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Last updated: 13th January 2022

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Customer deposits and bank reconciliation

This section describes how to perform bank reconciliation using customer deposits in NetSuite.

  1. Sign in to your Hub account and select Payments > Create payment.
  2. If you have multiple businesses, select the appropriate one from the drop-down.
  3. Select a channel.
  4. Enter the customer's email address.
  5. Add the payment and card details.
  6. Select Create payment to confirm. To see this payment, refresh your browser.

Any new customer records in NetSuite are mapped according to Customer email and Cardholder name. If there is an existing customer record in NetSuite associated with the provided email address or cardholder name, payment records will be mapped to that customer record.

  1. Sign in to your NetSuite account and search the customer record by name or email address.
  2. In the customer record, select Sales > Transactions to view the customer deposit details. The amount and currency shown here correspond to the amount and currency entered when creating the payment in the Hub.
  3. Select the date under Sales > Transactions to open the customer deposit record. The customer deposit is associated with the newly created customer record, the respective general ledger (GL) account, and the Checkout.com payment method. Under Payment Method > Payment Events, you can see the customer deposit details.
  4. To complete the bank reconciliation process, select Transactions > Bank > Match Bank Data.
  5. Select the relevant Account and filter transactions by the customer deposit creation date to locate the corresponding customer deposit.

Invoice order-to-cash and refund process

Creating an invoice

  1. To open a blank Invoice form that isn’t linked to any specific customer record, select Transactions > Sales > Create Invoices.

Alternatively, you can create an invoice directly from a customer record by selecting Invoice from the Create New menu. This opens an Invoice form prepopulated with that customer’s recorded details, such as their name, account information and billing address.

  1. On the Invoice form, complete the required fields, as well as the desired items and their respective quantities.
  2. Select Save. This generates the Checkout.com Payment Link URL in the Custom tab. The link leads to the Checkout.com Hosted Payments Page for the customer to complete the purchase. If the payment is successful, the customer is taken to the hosted Checkout.com confirmation page.

When the payment is successfully completed, it’s reflected on the Payments screen in the Hub. In addition, the webhook updates the invoice status in NetSuite to Paid in full—refresh your browser to see this. In the Related Records tab, there will be a payment record with a Not deposited status—this indicates that the payment is successful, but the funds haven’t yet been deposited.

  1. To view the corresponding customer payment, select the date in the Related Records tab in the invoice record. This opens the payment record, which is associated with the account for undeposited funds.

In the invoice record, in the System Information tab, you can view the payment information, such as the Checkout.com Payment Link, token response, Payment Link token, and link expiry date.

  1. Since the funds are not deposited, you need to make the deposit by selecting Transactions > Bank > Make Deposits.

  2. On the Deposit form, select the checkbox next to the relevant payment number(s) and select Save. This generates a deposit record for the selected payment(s).

Processing a refund

  1. Select Authorize Return to start the native NetSuite Return Materials Authorization (RMA) process. This generates a return authorization form.
  2. In the Billing tab, the Bill To field is auto-populated with the customer's default billing address. You can change this address if needed.
  3. Save the return authorization form and complete the native RMA process.
  4. Select Refund on the return authorization form. This generates a credit memo form. You can view the Payment Link token in the Billing tab.
  5. Save the credit memo form.
  6. Select Refund to proceed. This generates a customer refund form.
  7. Save the customer refund form.
  8. Select Checkout Refund. This submits the refund process directly to us and distributes the funds back to the customer via the webhook.

Sales order processing with card transactions

  1. To open a blank sales order form that isn’t linked to any specific customer record, select Transactions > Sales > Enter Sales Orders.

Alternatively, you can create a sales order directly from a customer record by selecting Sales Order from the Create New menu. This opens a sales order form prepopulated with that customer’s recorded details, such as their name, account information and billing address.

  1. On the sales order form, complete the required fields, as well as the desired items and their respective quantities.
  2. In the Shipping tab, select Calculate Shipping to add the shipping charges.
  3. Under Billing > Checkout.com, you can use a saved payment card by selecting List and choosing the desired card number. Alternatively, you can add new card details by selecting Add Card.
  4. After completing the necessary fields, select Save.

When the sales order record is saved, you can review the Checkout.com payment method under Billing > Checkout.com. This payment method overrides the existing native NetSuite payment method.

  1. In the sales order record, select Bill Remaining. This creates a cash sale record with a To Be Generated status. You can view the payment details under Billing > Checkout.com.
  2. Select Save to proceed. The saved cash sale record is now in status Not Deposited, and it’s associated with the account for undeposited funds.
  3. Since the funds are not deposited, you need to make the deposit by selecting Transactions > Bank > Make Deposits.
  4. On the deposit form, select the checkbox next to the relevant payment number(s) and select Save. This creates a corresponding deposit record for the selected cash sale record(s).