To collect payment for Transactions (Invoices or Sales Orders) that existed in the system prior to the installation of ZonePayments, generate Payment Links.
Payment Links are clickable links that are automatically added to Transactions or Customer records when new records are created or existing ones are modified. This functionality provides your customer with an easy way to pay their bill directly from a link provided via email or PDF.
The Payment Link directs your customer to a Payment Page where they can review their bill(s) and enter payment details, which are then processed through your third-party payment provider (i.e. Stripe).
Note: You may skip the following steps if you do not wish to bulk generate Payment Links for records that existed in the system prior to the installation of ZonePayments.
Prerequisites
Before you generate your Payment Links ensure that all Connection steps have been completed.
Payment Links & Automated Processes Overview
After installing the ZonePayments bundle, Payment Links are generated automatically anytime a new record is created or an existing record is modified.
To ensure that Payment Links are applied to Customers and open Transactions that existed in the system prior to the installation of ZonePayments there are two automated processes that must run:
- Process Payment Links - Customer
- Process Payment Links - Transaction
Because Payment Links are specific to a particular Payment Profile, it is important to run both of these processes if you add new Payment Profiles. Similarly, when you deactivate/delete Payment Profiles it is important to run both of these processes to remove payment links.
Note: If these processes are not run during initial setup, open Transactions that existed in the system before the installation of ZonePayments, will not have a Payment Link.
Generating Payment Links
It is recommended that the following two ‘Process Payment Links’ automations are run during initial setup to ensure that Payment Links are bulk-generated and retroactively applied to Customers and open Transactions that existed in the system prior to the installation of ZonePayments.
Run the Automation: Process Payment Links- Customer
This Automation will generate the Payment Links associated with Customer records. Only run this process after you have created a Payment Profile.
- Go to Setup > Zone Payments Setup > ZP Automated Processes to view the list of Automated Processes.
- Click View next to the “Process Payment Links - Customer” automation record.
- Review the saved search criteria
- This process will execute on all of the Customer records that are returned from the saved search specified in the Search field. Click the Search Link URL to view the saved search.
- By default - the saved search will return only Active customers with the Stage of ‘Customer’. Click Edit this Search to view and update the saved search criteria to fit your needs.
- Click Save to save any changes made to the saved search.
- Return to the “Process Payment Links - Customer” automation record.
- This process will execute on all of the Customer records that are returned from the saved search specified in the Search field. Click the Search Link URL to view the saved search.
- Click Run Now
- You can view the status, review errors, and view the request and response files on the ‘Processes’ tab of the Automation record.
Run the Automation: Process Payment Links - Transactions
This Automation will generate the Payment Links associated with Transaction records. Only run this process after you have created a Payment Profile.
- Go to Setup > Zone Payments Setup > ZP Automated Processes to view the list of Automated Processes.
- Click View next to the “Process Payment Links - Transaction” automation record.
- Review the saved search criteria
- This process will execute on all of the Transaction records that are returned from the saved search specified in the Search field. Click the Search Link URL to view the saved search.
- By default - the saved search will only return Open Invoices that are posted to an Open and Unlocked Accounting Period. Click Edit this Search to view and update the saved search criteria to fit your needs. If you have ‘Allow Non G/L Changes’ enabled on all of your closed accounting periods, removing the accounting period criteria from the search may be something to consider.
- Click Save to save any changes made to the saved search.
- Return to the ‘Process Payment Links - Transaction’ automation record.
- This process will execute on all of the Transaction records that are returned from the saved search specified in the Search field. Click the Search Link URL to view the saved search.
- Click Run Now
- You can view the status, review errors, and view the request and response files on the ‘Processes’ tab of the Automation record.
Next Steps
After generating Payment Links, you’ll have two link types to share with customers. Learn more in our Payment Links and Payment Pages Overview to determine which payment interface you wish to offer.
Be sure to check out final steps in the initial setup process:
Payment Links FAQs
Q: I generated Payment Links, do I email the customer the actual link or do I attach the Invoice?
A. Payment Links are custom fields on your Transaction/Customer records. This means they can be used in standard NetSuite workflows to:
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- Add the links to email templates you send to your customers.
- Add the links to your transaction PDF layouts that you deliver to your customers
Q: Why didn’t some of my Sales Order and/or Invoices generate Payment Links?
A. Check the Subsidiary on the transaction (Invoice or Sales Order) and ensure that a Payment Profile has been set up for that line of business. If you do not see any ZonePayment related fields under the Transaction, ensure that the Custom subtab has been set to visible on your Transaction Form. These fields may be moved to any other subtab by an Admin or user with the appropriate permissions.
Q: I have several different payment provider accounts collecting payments for different subsidiaries, which means I have multiple Payment Profiles. How do I know the payment links added to the transaction are tied to the correct payment profile?
A. Payments Links are dynamic. ZonePayments will evaluate transaction data and match the correct Payment Profile with the subsidiary, this will determine which Payment Page is applied.
E.g. A customer clicks on the transaction pay link > the system will know which payment provider details to display based on the Transactions's subsidiary. Statement Pay links default to use the Customer’s Primary Subsidiary.
Q: Do I need to run these processes again every time I add a new Payment Profile?
A. Payment Links are generated automatically anytime a Transaction or Customer record is created or modified, however because Payment Links are specific to a particular Payment Profile, you must run both of these processes again if you add/remove Payment Profiles in the future.
Q: My Payment Links generated, however the Payment Page does not load any payment details.
A. Review that all settings are correct on the Payment Profile that is associated with the subsidiary listed on that Transaction or as Primary on the Customer record. Payment details will not load if API Keys are incorrect or placed in the wrong fields on the Payment Profile.