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In Netsuite, you have the option to install an additional Suite App Bundle named “Electronic Bank Payments” (id 339110). This bundle is also often named “EFT module” or “Batch payments”. The bundle allows the user to create payment batches or direct debit batches that can be imported directly into your online bank portal by hand or with the use of the Fast Four SFTP Connector. In most situations, the bank will process the Batch as one line on the bank statement, but it can happen that the bank provides feedback with individual lines. Often it's possible to change the behavior by editing a particular parameter in the “Payment File Template”. We recommend contacting your bank for more information if needed. In this documentation, we will provide the best practices for both situations.
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To enable the automatic reversal option please read the documentation on the page “Retrieve the direct debit reversal code”. If this is set up the system will in most cases work fully automatically, but if for some reason the sytem was not able to reverse the direct debit then the user can always proceed manually.
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The original invoice is now again in the status “Open” and should automatically be included in the next direct debit batch run.
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Tracking reversal attempts
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General information
The logic of creating Direct debit reversals can further be extended to handle problematic backlog of unpaid Customer Invoices. This logic allows users to setup and track number of reversals, processed for a single Customer Invoice. By tracking the number of reversals, users can be easily notified of reversals processed, up to a defined threshold.
The defined threshold can be configured under the Bank Account configuration as “Allowed number of attempts”. When this set threshold is reached, an additional checkbox will be marked on the Customer Invoice, named “Do not reprocess direct debit“. “Do not reprocess direct debit” is aimed to tackle invoices/instalments that have been returned too often. When this checkbox is enabled, it provides the end user a notification to take an action (example - contact the customer).
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Track attempts
To enable the tracking functionality, take into consideration the setup of Retrieve the Direct Debit Reversal Code (DDR Code). This setup will retrieve the Direct debit reversal reason code and copy it to the dedicated Customer Invoice. Then, enable the RECORD DDR REVERSALS checkbox on the Bank Account Configuration. This checkbox will enable the tracking itself.
Additionally, state the NUMBER OF REVERSAL ATTEMPTS ALLOWED according to business requirements. Please note, the Number of reversal attempts starts with “0”, which means only one reversal attempt is allowed, and on the second attempt, the system will enable the “Do not reprocess direct debit“ checkbox on the Customer Invoice. This checkbox is also open for users to mark manually, in case certain invoices or installments must not be sent to the bank for a second time.
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Moreover, to match Reversed payments, make sure:
MATCH DIRECT DEBIT REVERSALS ON DOCUMENT NUMBER is enabled under the Matching preferences and
CREATE DIRECT DEBIT REVERSAL WHEN AUTO-MATCHING ON CUSTOMER PAYMENT is enabled too