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
The vendor profile is missing an address.
Solution: Add the vendor's address on the Vendor Page.
ACH is restricted to US-based vendors. Attempting to pay vendors outside of the US using ACH will result in this error.
Solution: Update the address to a US address or switch the payment method.
Vendor bank details are missing or have not been entered.
Solution: Go to Bank Payment Details -> New Entity Bank Details and enter banking info.
Missing backend configuration. No template code has been entered by FISPAN.
Solution: Contact [email protected]
A payment for this bill was already attempted or a check was voided after being sent.
Reason: Create a new bill to make payment.
Form field requirements do not match between the Bill and Bill Payment forms.
Solution: Ensure that mandatory fields match on both the Bill and Bill Payment forms, or remove the requirements entirely. To do this, select Customize in the top-right corner of each form and verify that the Department and Class fields match under both Screen and Sublist fields.
The "Override" checkbox is active on the vendor or bill address.
Solution:
Navigate to the affected Vendor and locate the Address sub-tab.
Click the Edit (pencil) icon next to the address and ensure the Override checkbox is unchecked in the pop-up.
If the payment still fails, navigate to the affected Bill and click Edit.
Under the Billing sub-tab, use the Vendor Select dropdown to re-select the address you just updated. Click Save and retry the payment.
The bill contains characters not supported by the plugin.
Solution: Scan the bill fields for special characters; remove them and retry.
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.
NetSuite settings are blocking the bill payment reversal due to a missing mandatory field.
Solution: The plugin’s attempt to reverse a Bill Payment was rejected by your NetSuite configuration due to missing data. While the specific field mentioned in the error may vary (e.g., 'Memo'), it indicates a mandatory field requirement that is blocking the reversal.
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.
A mandatory field on the Journal Form is blocking the void.
Solution: The [Field] listed in the error message is marked as a mandatory field on the journal form. This is commonly the memo field.
Navigate to Customization -> Forms -> Transaction Forms.
In the table, find your preferred Journal form and click Edit. On the Custom Transaction Form page for your Journal, click Screen Fields.
Find the [Field] listed in the error message (e.g. memo). Uncheck the Mandatory checkbox 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.