Invoices, Shipments, and Payments - Importing & Exporting with NetSuite

Invoices

Zoey Payments

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Payments are imported from NetSuite and applied to Zoey Invoices.

Settings to create an Invoice in Zoey and sync the Payment back to NetSuite are also available.

  • Import Zoey Invoices From NetSuite
    When set to Yes, an Invoice will be created in Zoey when a NetSuite Sales Order is created.
    • Enable Automatic Payments Import
      When enabled Payments will be synced from NetSuite to Zoey every 30 minutes.
    • NetSuite Invoices Statuses (one per line)
      Zoey Payments will be created when NetSuite Invoices are set to one of the following statuses. (one per line).
      Sales Orders with these statuses are expected to have been paid in NetSuite so that payment details can be attached to the Order in Zoey.
  • Void Open Zoey Invoices when importing unlinked NetSuite Invoice
    When set to Yes, any Open Bills that are not associated to a NetSuite Invoice will be Voided when a NetSuite Invoice is imported.

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    This will Void ALL Open Bills on the Order.

  • Only Create Zoey Payments if Zoey Order has Shipped
    When set to Yes, Payments will be created in Zoey only if the order has been shipped.
  • Send Payment Receipt Email
    When set to Yes, a receipt email will be sent from Zoey for the payment.
  • Shipping Cost Field
    This is NetSuite Invoice field used to set the Shipping Amount on the Zoey Payment.
  • Include Only Linked Tracking Numbers
    When set to Yes, if Tracking Numbers are enabled to be rendered in the Payment PDF, only Tracking Numbers on the NetSuite Invoice Linked Tracking Numbers field will appear.
  • Create Invoice for Specific Payment Methods

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    When set to Yes, instead of creating a Zoey Payment, a Zoey Invoice will be created.

    • Create Invoice Payment Methods
      List Payment Methods that will create a Zoey Invoice.
    • Send Invoice Email to Customer
      When set to Yes, the Invoice email will be sent to the Customer.
  • Mark Zoey Invoices as Paid if NetSuite Invoice Paid in Full
    When set to Yes, an Open Zoey Invoice will be marked as paid if its associated NetSuite Invoice has been Paid in Full.
  • Apply Payment when Invoices are Paid by Customer
    When set to Yes, when a customer pays an invoice and there is an associated NetSuite Invoice a payment will be applied in NetSuite.
    • Send Invoice NetSuite Invoice Statuses (one per line)
      An Invoice will be sent for NetSuite Invoices with the following statuses (one per line).
      Sales Orders with a status listed here will create an open Zoey Invoice.
  • Create Zoey Payments from Cash Sales
    When set to Yes, Cash Sales records will be checked in addition to NetSuite Invoice records to create Zoey Payments.
    • Cash Sale Statuses (one per line)
      A Zoey Payment will be created for NetSuite Cash Sales with the following statuses (one per line)

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How are Credit Card payments handled in Zoey?

Click here to learn about CC Authorization and Capture of payment.


NetSuite Invoices

  • Create NetSuite Invoices
    When set to Yes, an Invoice will be created on NetSuite Sales Orders when a Zoey Payment is created.
  • Order must be Fulfilled before Invoiced
    Set this to Yes if your NetSuite rules require that Sales Orders be fulfilled before being Invoiced.
  • Apply Payment to NetSuite Invoices
    When set to Yes, a Customer Payment will be applied to a NetSuite Invoices when a Zoey Payment is created.
    • Apply Payment to Invoice Payment Methods
      Select the Payment Methods that should apply the payment to NetSuite Invoices.
  • Add Discount as Line Item
    When set to Yes, any Discount on a Zoey Payment will be added as a separate Line Item on the NetSuite Invoice.
    • Discount Line Item ID
      The NetSuite Item ID to use for the Discount Line Item.
    • Discount Line Item is Taxable
      When set to Yes, the Discount Line item will be flagged as taxable.

Payment Field Mapping

  • Payment Field Mappings allows you to sync a NetSuite Field to a Zoey Payment Field.

Shipments

Zoey Shipments

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Press the Import Shipments button to begin importing Shipments from NetSuite to Zoey based on the settings below.

  • Import Zoey Shipments From NetSuite
    When enabled, Item Fulfillments created in NetSuite will create Shipments in Zoey.
    • Enable Automatic Shipment Import
      When enabled Item Fulfillments will be synced from NetSuite to Zoey every 30 minutes.
  • Send Shipment Email
    When set to Yes, a New Shipment Email will be sent to the Customer from Zoey.
  • Only Import Shipped Fulfillments
    When set to Yes, only NetSuite fulfillments with a status of 'Shipped' will be imported. Otherwise all fulfillments on the Sales Order will be imported.
  • Invoice and Pay in Zoey when Shipment Created
    When set to Yes, a Zoey Invoice will be created and Marked Paid when a shipment is imported from NetSuite. Depending on your Payment settings, this may also create an payment in NetSuite.
    • Send Payment Receipt Email
      When set to Yes, the invoice email will be sent when an invoice is created when a shipment is created. This is a separate setting from Send Invoice Email in the Invoices section above.
  • Limit Invoice and Pay on Shipment to Specific Payment Methods
    When set to Yes, a Zoey Invoice and Payment will be created when a shipment is imported from NetSuite only for the specified payment methods.
  • Skip Shipment Import Order Statuses
    Orders with the following Status(es) will be skipped when importing Item Fulfillments into Zoey. If an Order with a status in this list is skipped and the Order Status is removed from this list, the Order will remain flagged to skip. To add an Order to be checked again, use the Order History grid on this page, click the Order you wish to un-skip and set Skip Shipment Import to No.
    If no Order Statuses are defined here, then all Order Statuses will be checked.

NetSuite Item Fulfillments

  • Create NetSuite Item Fulfillments
    When set to Yes, an Item Fulfillment will be created on NetSuite Sales Orders when a Zoey Shipment is created.

Item Fulfillment Field Mapping

  • Payment Field Mappings allows you to sync a Zoey Shipment Field to a NetSuite Fulfilment Field.

Credit Memos

Zoey Credit Memos

  • Import Zoey Credit Memos From NetSuite
    When set to Yes, a Credit Memo will be created on NetSuite Sales Order Payments when a Zoey Credit Memo is created for a Zoey Payment.
    • Send Credit Memo Email
      When set to Yes, the Credit Memo email will be sent from Zoey.

Netsuite Credit Memos

  • Create NetSuite Credit Memos
    When set to Yes, a Credit Memo will be created on NetSuite Sales Order Payments when a Zoey Credit Memo is created for a Zoey Payment.
  • Add Adjustment Refund Line Item
    When set to Yes, the Adjustment Refund from a Zoey Credit Memo will be added as a Line Item to the NetSuite Credit Memo.
    • Adjustment Refund Line Item ID
      The NetSuite Item ID to use for the Adjustment Refund Line Item.
  • Add Adjustment Fee Line Item
    When set to Yes, the Adjustment Fee from a Zoey Credit Memo will be added as a Line Item to the NetSuite Credit Memo
    • Adjustment Fee Line Item ID
      The NetSuite Item ID to use for the Adjustment Fee Line Item.
  • Create for Partial Refunds
    When set to Yes, a Credit Memo will be created using a placeholder NetSuite item when a Zoey Credit Memo is created with a partial refund that does not contain any items.
    • Partial Refund Item ID
      The NetSuite Item ID to use for Credit Memos that do not contain items.
  • Refund NetSuite Credit Memos
    When set to Yes, a refund will be applied to the NetSuite Credit Memo when it is created.
    • Credit Memo Refund Account
      Select the Refund Account from the dropdown menu.
    • Credit Memo Payment Method
      Select allowed payment method for NetSuite Credit Memo.

Credit Memo Field Mapping

  • Zoey Field
    Select the field in Zoey you want to sync with a field in NetSuite.
  • NetSuite Field
    Enter the field from NetSuite to map to the field you selected for the Zoey Field.
  • Add Field (Button)
    Add as many additional field mappings as needed.