The following procedure outlines the setup of YayPay and NetSuite to support the payment integration from YayPay to NetSuite. 

(refer to: https://yaypay.helpjuice.com/payments for YayPay's payment features)

The prerequisite for this is that your Payment Processor Gateway / Merchant credentials are configured in YayPay.

1. Enable YayPay to send the payment information to NetSuite

Log into YayPay and go to Settings > Integrations > Manage Business Systems > NetSuite:

1. Check the box “Create payments” (this is to direct YayPay to send payments to NetSuite)
2. Before Saving, you will need to re-enter the Consumer / Token Secret information 
3. Click Save

In essence, the "Create payments" checkbox is to turn on the Payment integration from YayPay to NetSuite, where the payment information, by default, is sent to NetSuite as undeposited funds.

2. Mapping to NetSuite Payment Entities

The NetSuite ERP System has the following payment entities:

• Payment Method
• Payment Option

Payment Method

The payment created in YayPay through this integration can be mapped to similar Payment Types in your NetSuite system (only for payment methods). To do this, you should go to Settings > Business > Payment Types Configuration.

The Payment Types that you select and map to will be pushed to NetSuite and eventually shown under the Payments tab of the Statement page, in addition to the same payment created in NetSuite with the mapped Payment methods.

For example, if the mapping selected was Credit Card to Cash on YayPay’s Business Settings page, all Credit Card payments attempted through YayPay will be shown to have a Payment Type of Cash. If no mapping is selected, the Payment Type will be blank. This information may be applicable if you are also using the Advanced Reporting module in YayPay to differentiate Payments by Payment Types.

By default, YayPay creates payments and uses the Payment Method option. Thus, your account in NetSuite should include the Payment Method too.

Payment Option

If your NetSuite account includes the Payment Option entity, you should map and configure one of the following payment types in YayPay so that YayPay can create the payment in Netsuite without errors:

• Cash

  
  

• Check

  
  

 Also, in YayPay, you should open Settings > Integrations > NetSuite Connector, and check the Use Payment Option checkbox.

Note: It is very essential that the selected payment method in YayPay should be included in the Payment Option drop-down field in NetSuite.

3. Additional Permissions to also include/adjust in NetSuite

Log into NetSuite to also update the permissions associated with the Role that was set up for the sync between NetSuite and YayPay.

1. Log in as the NetSuite Administrator
2. Navigate to Setup > Users/Roles > Manage Roles (look up the YayPay Web Services role that was set up for the AR Sync)
3. Go to the Permissions sub-tab to update the levels for Transactions, Lists, and Setup

Updates to Transactions Permissions:

IMPORTANT: Add or update the permission on Transactions so that Customer Payment is at the "Edit" level.

The rest of the items/permission levels will follow this screenshot:

Updates to Lists Permissions:

IMPORTANT: Add or update the permission on Lists so that Currency is at the "Edit" level. Include Tax Records also at the "Edit" level. Without these changes, the integration will not work due to insufficient permissions. 

The rest of the items/permission levels will follow this screenshot:

If you do not find the Currency item, it is likely that your Netsuite system is not yet enabled with Multiple Currencies. Do so by going to Setup > Company > Enable Features

Updates to Setup Permissions:

IMPORTANT: Add or update the permission on Setup so that Custom Lists is at the "Edit" level

The rest of the items/permission levels will follow this screenshot:

What happens if you do not see payment information in your Netsuite system after adjusting the permissions?

To the extent possible, the necessary permissions required for the payment integration have been included in this document. 

There may be additional settings required to be added which YayPay Support will communicate to you (specific to your NetSuite instance - this will only be known in consultation with YayPay’s Engineering team based on their log analysis you provide, e.g.: 

e.g.
 Detail: INSUFFICIENT_PERMISSION Permission Violation: You need the 'Lists -> XXXX' permission to access this page. Please contact your account administrator.

e.g.
 Detail: INSUFFICIENT_PERMISSION > You do not have permission to set a value for element exchange rate due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled.

You should provide the NetSuite Log files (go to Setup > Integration > Web Services Usage Log) and use the Record Type: "CustomerPayment" and Action: "add" to download and provide the Request and Response logs in XML:

4. Viewing Payment information in NetSuite

Successful Payments captured through YayPay will be sent to NetSuite. Payments in YayPay can be:

• Payment made against one or several invoices
  Refer to: https://yaypay.helpjuice.com/payments/payment-flow-from-internal-statement-page 
• Payment made at the Account level
  Refer to: https://yaypay.helpjuice.com/payments/auto-recurring-payments 

To validate this, log into your NetSuite system. Go to Transactions > Customers > Accept Customer Payments > List to view the transactions:

Click on View or Edit to look at the appropriate payment transaction – it should also be shown as “Applied” against the Invoice that the payment was made for

Note:

• The Memo field contains the prefix "Yaypay" to denote that this was sent from YayPay. The rest of the string/characters represent the Transaction Code from the Payment Processor (similar to what you would find in the YayPay Payments Report explained later)
  
  
• Payment info will be typically sent to NetSuite as an undeposited fund (into the Undeposited Fund Account) unless you selected an Account linked to your Bank, which is configured under the Business Settings page of YayPay:

• Apart from Bank accounts, YayPay is also able to sync AR accounts with NetSuite.

• If an Account is chosen for YayPay to send the information to in NetSuite, the following has to be done also on the NetSuite side, i.e. to expose the Account field by clicking on the "Show" checkbox (this is done by clicking on Customize on the top right corner):

• Make sure the Department field is NOT set to be mandatory:
  • If you have a Customized Form for Payments, go to Customization > Forms > Transaction Forms. Then go to Screen Fields tab > Main Subtab, disable the Department field under the MANDATORY column (i.e., make it OPTIONAL), and click "Save":
    
  • If you do not have a Customized From for Payments, go to Setup > Accounting > Accounting Preference, disable the "Make Department Mandatory" preference in the General tab, and click "Save".
  
  
• If payment is made to a customer who is linked to an inactive subsidiary, such payment cannot be pushed to ERP (an error occurs!).
• YayPay system supports pushing payments made by a parent business for its child company. In order for this to work properly, enable consolidated payments option in NetSuite: Setup > Company > Enable Features > Accounting (subtab) > CONSOLIDATED PAYMENTS 

• NetSuite doesn't allow to push payments in case the customer has status PROSPECT. It must have the status of the Customer or Project to accept payment. 

5. Frequently Asked Questions

Is the Payment Integration to NetSuite affected if the "PAUSE ALL" button is pressed (the button is found in the Settings > Integrations page of YayPay)

Yes, the Pause All operation pauses both the AR Sync from NetSuite to YayPay and the Payment creation from YayPay to NetSuite

What does the 101 error code mean?

If you see a 101 error code, this usually means the Payment Type (e.g. ACH Payment) linked to your Merchant Profile provided by the Payment Processor may not be established yet, hence the ACH payment transaction captured via YayPay is shown to be not successful, and no transaction will also be pushed to NetSuite.

Why can't I allocate the payment pushed to NetSuite?

If you push a payment that is not allocated to any invoice in YayPay, NetSuite will display such a payment, but will not allow allocating it to any document. This is due to NS internal design issues, that's why it is a good idea to apply payments to invoices in YayPay before pushing them to ERP.