This article is relevant if you’re looking to apply NetSuite cash receipt payments using either a CSV upload or a script.
Background
Meir B., Prolecto’s Accounting Practice Leader, uncovered an issue his team encountered while setting up cash receipt automation for a client. The client had CSV files but struggled to automate the setup process.
The challenge was that the client needed to apply cash to journal entries, and while NetSuite’s user interface allows this, the native CSV import tool does not.
Although NetSuite’s CSV import tool is useful, we often find it necessary to turn to other solutions. In this case, we provided the client with our license-free Record Import Export Manager (RIEM) tool to create a completely hands-free automated process. Along the way, we gained some valuable insights.
Introducing the Prolecto Record Import Export Manager
To address this challenge, we utilized our custom-built tool designed to handle situations where NetSuite’s native CSV import tool falls short. This license-free solution taps into the SuiteScript records platform, giving us the flexibility to import data from CSV, Tab Delimited, Pipe Delimited, XML, JSON, and BAI2 formats into NetSuite in a hands-free, scalable way.
The tool features straightforward field mapping for simple imports. However, when dealing with more complex import scenarios, it uses a plug-in architecture. This allows SuiteScript developers to create advanced mapping logic that would be nearly impossible with a standard GUI.
Discoveries About NetSuite SuiteScript Cash Receipt Processing
In Meir’s team’s work, applying cash against journal entries seemed straightforward for simple cases. However, when dealing with more complex scenarios—like applying partial credit memos—a critical discovery was made about the sequence in which funds need to be applied.
The discovery was expected since this work involved the NetSuite Customer Payment record. I’ve written articles (referenced below) discussing how this record has built-in logic for handling credit memos and managing differences between update and create modes.
NetSuite Customer Payment Apply Cash SuiteScript Sequence Rules
Meir’s team discovered a specific sequence that must be followed when applying cash in scenarios involving open credit memo amounts:
- Total Cash: Set the payment header amount; the total cash received.
- Select Credit Memos: Apply credit memos first, before selecting any invoices.
- Credit Memo Amount: Specify the amount of credit to be applied.
- Select Invoices: Select the invoice to be paid and/or offset with the applied credit memos.
- Invoice Amount: Set the amount of the invoice balance to be paid.
The order of these steps is crucial, especially when working in SuiteScript Dynamic Record Update mode. Meir notes that these rules only apply when applying both cash and credit memos simultaneously.
Related Articles
This article refers to several related previous posts that provide valuable insights for tackling similar challenges:
Complex Record Import Considerations
Considerations for Applying Cash
- Learn how to Apply Remaining Unapplied NetSuite Cash
- Solving for Missing NetSuite Customer Payment Credits and Deposit Subtabs
- Learn the Pattern to Close or Write Off Outstanding Customer Balances
SuiteScript Considerations for Credit Memos and Invoices
These articles explain the patterns and ways to get more out of cash receipt applications. They also reference our license free tools available to all of our clients upon request.
High-Performance NetSuite Cash Application Manager
For those facing complex cash receipt application challenges, we developed a full license-free solution in 2024 that handles these issues in a scalable way. The tool is ready to go for implementation but offers a framework that allows in-house SuiteScript engineers the capacity to refine the logic as they see fit.
I encourage you to explore this tool: Get an Alternative Scalable NetSuite Cash Application Manager
NetSuite Leadership for Fully Automated Accounting / Accounts Receivable Operations
The strength of the NetSuite platform lies in its ability to shape logic and refine business practices. With the right expertise and ambition, businesses can dramatically reduce general accounting operations’ effort, time, and costs. Since most accounting tasks are routine, many can be fully automated.
At our firm, we aim to help clients unlock the full potential of the NetSuite platform. Our team of experts understands both the business challenges and how to model solutions that utilize NetSuite’s built-in features while driving innovation. Every tool developed under our LABS initiative originates from real-world client challenges. With decades of experience, we solve our clients’ most complex—and often most interesting—problems.
If you found this article relevant, feel free to sign up for notifications to new articles as I post them. If you would like to solve your complex accounting operations or cash receipt challenge, let’s have a conversation.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
More Posts - Website - Twitter - Facebook - LinkedIn - YouTube
