Electronic Payments – Setup Guide

NetSuite Electronic Payments enables you to process bank payments of your vendor bills, employee payments and customer refunds.

Electronic Payment files contain information such as transaction codes, transaction amounts, applicable taxes, bank identification numbers, bank account numbers, and bank account names, of the remitter and the payee. The standard format of each payment file is determined by a banking industry or the country where the payment file is used. The payment files generated by NetSuite Electronic Payments can be imported to your bank’s payment software or submitted electronically to your bank for processing. For more information on the ABA File Format, refer to http://www.cemtexaba.com/aba-format/cemtex-aba-file-format-details.html

1.1 Install the NetSuite Electronic Payments Bundle:

Note: If this bundle is already installed, please proceed to 1.2 Add Company Bank Details

1. Navigate to the Customization drop down.

2. Click SuiteBundler.

3. Select Search & Install Bundles.

4. Enter 45178 in Keywords and click Search.

5. Click NetSuite Electronic Payments.

6. Click Install.

7. Click OK.

8. Click Install Bundle.

9. Click OK.

10. Click Refresh.

11. NetSuite Electronic Payments will show a green check mark to confirm the bundle has been successfully installed.

1.2 Add Company Bank Details

Set up the Bank Accounts that your company will be using to send and receive electronic payments.

1. Navigate to the Payments drop down

2. Click Setup

3. Click Bank Details

4. Select New

1. Complete the fields on the New Company Bank Details page

 

Field Description
Name Enter a name for the Bank Account.
GL Bank Account Select the GL account where the processed electronic payment transactions will be posted.

 

Note: If a GL bank account is not available in the dropdown list, go to Set Up > Accounting > Chart of Accounts > New to create one.
Legal Name Enter your company’s legal name. This will be used in the electronic payment files.
Print Company Name Enter the company name that should appear on email notifications of payment transactions sent to Vendors, Employees, and Customers.
Marked by Default Check this box if you want the payment transactions for this Bank Account automatically checked when they are displayed in the Bill Payment Batches list and the Bill Payments form.
EFT Template Select ABA. ABA is the standard payment file format used by Australian banks for electronic fund transfers.
DD Template Select ABA. ABA is the standard payment file format used by Australian banks for direct debits.
File Cabinet Location Select the folder that you created for storing payment format files.
File Name Prefix (Optional) Enter a prefix for the file number sequence. The prefix is attached to the beginning of each file number whenever this bank is used in creating a payment file.

2. Click Save.

Note: The EFT Template Details (ABA) sub tab will now appear.

3. Complete the fields on the EFT Template Details sub tab

Bank Code Enter a 3-character code that represents the bank e.g. Westpac is WBC, Bank of Queensland BQL.
Bank Company ID /APCA ID/ Direct Entry Enter the 6-digit code that identifies your Company in the Bank’s records. This is assigned by the bank. Not all banks require this code, eg. CBA will make use of your Netbank details when you log in to process the EFT file. In cases where you don’t need this code to identify with your bank during upload, simply enter 000000 or 123456 only because it is a mandatory field.
BSB Number (Bank) Enter the 3-digit code that identifies the bank. BSB numbers are codes that identify banks in Australia.
BSB Number (Branch) Enter the 3-digit numeric code that identifies the bank branch where your company’s account is maintained. BSB numbers are codes that identify bank branches in Australia.
Bank Account Number Enter your company’s 9-digit bank account number.
Insert Balancing Line? Check this box to include a self-balancing transaction record in the payment file that indicates the amount debited from your company’s bank account. Check with your bank whether this option is required for EFT transactions. You may find that NAB Connect, Commonwealth NetBanking, CommBiz require this.
Process Bills Automatically Check this box if you want to process payment transactions for this bank account in batches. Leave this box clear if you want to process payment transactions for this bank manually.
Accounts Payable Select the accounts payable register where the payments will be posted.
Hide Transactions Check this box if you want to hide the transaction lines on the Bill Payment Batches form when processing payments in batches.

 

This feature is available if Process Bills Automatically is enabled or Marked by Default is enabled.

4. Click Save
Note: Now you should see your Company Bank Details:

1. Navigate to the Payments drop down.

2. Click Setup.

3. Click Bank Details.

4. You can now view your Company Bank Details.

1.3 Add Vendor Bank Details

1. Navigate to the Lists drop down.

2. Click Relationships.

3. Select Vendors.

4. Click Edit next to the Vendor you want to edit.

5. Click Bank Payment Details.

6. Check EFT BILL PAYMENT.

7. Click New Entity Bank Details.

8. Select ABA for PAYMENT FILE FORMAT.

9. Set Primary for TYPE.

10. Enter BANK ACCOUNT NUMBER.

11. Enter BANK ACCOUNT NAME.

12. Enter (BSB) BANK NUMBER.

13. Enter (BSB) BRANCH NUMBER.

14. Enter a BANK ACCOUNT PAYMENT DESCRIPTION.

15. Click Save.

1.4 Enable Advanced PDF/HTML Templates.

Note: This feature needs to be enabled before you can generate an ABA file.

1. Navigate to the Setup drop down.

2. Click Company.

3. Select Enabled Features.

4. Click SuiteCloud.

5. Check ADVANCED PDF/HTML (BETA) TEMPLATES.

6. Click Save.

Note: See the below article on how to Pay Vendor Bills via EFT.

https://jcurvesolutions1.zendesk.com/hc/en-us/articles/203357849-Pay-Vendor-Bills-via-EFT

2.0 Payroll Setup

Note: Follow the below steps if you are using the Payroll module and would like to pay your employees via EFT.

1. Navigate to JCurve Payroll.

2. Click Payroll Setup.

3. Select Configuration.

4. Set Pay Method to EFT-ABA upload.

5. EFT Bank is the stage we want to navigate to.

6. Keep clicking Next until you reach EFT Bank stage.

7. Label – This is the name this will display in the drop down on EFT process.

8. Bank Code – A three character code that represents the bank e.g. Westpac is WBC, Bank of Queensland BQL.

9. Bank ID – A 6 digit number provided by your bank (also referred to as the APCA number or Direct Entry number). Enter 000000 if you do not have a value.

10. Company Name – Your company name will appear on your employees bank statement.

11. GL Account – Select the NetSuite GL Account that will be used to reflect the ABA employee payment.

12. ACC BSB – 6 digit BSB or sort code.

13. ACC NO. – 8 or 9 digit bank account number.

14. Output Format – Select AU ABA.

15. Keep clicking Next until you complete the Payroll Setup to save these changes.

2.1 Add Employee Bank Details

Navigate to an Employee record in Edit mode.

1. Select the Bank Payment Details sub tab.

2. Check Expense payment by EFT?

3. Click Save.

4. Click New Employee Bank Account.

5. Enter a Bank Account Name.

6. Enter a BSB Number.

7. Enter a Bank Account Number.

8. Enter a Bank Account Payment Description.

9. Select Primary for Account Status.

10. Enter a Start Date.

11. Click Save.

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