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
There is no address listed for the vendor.
Solution: Enter the vendor’s address on the vendor page.
Attempting to pay a vendor outside of the United States using ACH will result in a failed bill.
Solution: Update the vendor address to be from the US or use a different payment method.
This is a result of there being no bank information entered for the vendor.
Solution: Enter the vendor’s bank information on the vendor page under the Bank Payment Details tab -> New Entity Bank Details
No template code has been entered by FISPAN.
Solution: Contact PNC Support
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.
This error is a result of paying a bill that contains unsupported special characters.
Solution: Confirm that fields on your Bill(s) do not contain any special characters.
Remove any special characters and retry the payment.
This error is a result of paying a bill during locked accounting periods.
Solution:
The plugin is respectful of Vendor Bills that are associated with Locked Accounting Periods before the installation of the PNC bundle.
Navigate to Setup -> Accounting -> Manage Accounting Periods.
Click on the closed period.
Next, click on the Allow Non G/L changes checkbox and save your changes.
This keeps the period closed while also allowing the plugin to execute a payment against the bill.
Vendor Bills that are associated with an Accounting Period that is locked after the plugin has been installed, will not be impacted.
The reason for this message is that the Bill Payment Reversal failed.
Solution: The plugin attempted to reverse a Bill Payment but was rejected. The field noted in the last part of the message may vary. This error indicates that we attempted to reverse a Bill Payment, but your NetSuite configuration rejected that attempt due to missing data.
We are unable to manipulate data sent in reversal requests based on client configurations. We kindly ask that you remove requirements for listed data objects to allow the reversal mechanism to automate Bill Payment reversals in the event of failed payments.
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.
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.