Cancelling and Tracking Payments

Abstract

Organizations using SquareWorks Automate to manage payments in NetSuite benefit from enhanced visibility and control across the payment lifecycle. This article outlines how administrators can cancel a payment before it’s finalized and track payment status after release.

For example, a business may need to cancel a vendor payment while the ACH is in pending state.

This guide explains how to cancel payments from the Ready for Release queue and monitor the status of payments through the Payment History queue.

Cancelling Payments in the Ready for Release Queue

You can cancel a payment directly from the Ready for Release queue before it is released. This is useful in cases where payment was already issued through another channel, such as in person, by check, or via a vendor portal.

Follow these steps to cancel and track payments:

1. To access the Ready for Release queue, hover over SquareWorks, then Automate, and click on the Home tab:

   

2. Next, click Payee Payments and select Release Payments, which will take you to the Release Payee Payments page:

   

3. Then, to cancel a pending payment, select the payment from the list of records:

   

4. To remove the payment from the release cycle, click the Cancel Selected button and the Confirm button to confirm your action:

   

Cancelling Transactions After Release

How can I cancel a pending ACH payment?

If a payment is released by mistake, you have up to 1 minute to 'Cancel Selected' outstanding payments using the 'Release in Process' table found in the 'Release Payments' table.

If the ACH Credit hasn't settled yet (it's been less than 4-5 business days since release) you should reach out to our team at [email protected] with the transaction ID to request a cancellation.

How can I request an ACH Reversal after the payment has completed?

You can file for an ACH Reversal up to 4 business days after the ACH credit settlement date if there was a duplicate payment, incorrect amount, or incorrect vendor bank account number. You must reach out to your team at [email protected] and provide more details around the reason for the request.

Tracking Payments After Release

Once a payment is released, it automatically moves to the Payments History queue. This allows administrators to track their progress from initiation to completion, offering transparency into both ACH and Check payments.

1. To monitor payment status, navigate to the Payment History from the Payee Payments menu:

   

2. For real-time updates, look at the Status column — for example, ACH Pending will eventually update to ACH Success once completed:

   

3. For more information, you can click into the row. You can click into Netsuite Transaction Id to directly refer back to the bill payment record in NetSuite:

   

This concludes the process of cancelling and tracking payments.