a Vendor Bill, but you may apply multiple vendor bills to a single Bill Payment.
    • A Bill Payment fully applied to an open vendor bill will change the vendor bill’s status to Fully Applied.

 

Via the Vendor Bill Page

  • Step 1: Go to Transactions Payables → Enter Bills → List.
  • Step 2: Click Edit next to the name of the vendor whose record you want to inactivate.
    Let’s have Google again as an example.
  • Step 3: Click the View link next to the bill to be paid.
     
    This will open the bill transaction page.
Screenshot for bill transaction page
Bill Transaction Page
  • Step 4: Click on the Make Payment
     
    Data from the bill will auto-populate on the Bill Payment page, but you may still change some fields like the Posting Period, for example.
Screenshot for bill transaction page and the make payment button
Click Make Payment button
  • Step 5: In the Bill Payments’ page, tick the appropriate settings for each field.
    • Check # field – This will automatically generate a number depending on the general setting or “To Bill Pay” if “Enable Online Bill Pay” checkbox in the Vendor Record is enabled.
    • To Be Printed checkbox – Select this to make a payment via check and to print a check.
    • Voucher checkbox – Select this to add a voucher to the check that will be printed.
    • To ACH checkbox – Select this box to remove the check number if the Bill Payment will be processed via ACH.
    • Account field – This is the bank account that will be used to process the amount that will be debited or deducted from.
    • Subsidiary
Screenshot of bill payment page with their corresponding fields
Bill Payment Page
  • Step 6: Set up ACH Processing, if TO ACH checkbox is marked.
     
    The A/P Account dropdown field lets you:

    • Select the appropriate Accounts Payable for the Bill Payment transaction if there are various Accounts Payables.
    • Use it as a filter field that vendor bills with a specific Accounts Payable will be shown below.
Screenshot for TO ACH checkbox
The ACH Checkbox
  • Step 7: Check the details in Apply
     
    Since this Bill Payment is created directly from the Vendor Bill, the Apply checkbox will be marked by default and the Payment field will auto-populate the amount due.
     
    Should there be an amount as a Discount Taken, Payment will auto-calculate.
Mark the Apply checkbox in the subtab
Mark the apply checkbox and check the details in Apply subtab
  • Step 8: Click Save once the details have been finalized.

 

Paying via Pay Single Vendor

  • Step 1: Go to Transactions → Payables → Pay Single vendor.
  • Step 2: In the Bill Payments’ page, choose the vendor or Payee from the dropdown menu.
     

    Use this payment option in the event that you have multiple vendor bills to pay for one vendor only.

Screenshot for bill payment page and choose Payee field
On bill payment page, choose Payee drop-down menu
  • Step 3: Click on Make Payment button in the vendor record.
Screenshot of vendor record
On vendor record page, click the make payment button

 

Paying via Vendor Bills Sub-list

  • Step 1: In the vendor record, nnavigate to the Information tab then Transactions
  • Step 2: In the Transactions Subtab, filter the Type field to “Bill” to filter the list of transactions made by this specific vendor.
     
     
    You may also pull up a Vendor Bill from the Vendor Bill sub-list of a vendor record.
Screenshot of information tab from the vendor record
Click Information tab, then click transaction sub – tab and then filter the Type field to bill

 

Confirmation for Payment of Vendor Bill

In any of the payment procedures you choose, if payment is successful, you’ll see the confirmation message as shown below.

Screenshot of confirmation page for paying a vendor
Confirmation page for paying a vendor bill

 
Summary
You just learned the different options on how to pay a vendor bill. To quickly go back to the sections of this tutorial, click on the links below.

 

watch video in youtube

 

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