NetSuite Link to Pay User Guide

Link to Pay is an easy way to add ACH and card payment acceptance to any NetSuite invoice you send to your customers. It embeds a Link into your existing invoices or quotes to seamlessly direct cardholders to our Hosted Payment Page (HPP) on the secure MerchantE server. Once on our secure payment page, the cardholder enters their payment details and is provided a receipt after the payment is submitted and confirmed. The invoice record in NetSuite is immediately marked “paid.” The service is simple to deploy and easy to maintain.

 This User Guide gives you the information you need to get started quickly. To get started, you need to:

1. Site Customization - Customize your new payments page through the HPP Admin Dashboard.

2. MerchantE for SuitePayments - Ensure you have the most recent version of MerchantE for SuitePayments (Payment Gateway API).

3. NetSuite Setup - Follow the enclosed step-by-step instructions to enable your NetSuite email template to incorporate the Link to Pay.

PDF download:

Admin Dashboard

The Admin Dashboard is the admin section of the HPP, shown below. It enables you to customize the payment page and view transaction history and handle minor exception processing such as unlocking accounts. Using the credentials emailed to you as part of setting up Link to Pay, you can access the merchant dashboard by visiting here: hostedpayments.merchante.com.

Link to Pay Site Customization

The HPP Customization tab is the area where you can apply your brand to the look of the Hosted Payment Page that your customer sees. You can select a theme color, upload a logo, and add links to your company’s Terms of Service and Policy.

Background Color

The background color dictates the color of the background on the checkout related screens. You can select a theme color by picking a color box or you can enter the hex code. The color box allows you to modify the color and the opacity of the background.

Company Logo

You can upload your logo by clicking on the Upload Logo Files button. Your image must be PNG, JPG, or GIF format. The file size cannot exceed 256KB. The image size is limited to 200 by 65 pixels.

Footer

The footer will appear at the bottom of your payment page. It will display your company name and all rights reserved. Additionally, you can upload your Terms of Service Policy and your Privacy Policy to your payment page. When one or both links are provided, we add the links to the footer.

 Theme Color

The theme color controls, links, transaction amount, buttons, and user icon of the payment page and the customer dashboard. You can select a theme color by picking a color box or you can enter the hex code.

 Settings and Configurations

The Setting and Configuration tab changes are not required. Link to Pay is preconfigured to ensure your Invoice/Quote payment page can accept customer payments. Link to Pay will generate the necessary payment links.

Transaction History

NetSuite provides you with robust reporting and reconciliation of invoiced transactions.  Hosted Payments also includes a Transaction History tab on the merchant dashboard where you have the ability to search for transaction(s), resend receipts, and reset customer’s accounts. When you click on the tab, the page will display a list of your most recent transactions.

Each transaction is listed with:

• Customer Name

• Email Address

• Transaction ID

• Payment Method

• Transaction Date

• Result

• Transaction Amount

• Action (actions that can be taken for a transaction)

You can sort any of these columns except for the email address. It is important to note here that sorting on Payment Method sorts based on the entire card or account number. but we only display the last 4 digits for security purposes. When performing a searching on this value, the Admin will enter the last 4 digits of the card or account number. When you click on the More link, a dropdown menu will appear displaying a range of actions you can select for that transaction:

MerchantE Reporting Portal

The Merchant Reporting Portal is provided to every merchant of Link to Pay. The website address and login credentials are identical to regular Link to Pay and are provided upon completion of the merchant application process.

The Merchant Reporting Portal adds the following functionality to Link to Pay:

• View Unsettled Transactions - Merchants can view real-time transactions which have been processed since the last batch close.

• View Rejected Transactions - Similar to Unsettled Transactions, a merchant can view rejected or declined transactions, including a description of why the transaction failed.

In addition, the administrative section allows for customization of settings to reject transaction due to a mismatch between the billing address provided and the address on file with the card issuer, and/or CVV mismatch.

MerchantE for SuitePayments

Navigate: NetSuite → Customization → SuiteBundler → Search & Install Bundles

When the list comes up, search for MerchantE Payment Gateway API and click in the name of the bundle.  The Bundle Details page will load, shown below:

Click on the Install button to load the most recent version of MerchantE Payment Gateway API to your account.

Link to Pay NetSuite Setup

Link to Pay Configuration

Link to Pay utilizes its own configuration within NetSuite to ensure a payment link is generated for your Invoices and Quotes. 

Setup a new user ID in Business Platform (BP)

1. Under 19. Users Pointed At This Merchant Number click on Create a new user for this Merchant Number.

   1. Enter a User ID: 

      1. Use the Merchant ID (MID) with “IL” at the end to create the ID, for example 123456789IL.

   2. Enter a User Name:

      1. Use the DBA name listed in the Contact Nm field under 1. Merchant Information, ie. ACME.

   3. Enter an Email Address:

      1. Choose a User Email address listed in 1. Merchant Information.

   4. Select MES Merchant User w/HPP from the User Type dropdown menu.

2. Click Submit.

3. Follow the steps required to create a password for that user and note the information to be used during the configuration setup process.

Set up a new payment method in NetSuite

Navigate: NetSuite → Setup → Accounting → Accounting Lists

1. In the Filters section, under Type use the dropdown to select Payment Method then select New.

   

2. On the Payment Method screen, name the payment method. Use a name that the merchant will recognize, for example “Link to Pay”. 

   1. Under Type, use the dropdown to set the type to External Checkout. 

   2. Under Associate Payment Processing Profiles, use the dropdown to highlight the associated processing profile for Link to Pay.

      

   3. Click Save. You can view the new method by applying the Payment Method filter in the Accounting Lists screen.

Once the Payment Method and the new user ID have been created you are ready to set up Link to Pay. To do this, type in “MerchantE Link to Pay Config” in the search box.

On the Global Search: Results you will see MerchantE Link to Pay Config. Click Edit.

 On the MerchantE Link to Pay Config List screen click New MerchantE Link to Pay Config.

On the MerchantE Link to Pay Config, screen enter details in all required fields.  

1. Name - Enter a name for the configuration. For example, Link to Pay. 

2. Subsidiary - Select the subsidiary of the merchant.

3. Merchant Tax ID - Enter the appropriate Tax ID. This is for L2/L3 data. 

4. NS Profile ID - Add internal ID associated to the NS payment profile. 

5. Merchant Profile ID - Enter the MerchantE Profile ID from the Business Portal.

6. Is Default - Enable to make all invoices under this subsidiary have the same Link to Pay link.

7. Test Mode - Enabled the endpoints used will be test endpoints.

8. Payment Method - Choose the Link to Pay payment method you just set up.

9. Allow Custom Payment Amount - Enable if you want to give your customers the flexibility to choose payment amount on future invoices.

10. Do Not Auto-Apply Statement Payment - Enable to prevent payments from being automatically applied.

11.   MerchantE General Token Payment Method - Select a payment method.

12. ME Payment Card Token Payment Method - Select a payment method.

13. Click Save.

Email Templates

MerchantE Link to Pay utilizes the Advanced PDF/HTML Templates feature in NetSuite. This feature supports more customization capabilities than other template options you might know, such as Transaction Form Layouts (also known as Basic Layouts and Legacy Layouts).

 When the Advanced PDF/HTML Templates feature is enabled, you can associate advanced templates with custom transaction forms, using these templates to format printed and email versions of transactions. For more information on this topic, see Setting Custom Forms to Use Advanced Templates and Advanced PDF/HTML Templates. However, everything you need to set up your Link to Pay is described below.

Enable Advanced PDF/HTML Templates

When the Advanced PDF/HTML Templates feature is enabled, an Advanced PDF/HTML Templates option is available in the Forms menu of the Customization screen. You can click this option to view a list of the advanced templates in your account.

Standard templates are provided for each supported print type. You can create your own customized templates in a Template Editor that supports current industry standards for HTML-based editing, including rich text editing and HTML markup source editing. You can preview your template as you make changes, and detailed error messages are shown if the template cannot be saved.

 The Advanced PDF/HTML Templates list page includes standard advanced templates and any customized advanced templates that have been created in the account. To update your email templates, you should find the installed forms that show either Invoice or Quote in the Type column.

Adding a Link to Pay Link

Navigate: NetSuite → Customization → Forms → Advanced PDF/HTML Templates

1. From the Forms submenu of the Customization menu, select Advanced PDF/HTML Templates. The Advanced PDF/HTML Templates list appears.

   

2. Select Edit to make changes to an Advanced PDF/HTML Template.

   

3. From the Form Editor screen, add the example code snippet to insert Link to Pay into the template.

   <#if record.custbody_mes_invl_end_customer_link?has_content>
             <a href="${record.custbody_mes_invl_end_customer_link}" target="_BLANK">Click Here to Pay Now</a>
   </#if>

   In this example, the link will look like this:    Click Here to Pay Now

4. Click the Preview button to view a sample your template.

5. Click Save.

Adding a Link to Pay QR Code

Navigate: NetSuite → Customization → Forms → Advanced PDF/HTML Templates

1. From the Forms submenu of the Customization menu, select Advanced PDF/HTML Templates.

   

2. Select Edit to make changes to an Advanced PDF/HTML Template.

   

3. From the Form Editor screen:

   1. To add the QR code to statement links, after <a href=”${meURL}&amp;meGo-t”>Pay Link Text</a> and inside the <#if meURL?has_content> statement add the following code snippet.

      <barcode codetype="qrcode" showtext="false" height="150" width="150" value="${meURL}&amp;meGo=T" />

   2. To add the QR code to Link to Pay transaction links, after <a href=”${record.custbody_mes_invl_end_customer_link}”>Pay Link Text</a> add the following code snippet.

      <barcode codetype="qrcode" showtext="false" height="150" width="150" value="${record.custbody_mes_invl_end_customer_link}" />

4. Click the Preview button to view a sample your template.

   

5. Click Save.

Invoices

Creating an Invoice or Quote

Use the following links to reference the comprehensive documentation provided by NetSuite related to invoices and quotes:

Invoice Help Page

Quote Help Page

Ensure your customer is set up properly.

• If the customer type is an individual, input the customer's First/Middle/Last Name and an email address in the customer record.

• If the customer type is a company, input the customer's First/Middle/Last name and an email address of the Primary Contact under the customer record.

• 

During the process of creating your invoice or quote make sure to select the following:

1. Select the form you customized with the Link to Pay in previous steps.

2. Select the Link to Pay Configuration.

3. Ensure a billing address is selected for the Invoice or Quote being created.

4. 

Creating a Customer Deposit

Customer deposits allow you to request an initial payment on a purchase prior to fulfillment to ensure your costs are covered before delivering goods to a customer.

• Ensure your customer is setup properly.  Make sure the customer does not have a card on file set as the default payment method. If card on file is set as the default payment method, that card will automatically be charged rather than allowing your customer to initiate the payment as intended.

• Create a quote with the customer conversion logic set to Sales Order - Customer Deposit.

• Select the Link to Pay configuration.

• Confirm that the email is set up to be sent.

Once the customer deposit is processed, a sales order is created automatically and ready to be fulfilled.  Once fulfilled the customer deposit will be applied to the invoice associated with this order.  If there is a remaining balance, that amount may be collected by sending the invoice with Link to Pay to the customer.

Invoice Groups

You can use Invoice Groups in NetSuite with your MerchantE implementation. This provides you with additional flexibility to meet customer expectations for how and when they will receive invoices by combining multiple invoices into a single group. With grouped invoices, you can:

• Pay a specific group of invoices with a single payment using credit card, cash, or automated clearing house.

• Pay grouped invoices on a predefined schedule.

• Make full or partial payments of grouped invoices.

• Process refunds, credits, voids, chargebacks, and reconciliations using the normal workflow.

• View detailed line-item information for the grouped invoice.

  

To do this, you will need to enable and configure Invoice Groups in NetSuite and submit the invoice group to MerchantE. This guide provides step-by-step instructions for using Invoice Groups.

For more information, see NetSuite Invoice Groups Overview.

Enable Invoice Groups for the Account

Invoice Groups must be enabled for in your NetSuite account globally and for individual customers in order to create Invoice Groups and add invoices to the group.

Navigate: NetSuite → Setup → Company → Enable Features → Transactions → Invoice Group

1. From the NetSuite start page, open Enable Features in the Company submenu of the Setup dropdown menu.

2. Open the Transactions tab.

3. Enable Invoice Group and click Save. Group Invoices is now available for your customer accounts in NetSuite.

   

Enable Invoice Groups for the Customer

Navigate: NetSuite → Lists → Relationships → Customers → Financial → Group Invoices

1. From the Lists dropdown menu, select Customers within the Relationships submenu.

2. Select the customer by clicking the Edit link.

3. In the Financial tab, check the Group Invoices box and click Save. The customer is now available to have their invoices added to Invoice Groups.

   

To further customize Invoice Groups, see:

• Using Billing Operations to Generate and Group Invoices

• Customizing the Invoice Group Form

• Setting a Subsidiary for an Invoice Group

• Using SuiteFlow to Create an Invoice Groups Workflow

Removing an Invoice from and Invoice Group

Navigate: NetSuite → Transactions → Sales → Group Invoices → List → Invoice Group

1. Display the Invoice Groups list by clicking List in the Group Invoices submenu.

2. Select the Invoice Group by clicking the View or Edit link.

3. Click Remove From Group.

   

4. From the Remove Invoices From Group screen, check the box for the invoices to be removed.

5. Click Remove From Group.

Deleting an Invoice Group

Navigate: NetSuite → Transactions → Sales → Group Invoices → List

1. Display the Invoice Groups list by clicking List in the Group Invoices submenu.

2. Select the Invoice Group by clicking the View or Edit link.

3. From the Actions dropdown menu, click Delete.

Submit Invoice Group to MerchantE

Navigate: NetSuite → Transactions → Sales → Group Invoices → Select Invoices → Submit

Allow 15 minutes for processing or click Manually Send to MerchantE Link to Pay.

Payment Page

MerchantE’s Hosted Payments will guide your customers through the checkout process to ensure their experience is as simple as possible. When your customer is redirected to your payment page, they will have the option to checkout as a guest, create a payment account, or they can log in to make a payment. This experience has been designed to accommodate a wide variety of devices that a user could potentially be using for checkout.

The checkout experience between guest checkout and a payment account holder checkout is slightly different. Customers that use the Checkout as Guest option have a limited view of Hosted Payments. They will have neither the ability to store the card for future use nor set recurring payments. These features are only available for account holders. Additionally, an account holder gains access to the Customer Dashboard, which allows them to manage their payments.

From the sign in page, customers can sign in, check out as a guest, or create an account.

Guest Checkout

When customers choose to check out as a guest, they will not be able to store their card for future payments.

Navigate: Merchant Website → Check Out → MerchantE Hosted Payments Page → Guest Checkout 

1. The customer clicks Guest Checkout from the sign in page.

   

2. The customer types the following payment information then clicks Continue to Billing Details.

   1. Amount

   2. Card Number

   3. Expiration date in MMYY format

   4. CVV/CVC/CID for the card.

      

3. The customer provides the following billing details and clicks to continue to Continue to Checkout.

   1. First Name and Last Name

   2. Email Address

   3. Street Address

   4. City, State, ZIP Code, and Country

      

4. The customer is able review the Payment Summary before submitting the payment. The customer must successfully complete the reCAPTCHA challenge before they can click Confirm Order.

5. Customer can review the payment confirmation. This screen specifies where the email invoice has been sent. The can click Exit once they are done reviewing this page.

   

Creating an Account

Navigate: Merchant Website → Check Out → MerchantE Hosted Payments Page

Customers that create an account can sign in to complete subsequent payments more quickly and conveniently using stored payment information. 

1. From the Sign In page, the customer clicks Sign Up! The Create Account screen is displayed.

2. On the Create Account screen, the customer:

   

   1. Enters First Name and Last Name.

   2. Enters Email Address.

   3. Enters Password.

   4. Confirms their Password.

   5. Clicks the check box to Accept terms and conditions.

   6. Clicks the Save & Continue button.

3. The Security Questions screen is displayed. The customer selects three security questions and provides the answers for future use in case they forget their password.

   

4. After selecting the questions, the customer clicks Register and the confirmation screen is displayed.

   

5. A confirmation email will be sent to the email address that the customer used for registration. The customer has two options:

   1. Click the unique link within the confirmation email to verify their account.

   2. Click the Continue button to go the payment information screens.

6. If the customer opts to continue with submitting their payment, they input the amount to be paid and selects New Credit/Debit Card, since there would not be a card on file.

7. The customer clicks Continue and the following screen is displayed.

   

8. After clicking continue, the Add billing details screen is displayed. The customer:

   

   1. Enters First Name and Last Name.

   2. Enters Email Address.

   3. Enters Street Address.

   4. Enters City, State, ZIP Code, and Country.

   5. Click Continue to Checkout.

9. The Confirm your payment screen appears. Customer can review the Payment Summary before submitting the payment.  The reCAPTCHA challenge must be successfully completed before they can click Confirm Order.

   

10. They will then see the Payment Confirmation screen. The customer can review the payment that has been successfully submitted. This screen specifies where the email invoice has been sent. Customers can click Exit once they are done reviewing this page.

    

Account Holder Adding an ACH Account

Navigate: Merchant Website → Check Out → MerchantE Hosted Payments Page → Member Sign in

1. On the Sign In page, the customer enters their Email Address and Password, then clicks Member Sign In. The Select a payment type page is displayed.

   

2. The Customer enters the amount to be paid, selects New Bank Account, and clicks Continue. The Add Billing Details screen is displayed.

   

3. The Customer provides the following information and clicks Continue to Checkout.

   1. First Name and Last Name

   2. Street Address

   3. City, State, ZIP Code, and Country

4. The customer then:

   

   1. Selects the Account Type from the dropdown list.

   2. Enters the Routing Number.

   3. Enters the Account Number.

   4. Confirms the Account Number.

   5. Clicks Save info for future use if they wish to save their ACH information to their account.

   6. Clicks Continue to Billing Details.

5. The Confirm your payment screen is displayed. The reCAPTCHA challenge must successfully be completed they can click Confirm Order.

   

6. They will then see the Payment Confirmation screen. The customer can review the payment that has been successfully submitted. This screen specifies where the email invoice has been sent. Customers can click Exit once they are done reviewing this page.

Account Holder Checkout

Subsequent visits to the Hosted Payment page allow Account Holders to quickly submit payments. 

Navigate: Merchant Website → Check Out → MerchantE Hosted Payments Page → Member Sign in

1. On the Sign In page, the customer types their Email Address and Password. The customer clicks Member Sign In and the Select a payment type page is displayed.

   

2. Customer types the amount they wish to pay and selects their desired payment method from the dropdown list. The customer clicks Continue and the Confirm your payment screen is displayed.

   

3. The customer can review the Payment Summary before submitting the payment. They must successfully complete the reCAPTCHA challenge before they can click Confirm Order.

4. They will then see the Payment Confirmation screen. The customer can review the payment that has been successfully submitted. This screen specifies where the email invoice has been sent. Customers can click Exit once they are done reviewing this page.

Customer Dashboard

The Customer Dashboard is the consumer section of the Hosted Payment page. It allows your customers to view their payment history, manage their stored payment options, and more.

Stored Payments

The Stored Payments tab enables your customers to manage their stored payment options. Your customers will have the ability to view their existing stored payment options, delete their existing stored payment options, or new payment options to their account.

Existing Stored Payments

A customer can select an existing stored payment option by selecting an option from the dropdown menu.

A customer can select an existing stored payment option by selecting an option from the dropdown menu.

When an item is selected from the dropdown list, the webpage will display the payment details and give the customer the option to remove the card.

• When the customer clicks the Remove Card button, a warning message will appear.

• If the card is linked to an active recurring payment plan, the warning will inform the customer that the payment method is tied to an active payment plan and cannot be removed.

• To delete the payment option, the customer will need to modify their payment method for their active recurring payments.

Add New Stored Payments

A user can add a new stored payment method in the customer dashboard. When the user clicks Add a New Card or Add a New Bank Account button, the page will display the necessary fields for the user to enter their payment information. When the user clicks Save, the card information will be validated. If the validation is successful, the payment information will be available to use whenever the customer signs in for checkout.

Example of the Card and Bank Information Fields:

Profile

Change Password

To change the password, the customer needs to enter their current password, new password, and re-enter their new password.

Update Security Questions

To change the security questions or the answers to a security question, the customer can scroll down to the security question section of the Profile tab.