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AvidXchange Guide for Netsuite

Posted by Kevin Suh, NetSuite Administrator on Apr 27, 2021 1:23:38 PM
Kevin Suh, NetSuite Administrator

 

Avidxchange for NetSuite’s latest cloud technology is a web-based payment fulfillment service designed to provide solutions for accounting departments of all sizes. This gives you a new way to bring processing of payments into the cloud.

 You can print MICR checks to blank check stock, including digitized signatures and logos, make payments electronically with our self-managed ACH functionality, or submit payments to the AvidPay Network—and do it all without ever leaving NetSuite.

Once the bundle is installed, the Administrator must assign usage rights to those roles that will need access to the AvidXchange Service. Avidxchange requires the use of custom roles. Please make sure users are assigned to a role that has been customized. The Administrator role is the only exception. To set access levels for you need to configure permissions for required NetSuite scripts.

Setting Access Levels for Script Deployments:

From Customization< Scripting< Script Deployments, filter the list with the ‘Type’ drop down field to ‘Suitelet’. You will be able to see all of the AvidXchange scripts. After you select Edit, you will select the custom roles for each script you want to give access to. By default the Administrator role is assigned to all of the scripts. When selecting additional roles, be sure to hold down the ‘Ctrl’ key. While selecting the new roles or you can hold down the ‘Shift’ key to select a range of roles. Once you have selected the roles click the ‘Save’ button.

 

Explanation of individual scripts and their related functions:

Script ID

Description

Related Functions

customdeploy_pp_cs_unnumberchecks

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_clienthelper

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_filedownloadproxy

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_getjobstatus

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_numberchecks

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_processpayments

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_setjobstatus

Process Payments functionality

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_testprint

Printer offsets - print test page

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_ach_file_gen

ACH File Generation

Must be enabled in order to process checks and ACH

customdeploy_pp_sl_ai_invoice_list

AvidInvoice / Main invoice list

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_invoice_error_list

AvidInvoice / Error under ‘more’ or from invoice list click

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_changelog

AvidInvoice / Fix log under ‘more’

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_actions_image

AvidInvoice / View pdf image of invoice

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_actions_fix

AvidInvoice / execute pop up for fix page

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_actions_invalid

AvidInvoice / to mark with reason invalid

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_ai_actions_sync

Avid Invoice Sync

Must be enabled for AvidInvoice to function properly.

customdeploy_pp_sl_process_apn_payments

Process Payments to APN

Must be enabled for AvidPay to function properly

customdeploy_pp_sl_avid_user_form

Access to the AvidSuite User Credentials setting under Setup.

Must be enabled for AvidPay to function properly

customdeploy_pp_sl_apn_processor

APN Processor

Must be enabled for AvidPay to function properly

 

Setting Access Levels for Custom Records:

AvidXchange Service utilizes custom records which custom roles will need to be given access to. You will need to ‘Edit’ each custom role and ‘Add’ the custom record along with their access level for each record listed in the table. From Setup< Users/Roles< Manage Roles, you will need to ‘Edit’ each custom role and ‘Add’ the custom record along with their access level for each record listed in the table.

Custom Record

Level

Function

Related Function

Avid Printer Offsets

View or Edit

All

Must be enabled in order to process checks and ACH

Avid Print Status

Edit

All

Must be enabled in order to process checks and ACH

Avid Approval Status

View

If using approvals

Must be enabled in order to process checks and ACH

Avid Approval Process

View

If using approvals

Must be enabled in order to process checks and ACH

Avid Approval Groups

View

If using approvals

Must be enabled in order to process checks and ACH

Avid Payment Approver Stack

View

If using approvals

Must be enabled in order to process checks and ACH

Avid ACH Account

View or Edit

If generating ACH payments

Must be enabled in order to process checks and ACH

Avid ACH Invites

Edit

Generating ACH Invites

Must be enabled in order to process checks and ACH

Avid AI Invoice Batches

View/Edit

Submit APN Payments / View AvidPay Batch List

Must be enabled for AvidInvoice to function properly

Avid AI Imported Invoices

View/Edit

AvidInvoice / Invoice batch has many invoices

Must be enabled for AvidInvoice to function properly

Avid AI Manual Change set

View/Edit

AvidInvoice / Invoices that belong to an invoice batch

Must be enabled for AvidInvoice to function properly

Avid AI Manual Changes

View/Edit

AvidInvoice / Has many changes

Must be enabled for AvidInvoice to function properly

Avid Field Mapping

View/Edit

Map AvidInvoice Distribution fields to NetSuite Bill

Must be enabled for AvidInvoice to function properly

Avid Suite User Credentials

View/Edit

Avid User Credentials

Must be enabled for AvidPay to function properly

AvidPay Payment batch

View/Edit

Submitting APN Payments

Must be enabled for AvidPay to function properly

 

Setting Access Levels for Custom Entity Fields (ACH specific):

In order to make electronic/ACH payments to an entity, users will need access to the ‘ACH Enabled’ field. Access must be granted by Role. From Customization< Lists, Records & Fields< Entity Fields,

select the ‘ACH Enabled’ field. If users need the ability to change the type from Check to ACH, in the Process Payments screen, the Custom Entity Field ‘ACH Enabled’ MUST be granted ‘View’ access level,

and ‘Edit’ for the Search/Reporting level. Select the ‘Access’ tab; you will assign the roles that need access and their access level. After making the changes, click ‘Save’.

Other Custom Entity fields that may need to be enabled depending on what the Role needs to access:

Description

Access Level

ACH Enabled

View/Edit

Exclude From Avid

View/Edit

Avid Num Withdrawal ACH Accounts

View/Edit

PayPal Enabled

View/Edit

Avid Print On Check As

View/Edit

PayPal Email

View/Edit

Avid Signature Filename

View/Edit

Enable for AvidPay Network

View/Edit

 

Custom roles requirements:

You should be setup to process and reprocess payments after the above configuration is complete. If you cannot get any payments to show up under process payments it is because you have added a custom role that needs permissions added to it. From Setup< Users/Roles< Manage Roles< Permissions, add the following:

  • Transactions: Check | Customer Deposit | Customer Payment | Customer Refund | Pay Bills
  • Lists: Accounts | Currency | Subsidiaries | Documents and Files
  • Setup: Custom Lists | Set Up Company | Manage Accounting Periods
  • (‘View’ Access Level for Set Up Company and Manage Accounting Periods)

Avidxchange for NetSuite allows you to take advantage of the full services. Do you have more questions about AvidXchange services for NetSuite, or get guided support or training? Contact Concentrus today to discuss your needs.

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