Approving Customer Payments

Approving Customer Payments with Payment Holds

Customer payments that are subject to a payment hold are initially saved with an “Unapproved Payment” status and will not be posted until they are reviewed and approved.

To manage payments with payment holds, you can review the payment event details and decide on the appropriate action, which could include deleting the customer payment transaction or overriding the payment hold after a thorough examination.

There are two methods for approving customer payments with payment holds:

1. Manual Approval: To manually approve a customer payment, follow these steps:
   • Open the customer payment in question.
   • Locate and click the “Override Payment Hold” button.
   • The ledger account used for the transaction is determined based on the account selected on the payment method record.
   • Please note that only users with a role that includes the “Override Payment Holds” permission can access the “Override Payment Hold” button on a customer payment transaction.
2. Automatic Approval: In certain cases, the payment gateway may later confirm the payment by sending a new request to NetSuite. The transaction status will change based on the request’s status:
   • If the request contains an “Accept” status, the transaction’s status automatically changes to “Deposited” or “Not Deposited.”
   • If the request contains a “Reject” status, the transaction remains non-posting and retains the “Unapproved Payment” status.

Approving Online Customer Payments

To approve an unapproved customer payment, follow these steps:

1. Locate the customer payment that needs approval.
   Note: You can access a list of unapproved customer payments on the “Unapproved Customer Payments Register” page, found at Setup > Accounting > Manage G/L > Chart of Accounts.
2. Click “Edit” to access the payment details.
3. On the Payment subtab, check the “Credit Card Approved” box.
4. Click “Account” and select the appropriate bank account for this payment.
5. Save the changes.

After following these steps, the payment will be reflected as a deposit in your bank account register.