Standalone charges are payments collected directly through your payment provider, with no relation to an existing NetSuite Transaction.
ZonePayments provides two methods for processing external transactions for reconciliation in NetSuite - using either the Invoice method or Payment (Unapplied) method. You can select which processing method you would like to use on your Payment Profile under the standalone charges section.
Alternatively, there’s a Charge Token option, which allows you to match an external payment, via a payment token issued by your payment provider, to an outstanding Invoice. This option allows you to pair external payments to existing transactions for seamless re-integration with ZonePayment processes and records.
Invoice Method
Selecting ‘Invoice’ as your standalone charge processing method will allow for standalone charges to generate an Invoice in NetSuite.
The Invoice will contain one line, containing the ‘generic item’ that has been selected in the Generic Item field of your Payment Profile. The Invoice will be for the exact amount of the payment and marked as paid in full, as there will also be a payment created and applied to the Invoice.
Payment (Unapplied) Method
Selecting ‘Payment (Unapplied)' as your standalone charge processing method will allow for standalone charges to generate an unapplied payment record in NetSuite.
Upon creation by the automated Zone processes - the payment will be unapplied, but can be manually applied by a user after the time of creation as long as either the accounting period of the payment remains open, or the Allow Non-G/L Changes checkbox on the accounting period is enabled.
ZP Charge Token
Found directly on your NetSuite Invoice, the ZP Charge Token field allows you to manually match an external payment token, issued by your payment provider, to a specific NetSuite Invoice.
This is most often used when a customer has made a payment directly in Stripe and there’s a need to link that payment to an open Invoice in NetSuite.
The ID of the following Stripe records may be populated into this field:
- Charge ID
- Payment ID
- Payment Intent ID
Once applied to the ZP Charge Token field, payment for the Invoice is recognized and re-integrated into ZonePayment’s Reconciliation processes; handling payments and generating the appropriate NetSuite payment transactions, just as any other payment collected through ZonePayments.
Customer Creation for Standalone Payments
- If the standalone charge in your payment provider is a ‘Guest’ payment which is not associated with a payment provider customer, then transactions will be created under the ‘generic customer’ that has been selected in the Generic Customer field of the Payment Profile.
- If the standalone charge in your payment provider is associated with a payment provider customer, and a matching NetSuite Customer record is identified, then the resulting transactions will be created under that existing NetSuite Customer record.
- If the standalone charge in your payment provider is associated with a payment provider customer, and a matching NetSuite Customer record cannot be identified, then a new NetSuite Customer record will be created with the payment provider’s ‘customer name’ set as the NetSuite Customer’s Company Name, and the resulting transactions will be created under the newly created NetSuite Customer.
Standalone Charges FAQ
Q: Can I apply Charge Tokens as payment even if the original payment exceeds the Invoice amount?
A. Yes, it’s possible to overpay the Invoice. When the amount exceeds the Invoice total amount, the Customer Payment will have an unapplied amount for the remaining balance.
Q: Can I apply Charge Tokens as payment even if it’s under the Invoice amount?
A. Yes, it’s possible to apply a Charge Token as partial payment to an Invoice. The remainder can still be collected through other means- Invoice pay, Statement or Internal.
Q: What happens if a Standalone Charge is not processed by ZonePayments?
A. If left on “Do Not Process”, any standalone charges found by the "Reconcile Payments" automation will be ignored. It’s important to understand that any payment provider payment that is excluded from NetSuite could cause an amount match discrepancy during Payout Reconciliation.