Payment Automation

1. Enable Payment Automation Feature

1. Navigate to SquareWorks > Automate > Home using the Administrator role. Press the gear icon in the upper right to go to Automate settings.

2. Enable Payment Automation by clicking the Enable button and confirming the enablement of Payment Automation.

2. Create Business Entities

Business entities represent the unique legal entities that a company may own or operate. These are typically represented by Subsidiaries in NetSuite. Each business entity that needs to send money through the Payment Automation feature needs to be created & verified following the steps below.

1. Navigate to SquareWorks > Automate > Home using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. In the Automate Setting sidebar, expand the Payment Automation Section and select Business Entities. Begin the process of onboarding one of your business entities by clicking the Create Business Entity button.

1. Provide all necessary information for your business:

• Business Name: This is the Legal Name of your business.

• Email: The email address that should receive notifications relating to this business entity, such as completed or failed payments. Note: If you have multiple business entities, typically represented by subsidiaries in NetSuite, each email address must be unique.

• AP Contact Information: This information is displayed at the bottom of email communication with payees.

• Transaction ID Prefix: The optional prefix to add to all transaction IDs for this Business Entity This assists in the reconciliation process.

1. Once complete, click Save.

2. Repeat for any additional business entities that need to send payments.

3. Verify Business Entities

After pressing Save, you will be requested to provide additional information to verify your business, its controller and beneficial owner(s). Click here for step-by-step directions on how to successfully verify your business, or click the link below:

4. Enable Payment Options

After your business entity has been verified, you will be allowed to enable ACH and Check payment Options.

Enabling Pay Via ACH

1. Navigate to SquareWorks > Automate > Settings using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. Click on the business entity name.

   
3. Press Setup next to the Pay via ACH box, toggle the switch to "Enabled", and press Save.

   

Enabling Pay Via Check

1. Navigate to SquareWorks > Automate > Settings using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. Click on the business entity name.

   
3. Press Setup next to the Pay via Check box and toggle the switch to "Enabled"

4. Enter the following information to be printed on all checks issued for this business entity.

   • Business Name - The name of the business as you desire it to be printed on the check

   • Address - The street address of the business as you desire it to be printed on the check

     • Address 1

     • Address 2 (Optional)

     • City

     • State

     • Zip Code

   • Logo (Optional) - Optionally provide a logo to be printed in the upper left corner of the check stock.

   • Signature - Provide a signature image of the authorized signer for this business entity. Check signature should be 5in x 2in @ 150dpi. PNG (recommended) and GIF images are supported.

   • Allow As Payee Preferred Payment Method - When this setting is enabled, payees can select "Check" as their preferred payment method during onboarding. If this setting is disabled, but Pay via Check is still enabled, payees who choose ACH will still be required to provide backup check payment details.

     • To completely remove the requirement for backup check payment details, you must disable Pay via Check on the Business Entity settings

   

5. Add Funding Sources

Once your business entity information has been verified, you will need to provide at least one funding source. A funding source represents your bank account(s) sending money.

1. Navigate to SquareWorks > Automate > Settings using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. In the Automate Setting sidebar, expand the Payment Automation section and select Funding Sources.

2. Click on the Create Funding Source button to being adding a funding source.

1. Provide details for the funding source to be added:

• Business Entity – The business entity that was just created that this funding source should be linked to

• Account Name – A descriptive Name of this account to show up in reporting (example: ABC Bank 4567)

• Account Number – The Bank account number

• Routing Number – The routing number of your financial institution

• Account type – define whether this is a checking or savings account

• Next Check Number - When Pay Via Check is enabled for the corresponding business entity, optionally specify the next check number to be used with this account.

1. Click Submit to save the information.

1. Repeat the process for any additional funding sources needed.

6. Verify Funding Sources

1. Navigate to SquareWorks > Automate > Settings using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. On the sidebar, expand the Payment Automation options and select Funding Sources.

1. Click on the name of the funding source in the table to open up the record.

1. Click the Verify button in the upper right hand corner.

1. Provide the values of the two micro deposits received (in any order) into the funding source account and click Submit.

1. The Account verification has been complete. Repeat for any additional funding sources that need to be verified.

7. Link Bank Accounts

1. Navigate to SquareWorks > Automate > Settings using the Administrator role or as an employee who has been granted permission to manage business entities. Press the gear icon in the upper right to go to Automate settings.

2. On the sidebar, expand the Payment Automation options and select Link Bank Accounts.

1. Map your NetSuite GL Bank Accounts to any necessary Automate Funding sources that have been added and click Submit.

8. Configure Permissions

Automate permissions allow users or roles to complete certain tasks like sending invites, managing business entities, and releasing payments.

1. Navigate to SquareWorks > Automate > Home using the Administrator role. Press the gear icon in the upper right to go to Automate settings.

2. On the sidebar, select Permissions.

1. Click on a permission group to assign to a particular role or Employee

1. Assign the permission group to employees or roles using the Add employees or Add Roles buttons.

1. Click Save

   

2. Repeat for any additional permission groups that need to be assigned.

Permission Group Definitions

9. Importing Payees

Automate allows for importing ACH payment information and addresses you already have on file as payment methods when adding a Payee.

Note: ACH payment information must be confirmed through an invite before it can be used.

1. If available, add ACH account number, routing number, and account type to the employee/vendor record record in NetSuite through CSV import. The following fields on the NetSuite Vendor Record need to be populated.

1. Navigate to SquareWorks > Automate > Home and select Payees in the side bar.

1. Click Import New Payees in the upper right hand corner.

1. Expand the Advanced Import Options and enable the desired options. Select the vendors/employees you wish to import as Automae Payees.

1. If invites are enabled, select the business entity to send from and click Submit

Alternative Solution: Advanced Vendor Onboarding

If you're using our Advanced Onboarding Solution, there is no need to import your payees. Once a vendor completes an advanced form, Automate will create a Payee record.

When creating an Advanced Form, select 'Automate Payment Method' from the type dropdown. Similar to standard invite payee, the vendor will be able to input their routing and account information, bank account type, select their preferred payment method, and opt-in for terms of service. Refer to our configuration guide for more information on Advanced Vendor Onboarding.

Notes About Importing Payment Methods:

• The fields on the vendor/employee record used for importing are not visible on forms within NetSuite and must be added via CSV import or scripting. These fields are also not updated after importing if payment information changes. The fields are only used for initial import.

• When importing both ACH and Check payment methods, ACH will be marked as the default payment method.

• Imported payment methods do not require payment method approval prior to use, however an invite (via Payee Invite or Advanced Vendor Onboarding) must always be accepted by the payee before ACH payments can be sent. Checks can be used immediately after being imported.

10. Configuring Advanced Settings

Always attach CSV remittance to emails - When enabled, emails sent to payees to provide payment notification, always include a CSV attachment with remittance details. This overrides the default behavior, which only includes a CSV attachment if more than 25 remittance lines are included.

Enable Custom Remittance Columns - When enabled, the default remittance table used in remittance emails, CSV attachments, and on printed checks will be overridden by up to 5 defined columns. Columns will display in the order entered (Column 1 being the first column in the table)

• Field - Define a field that should be included within the remittance. If "User Defined" is selected, be sure to define a field in the lookups section of the settings.

• Column Header - Define the label that should be used at the top of the remittance table for this column

NetSuite User Defined Field Lookups - Optionally define how we should lookup user defined fields. The lookup field specified must be a SuiteScript transaction body field ID from the applied transactions.

Field IDs for Suitescripting may be different from IDs used within NetSuite Saved searches. To find Suitescript fields IDs in the transaction table, use the Record Catalog available within your instance of Netsuite under Setup > Records Catalog. Not all fields listed in the transaction table may be available on the Purchase (vendor bill/ vendor credit) transactions.