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:

Select the form you customized with the Link to Pay in previous steps.
Select the Link to Pay Configuration.
Ensure a billing address is selected for the Invoice or Quote being created.

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.

Note: Customer Deposits are normally posted in NetSuite within 15 minutes of customer payment.

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.

Enabling 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.

Caution: It is difficult to disable Invoice Groups after they have been enabled. Invoice Groups cannot be disabled if invoice group records are present. This includes any records generated for invoice groups.

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

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

From the Lists dropdown menu, select Customers within the Relationships submenu.
Select the customer by clicking the Edit link.
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

Add Invoices to Invoice Groups

Navigate: NetSuite → Transactions → Sales → Create Invoices → For Invoice Grouping

Select Create Invoices from the Sales submenu of the Transactions dropdown menu.
When creating an invoice, enabling For Invoice Group will add the invoice to the list of invoices available for grouping.

Note: When For Invoice Group is enabled for a customer, the customer Link to Pay details will not be displayed. The invoice can no longer be sent for payment individually.

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

Select Group Invoices from the Sales submenu of the Transactions dropdown menu.
Select the invoices to be grouped and click Submit. The Process Status screen appears. The invoice group has been created when the Submission Status column is marked Complete.
Click the Complete link. The Processed Records screen appears. Invoice Group names are generated automatically or configured manually. For more information, see Numbering Invoice Groups.
Click the Invoice Group link in the Result Record column to view the invoice group record.

Removing an Invoice from an Invoice Group

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

Display the Invoice Groups list by clicking List in the Group Invoices submenu.
Select the Invoice Group by clicking the View or Edit link.
Click Remove From Group.
From the Remove Invoices From Group screen, check the box for the invoices to be removed.
Click Remove From Group.

Deleting an Invoice Group

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

Display the Invoice Groups list by clicking List in the Group Invoices submenu.
Select the Invoice Group by clicking the View or Edit link.
From the Actions dropdown menu, click Delete.

Submit Invoice Groups 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.