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When you process online payments via Upflow, we can automatically import and reconcile them in real-time into your NetSuite instance so your accounting is always up-to-date. This functionality works in synergy with Autopay for complete, end-to-end online payment collection automation 💯 👉 This functionality is available with Upflow Payments. Reach out to your customer success manager to see it in action!

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Functional overview

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Basic flow

Our online payments sync for NetSuite works in parallel of the underlying physical money flow (from your customer’s bank account to yours) in 2 simple steps: Two-step flow diagram: payment imported to NetSuite as a customer payment, then deposit recorded once funds settle to the bank account
Step 1Step 2
You receive a payment from a customer via their portal for one or multiple invoices. It is immediately imported into NetSuite as a customer payment and linked to the corresponding sales invoice(s).Payments collected are deposited in daily batches to your bank account. Successful deposits are immediately recorded into NetSuite alongside all known payments-related fees.

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NetSuite GL accounts & analytics

To ensure money movements and associated operations are properly reflected in your NetSuite instance/accounting, you can configure which General Ledger accounts and header-level classifications should be used for each component from your “Payment sync” section here. Where applicable, you also have the option to specify the corresponding Department, Class & Location to seamlessly integrate with your analytical accounting workflows in NetSuite. Department, Class and Location selectors in the Upflow NetSuite payment sync settings (Optional) You can also create a dedicated payment method in NetSuite (e.g. “UPFLOW”) to easily identify and track online payments received by your platform(s). Otherwise, you’ll need to at least ensure that the Refund Method field is set as optional in your Customer Refund preferred form. Payment methods selector for Payments and Refunds when syncing data to NetSuite

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Payments

GL account: Undeposited Funds. You cannot modify this. Undeposited Funds is the NetSuite standard for representing money collected but not yet deposited to your bank account. It enables proper recording and reconciliation of deposits at the end of the chain with the standard Deposit object, as well as leverage other useful NetSuite built-in functionality and workflows like FX loss/gains accounting (more details below). ⬆️ Customer payment record in NetSuite, applied to related invoice(s). ⬆️ Customer payment GL impacts, on the AR and Undeposited Funds accounts.

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Deposits

GL accounts: specified by you. Must be an account of type “Bank”. Select the GL account corresponding to the bank account where you receive payouts from your Upflow payment account, which you set up through Stripe Express. You can add up to one bank account for each currency if multi-currency is supported for your organization:  Successful deposits are imported and automatically reconciled to payments contained within and related other objects (more details below): ⬆️ The successful deposit is posted to the specified GL account, and automatically reconciled against previously imported payments. ⬆️ Previously imported payments automatically transition from “undeposited” to “deposited”.

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Processing & surcharges

GL accounts: specified by you. Select the GL account to record the payment processing fees charged by Upflow (typically, an expense account), and if applicable the one for the card fees you pass on to customers when they pay:
Processing (“gateway”) fees GL account”Convenience” fees GL account
Processing fees GL account selectorConvenience fees GL account selector
Both are posted and automatically reconciled with successful deposits, in different tabs:
Processing fees recorded under the “Cash Back” tabImpact of processing fees in the specified GL account register
Processing fees in the NetSuite deposit Cash Back tabProcessing fees impact on the NetSuite GL account register

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Failed payments

Our integration records failed payments as a pair of a customer payment + a refund in NetSuite. This is to ensure consistent behavior across failures as some of them may be asynchronous, typically for unsuccessful direct debits.