Failed Bills (NetSuite)
This article serves as a resource to assist you in resolving error messages or issues that may arise with failed bills.
Error Messages
This usually happens when the bill is tied to an Accounting Period that was locked before your payment plugin was installed. The plugin is designed to respect pre-existing locks.
Solution:
Go to Setup -> Accounting -> Manage Accounting Periods.
Click the closed period associated with the bill.
Check the Allow Non G/L changes box and save. This action permits the payment execution without opening the period for general ledger changes.
Vendor Bills that are associated with an Accounting Period that is locked after the plugin has been installed will not be impacted.
This occurs when a Bill Payment was previously applied and then manually voided in NetSuite. NetSuite will allow you to change the data fields on the Vendor Bill, but will not allow you to change the system-generated Bill ID.
Solution: You must create a brand-new Vendor Bill to process the payment through the plugin.
There is a discrepancy between the mandatory fields required on your Vendor Bill form and the fields required on your Bill Payment form. NetSuite needs them to match.
Solution:
Go to both the Vendor Bill and Bill Payment forms and click Customize (top right).
Ensure that the mandatory requirements for all fields (under Screen Fields and Sublist Fields), like Department and Class, are identical on both forms.
Alternatively, remove the mandatory requirement for these fields entirely on both forms.
The vendor's address has the Override checkbox enabled on the Vendor record.
Solution:
Navigate to the affected Vendor record.
Find the Address sub-tab and click the pencil icon next to the address.
Uncheck the Override checkbox in the pop-up and Save.
If the payment still fails, open the affected Bill, click Edit, and re-select the newly saved address under the Billing sub-tab to refresh the bill's reference. Save the Bill and retry the payment.
The payment failed, and the plugin couldn't successfully void the transaction because a field (usually the Memo) is marked as mandatory on the underlying Journal Entry form.
Solution (Modify Journal Form):
Go to Customization -> Forms -> Transaction Forms.
Find and Edit your preferred Journal form.
Click the Screen Fields sub-tab.
Find the field listed in the error (e.g., Memo). Uncheck the Mandatory box and click Save.
The system recognizes the bill(s) as previously paid and already having a status of pending or completed. The system will reject the new request to prevent accidental duplicate payments. Solution Options:
- Submit a detailed ticket (reference the vendor, bill ID, amount, and time of the blocked payment) to the support team. The support team can correct the status of the previous payment, allowing you to resubmit.
- If you need an immediate solution, create a copy of the blocked bill and submit the new copy for payment.
This error occurs when the bill(s) selected for payment are linked to a subsidiary that differs from the subsidiary linked to the NetSuite account used for the payment attempt.
Solution: To resolve this error, you will need to ensure that the subsidiaries for both the bills and the NetSuite account match during their payment run.
In other cases, where the Account is not mentioned, the error is typically linked to a specific field on the bill (e.g. you have entered an invalid field value for: Class, Location, Department, etc). In such cases, the Class, Location, and Department inputted on the bill is currently marked as Inactive in NetSuite. NetSuite will prevent the successful payment of a bill where something inactive has been entered on the bill.
Solution: To resolve this issue, you will navigate to the Class, Department or Location pages (depending on the error) in NetSuite, click Show Inactive, and temporarily mark the Class, Department, or Location listed on the bill active (by unchecking the Inactive box). Upon saving the changes, the customer can re-process their payments and then reset the information as Inactive again afterwards. There is no way around this error, even if the customer opts to no longer show the Class, Location, or Department field on their bill, as NetSuite will still store this information on the bill, producing the same error again.
In this case, NetSuite is preventing payment because the vendor is currently marked as Inactive.
Solution: To resolve this, simply uncheck the Vendor is Inactive box on the vendor record to make the vendor active again and retry the payments.