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Vendor Payment Manager overview

Dev Chidipi
Updated

Vendor Payment Manager is a Celigo integration app that automates the transfer of accounts payable files between NetSuite and your banks. It supports scheduled and on-demand file transfers in both directions, and handles PGP encryption and decryption to meet bank security requirements. Use this article to understand how the app works before setting it up.

Vendor Payment Manager automates the movement of payment files between NetSuite and your banks, replacing manual file exports and uploads. It transfers outgoing accounts payable files from NetSuite to the bank, and incoming acknowledgment and payment summary files from the bank back to NetSuite. Transfers can run on a schedule or on demand, and the app supports PGP encryption for outgoing files and decryption for incoming ones.

This article covers the key concepts behind Vendor Payment Manager: data flows, encryption and decryption, supported file formats, saved search flows, and after-transfer actions. For setup instructions, see Install the Vendor Payment Manager integration app.

Data flows

Vendor Payment Manager organizes file transfers into data flows. Each flow represents one automated file transfer between NetSuite and a bank, for a specific file type and direction.

Flows are grouped into two sections based on the direction of the transfer:

  • NetSuite to Bank: Transfers outgoing accounts payable files (such as ACH or NACHA payment files) from a NetSuite file cabinet folder to the bank's FTP or SFTP server.
  • Bank to NetSuite: Transfers incoming acknowledgment and payment summary files from the bank's FTP or SFTP server to a NetSuite file cabinet folder.

You can run a flow on demand or set it to run automatically on a schedule. For instructions, see Run and schedule data flows in Vendor Payment Manager.

Your subscription determines which flows are available in your account. If you need to transfer files to more than one bank, you can add a bank for each one, and a separate set of flows is created for each bank.

Banks

You can connect multiple banks to Vendor Payment Manager. Each bank requires a separate license, and adding a bank creates a set of data flows specific to that bank.

To add a bank, see Add a bank to Vendor Payment Manager.

Encryption and decryption

Vendor Payment Manager uses PGP (Pretty Good Privacy) encryption to protect file transfers.

Outgoing files (NetSuite to Bank): The app encrypts the file using the bank's public key before sending it. You store the bank's public key in the General section of the app settings. Two encryption modes are supported: plain encryption and encryption with signature. Encryption is not available for saved search flows.

Incoming files (Bank to NetSuite): If the bank sends encrypted files, the app decrypts them using your private key. You store your private key in the General section. Decryption is not supported for files that are both encrypted and signed.

To set up PGP keys, see Configure PGP encryption for Vendor Payment Manager.

Supported file formats

NetSuite to Bank flows support common accounts payable file formats including ACH or NACHA, .txt, and .XML. Any file format can be used as long as it is in plain text. Formats such as EDI, wire, or check files are supported only if they are in plain text format.

Bank to NetSuite flows support .txt files only.

Saved search flows always generate a CSV file from the NetSuite saved search results, regardless of the format of the underlying records.

Saved search flows

In addition to transferring existing accounts payable files, Vendor Payment Manager can generate a file from a NetSuite saved search and send it to the bank. This is useful when you want to create a custom file based on a query you define in NetSuite rather than using a pre-generated file.

When a saved search flow runs, the app reads the saved search, generates a CSV file from the results, and transfers it to the bank's FTP or SFTP server.

The following constraints apply to saved search flows:

  • The saved search must be set to Public and Active in NetSuite for the app to access it.
  • Supported NetSuite record types are Vendor and Transactions.
  • PGP encryption is not supported for saved search flows.

For configuration details, see Configure a NetSuite saved search file transfer.

After-transfer actions

For NetSuite to Bank flows, you can specify what happens to the source file in NetSuite after it is successfully transferred. The following options are available:

  • Delete: The file is deleted from the outbound folder.
  • Archive: The file is moved from the outbound folder to a folder you specify.
  • Mark as Processed: The file stays in the outbound folder but is not picked up in subsequent flow runs.

Every file that transfers successfully is also copied to a custom folder within NetSuite for logging and audit purposes. You manage the contents of that folder manually from the NetSuite file cabinet.

Note: After-transfer actions are not available for saved search flows.