Configuring Invoicing

The Cybersource invoicing feature enables you to create invoices and share them with your customers. You can manage invoices and import existing invoices within
Oracle NetSuite
.
If an invoice is created in
Oracle NetSuite
, Cybersource recommends you make all of the updates to that transaction on
Oracle NetSuite
 and have the feature update the corresponding invoice in
Business Center
. If an invoice is created in the
Business Center
 and imported into
Oracle NetSuite
, Cybersource recommends that all updates to that transaction be done on the
Business Center
 and have the feature update the corresponding invoice in
Oracle NetSuite
.

Enabling the Custom Transaction Feature for Invoicing

You must enable the Custom Transaction feature to use the upgraded invoicing features.
  1. In the top navigation, hover on
    Setup
    >
    Company
    . Click
    Enable Features
    .
  2. Click the
    SuiteCloud
    tab.
  3. Scroll down to the SuiteGL section, and check the
    Custom Transactions
    box.

Setting Up an Invoicing for the
Pay by Link
Feature

  1. In your
    Oracle NetSuite
    account, on the top navigation, hover over
    Cybersource Integration
    >
    SuiteApp Configuration
    . Click
    SuiteApp Configuration
    .
  2. On the top navigation, hover over
    Configuration
    >
    Invoicing
    . Click
    Create Invoicing Setup
    .
  3. Under Merchant Details, enter the required fields. Enter a name in the corresponding field for your invoicing configuration.
  4. If you are working with a
    Business Center
    Test Account, check the
    Test Mode
    box.
  5. For the
    Merchant ID
    field, enter the
    Business Center
    account merchant ID (MID).
  6. For the
    Secret Key
    field, enter the
    Business Center
    account secret key (key ID). For steps on how to generate a shared secret key, see Creating a Shared Secret Key Pair.
  7. For the
    Key
    field, enter the
    Business Center
    account merchant key (secret key). For steps on how to generate a shared secret key, see Creating a Shared Secret Key Pair.
  8. Under
    Oracle NetSuite
    Invoice Default Values, check the
    Set as Default MID
    box to add the MID you entered earlier as the
    Pay by Link
    account on new invoices.
  9. Check
    Use Invoice Number as
    Pay by Link
    Invoice ID
    box to automatically set the
    Oracle NetSuite
    generated invoice ID on the
    Pay by Link
    Invoice ID
    field (if left blank).
  10. Select a Default Invoice Action that you want set on the invoice record. This selection has to be set at the same value on the
    Pay by Link
    Create Invoice
    field when you create a new invoice. These are the options:

    ADDITIONAL INFORMATION

  11. Select the
    Default MID Config
    field, which displays the current default invoicing setup.

    ADDITIONAL INFORMATION

    The default MID cannot be inactivated or deleted. Assign another invoicing setup as the default before inactivating or deleting the default invoicing setup. If an item has auto sourcing values, which are mandatory on an invoice line level, then these values must be set on the default items present on the invoicing configuration record.
  12. Under
    Business Center
    Import Invoice Default Values, check the
    Import EBC Invoices
    box to import invoices created in
    Business Center
    into
    Oracle NetSuite
    .
  13. Select the
    On Demand Scheduler
    to run the invoices script on demand.
  14. Choose the
    Default Customer
    in case of any error while creating or updating existing customer in an invoice. Choose the same customer as the subsidiary.
  15. Choose the
    Subsidiary
    you want recorded on the invoices.
  16. Choose the
    Location
    you want recorded on the invoice.
  17. Choose the
    Item
    that defaults on the invoice when an item is not matched.
  18. Choose the
    Shipping Item
    that defaults on an invoice for shipping cost.
  19. Choose the
    Tax Item
    that defaults on an invoice for tax amount.
  20. Choose the
    Discount Item
    to add a default item on an invoice for discount amount.
  21. Choose a
    Tax Code
    to use on an invoice. The default is Not Taxable.
  22. Choose a
    Deposit Account
    to deposit paid invoices.
  23. Check the
    Default Header Only
    box to set the default header as the only option for all the invoicing transactions.
  24. Click
    Save
    .

Creating a New Invoice

You must enter all of the details in the Invoice page and then fill out the Cybersource tab to create an invoice in
Oracle NetSuite
and send it to Cybersource.
  1. In your
    Oracle NetSuite
    account, hover over
    Transactions
    , hover over
    Sales
    , and then click
    Create Invoices
    . For detailed instructions on how to complete the Invoice page, see Creating an Invoice. Then, continue following the steps in this section to complete the Cybersource portion.
  2. While still on the Invoice page, scroll down and click the
    Cybersource
    tab.
  3. In the
    Pay by Link
    MID Account
    field, select the same MID account as the
    Default MID Config
    field contains from the Configuring an Invoicing Setup section. This field contains all the active set up records, so double check that you select the correct account.
  4. In the
    Pay by Link
    Create Invoice
    field, select the same invoice action that you selected for the
    Default Invoice Action
    field in the Configuring an Invoicing Setup section.
  5. (Optional) If you want to create an invoice using a specific number, enter that number in the
    Pay by Link
    Invoice ID
    field. If you leave it blank, Cybersource auto-generates the invoice number and saves it. The invoice ID allows only letters, numbers, and special characters:
    _ -
    .
  6. If you want to allow partial payments for the invoice, enter the amount in the
    Pay by Link
    Partial Allowed Amount
    field. The partial amount entered should not be greater than the total invoice amount.
  7. Enter the email to be used to send the
    Pay by Link
    Invoice Link
    field at the transaction level. If you leave this field blank, the system sources the email address from the
    Pay by Link
    Email field on the Customer record. If that field is also blank, the system sources the email address from the standard Email field on the Customer record.
  8. Check the
    Pay by Link
    Header Only
    box if you do not want to send line-level data in the request to the
    Business Center
    . If you do want to send line level data, it cannot exceed the maximum limit of 30 lines, and you must leave the box clear.
  9. Click
    Save
    . If you exceed the line-level data limit and did not check the
    Pay by Link
    Header Only box, a warning message appears when you try to save it. You must either reduce the number of lines or check the
    Pay by Link
    Header Only box to send the header only.
  10. When you save the record, a new invoice is created in the
    Business Center
    with these details. The system saves the invoice number from the
    Business Center
    in the
    Pay by Link
    Invoice ID
    field and the status in the
    Pay by Link
    Invoice Status
    field.
  11. If an issue occurs while you are creating the invoice, the error message appears in the
    Pay by Link
    Error Message
    field. After you resolve the error, save the record again to create the invoice. For more information about the reason codes, see Reason Codes for Oracle NetSuite.

Updating an Existing Invoice

Follow these steps to update an existing invoice from
Oracle NetSuite
to the
Business Center
:
  1. On the top navigation, hover over
    Transactions
    >
    Sales
    >
    Create Invoices
    . Click
    List
    .
  2. On the Invoices page, click
    Edit
    on the invoice that you want to update.
  3. Make the appropriate changes in the invoice.
  4. Scroll down and click the
    Cybersource
    tab.
  5. In the
    Pay by Link
    Invoice Action
    field, select
    Update
    .
  6. Click
    Save
    . The invoice is now updated in the
    Business Center
    in the
    Pay by Link
    Invoice Status
    field.

Sending an Invoice

Follow these steps to send or resend an invoice from
Oracle NetSuite
:
  1. On the top navigation, hover over
    Transactions
    >
    Sales
    >
    Create Invoices
    Click
    List
    .
  2. On the Invoices page, click
    Edit
    on the invoice that you want to update.
  3. Scroll down and click the
    Cybersource
    tab.
  4. In the
    Pay by Link
    Invoice Action
    field, choose the
    SEND
    .
  5. Click
    Save
    . The invoice link is sent from the
    Business Center
    to the customer email.

Voiding an Invoice

Follow these steps to void an invoice in
Oracle NetSuite
and cancel it in the
Business Center
:
  1. On the top navigation, go to
    Setup
    >
    Accounting
    >
    Accounting Preferences
    .
  2. Clear the
    Void Transactions Using Reversing Journals
    box if checked.
  3. Click
    Save
    .
  4. On the top navigation, hover over
    Transactions
    >
    Sales
    >
    Create Invoices
    . Click
    List
    .
  5. On the Invoices page, click
    Edit
    on the invoice that you want to update.
  6. Scroll down and click the
    Cybersource
    tab.
  7. In the
    Pay by Link
    Invoice Action
    field, select
    Cancel
    .
  8. Click
    Save
    . The invoice is now voided from
    Oracle NetSuite
    and canceled in the
    Business Center
    .

Searching for an Invoice

You can search for invoices created and imported in
Oracle NetSuite
from these four lists:
  • Invoices Created and Send: Shows the list of invoices.
  • Paid Invoices: Shows the list of paid invoices.
  • Errored Invoices When Exporting: Shows the invoices errored out when an invoice had an error message.
  • Errored Invoices When Importing: Shows the invoices errored out when importing or updating an invoice had an error message.
To search for an invoice, on the top navigation, hover over
Cybersource Integration
>
Invoicing
. Select the list for the invoice you want to find.

Invoicing using the Webstore

Enabling the Payment Link Feature

You must enable the Payment Link feature in
Oracle NetSuite
to use invoicing with the webstore. Follow these steps to enable Payment Link:
  1. On the top navigation, hover over
    Setup
    >
    Company
    . Click
    Enable Features
    .
  2. Click the
    Transactions
    tab, and then scroll down to Payment Processing.
  3. Check the
    Payment Link
    box.
  4. Click
    Save
    .

Setting Up Invoicing for Suite Payment

Follow these steps to setup the invoicing for Suite Payment:
  1. On the top navigation, go to
    Commerce
    , and click
    Payment Link
    .
  2. Enter a name in the
    Domain Prefix
    field to be part of the domain.
  3. Select the payment methods in the
    Payment Methods
    field that you want to make available.
  4. Check the
    Accept Partial Payments
    box to allow customers to select the amount to be paid on an invoice.
  5. Upload and select a company logo in the
    Company Logo
    field to display in the header of the Payment Link page.
  6. Enter a name in the
    Company Name
    field to display in the header of the Payment Link page.
  7. Enter additional company information in the
    Company Info
    field to display in the header of the Payment Link page.
  8. Set the system email template in the
    Payment Accepted
    field that you want to send to customers when payment is confirmed.
  9. Set the system email template in the
    Payment Rejected
    field that you want to send to customers when payment is rejected.
  10. Click
    Save
    .

Creating an Invoice and Generating a Payment Link

To create an invoice and generate a payment link in
Oracle NetSuite
:
  1. On the top navigation, hover over
    Transactions
    >
    Sales
    . Click
    Create Invoices
    . For detailed instructions on how to fill out the Invoice page, see Creating an Invoice. Then, continue following the steps in this section to generate a payment link.
  2. Click
    Save
    .
  3. While still on the Invoice page, click the
    Billing
    tab, and click
    Payment
    .
  4. On the Payment tab, the payment link will be generated.
  5. Click
    Payment Link
    , and complete all of the required fields.
  6. Click
    Submit
    .
  7. After the payment is successful, refresh the invoice in
    Oracle NetSuite
    .
  8. Go to
    Related Records
    to view the customer payment reference.

Testing an Invoice Payment Using Webstore Invoice Payment through Credit and Debit Card

Follow these steps to test an invoice payment transaction from a credit or debit card:
  1. On the top navigation, hover over
    Transactions
    >
    Sales
    . Click
    Create Invoices
    . For detailed instructions on how to fill out the Invoice page, see Creating an Invoice. Then, continue following the steps in this section to generate a payment link.
  2. Click
    Save
    .
  3. After you save the invoice, go to
    Commerce
    >
    Website
    . Click
    Website List
    .
  4. Click
    Preview
    for the applicable website.
  5. Log in to your website using your credentials.
  6. Go to
    Billing
    , and click
    Invoices
    .
  7. Select the specific invoice that you want to pay.
  8. Click
    Make payment
    .
  9. Select the payment method as credit or debit card.
  10. Enter the card details, and the billing and shipping address.
  11. Click
    Submit
    .
  12. If the customer cancels the transaction, the payment record in
    Oracle NetSuite
    is voided and the customer can reprocess the same invoice. If the payment is not voided during retry, click
    Payment record
    , and then click the
    Finalize your Payment
    link to void the transaction. The message "Pending Payment Voided Successfully" appears. Go back to the invoice in
    Billing
    , and then
    Invoices
    to retry the payment.
Due to
Oracle NetSuite
limitations, multiple invoices cannot be processed simultaneously with
requires line-level data
checked on the Payment Methods.
Invoice payment through web store works only with the latest Suite Commerce and Suite Commerce Advance versions.