NetSuite Payables Plugin: Overview

Airwallex Payables lets you pay domestic and international vendor bills directly from NetSuite using funds in your connected Airwallex account. You can select the Airwallex wallet balance that funds each payment and use Airwallex foreign-exchange pricing when paying in a different currency.

This guide covers:

• Installing and configuring the Airwallex Payables bundle
• Connecting Airwallex accounts to NetSuite subsidiaries
• Creating vendor beneficiaries
• Making single and bulk bill payments
• Managing user access and troubleshooting

Before you start

Before you can install the bundle, ask your Airwallex Account Manager to enable it for your NetSuite production or sandbox account. Provide your NetSuite account ID as part of the request.

Once the bundle has been enabled for your account, you can install and configure it in NetSuite.

Install and configure the bundle

Install the Airwallex Payables bundle

1. In NetSuite, go to Customization > SuiteBundler > Search & Install Bundles.
2. Search for Bundle ID 486225, Airwallex Payables.
   
   
    
3. Install the bundle.

Configure Payables preferences

1. Go to Setup > Company > General Preferences > Custom Preferences.
2. Configure the following settings as needed:

Setting	Description
CONNECT TO AWX PROD	Select this option when connecting to a production Airwallex account.
AIRWALLEX TRANSFER FEE ITEM	Select the item used to record transfer fees. The item must be a Non-inventory Item for Purchase, Other Charge for Purchase, or Service for Purchase. Create it under Lists > Accounting > Items if needed.
CREATE TRANSFER FEE AS EXPENSE	Select this option to categorise transfer fees as an Expense rather than an Item on the bill.
AIRWALLEX TRANSFER NOTICE PDF FOLDER ID	Select the folder where Airwallex Transfer Notices are stored.
SET BENEFICIARY TO INACTIVE WHEN CREATED	Controls the default status of new Airwallex Beneficiary records. When not selected, newly created beneficiaries are active by default.

Set up the Connection Overview portlet

Set up the portlet if you are using the plugin for the first time and the Payables cards are not displayed.

1. Select the Set up link.
   
   
    
2. Select Airwallex | Connection Overview from the dropdown.
   
   
    
3. Select Layout, then choose the wide-screen format.
   
   

Connect Airwallex to NetSuite

1. Go to Airwallex Connection and select Connection Overview.
   
   
    
2. On the Payables card, select Manage.
3. Select the NetSuite subsidiary associated with the Airwallex account you want to connect.
4. Select Add connection and complete the connection flow.
   
   
   
   

You can connect:

• Multiple Airwallex accounts to multiple NetSuite subsidiaries.
• A single Airwallex account to multiple NetSuite subsidiaries.

Connect every subsidiary through which you plan to make payments.
 

Set the default Airwallex account

The first Airwallex account connected to a NetSuite subsidiary becomes the default account for that subsidiary. Bulk bill payments are always funded from the default Airwallex account.

To change it, select SET DEFAULT for the required Airwallex account.

Grant users access to Payables fields

The Payables bundle includes the Airwallex Payables Accountant role, which provides view-only access to Airwallex beneficiary details and Airwallex Connection V1 custom records.

If your users need this access through an existing NetSuite role, see NetSuite Payables: Grant users access to Payables custom fields.

Create a vendor beneficiary

Create an Airwallex beneficiary under the vendor record before paying that vendor’s bills.

1. Open the NetSuite vendor record.
2. Open the Airwallex Beneficiary Details subtab.
3. Select New Airwallex Beneficiary Details.
   
   
    
   • If this is the first beneficiary for the vendor, it becomes the Primary Beneficiary.
   • Bulk payments are sent to the vendor’s Primary Beneficiary.
4. Select Add Payment Details.
   
   
    
5. Enter the beneficiary bank-account details, then select Continue.
   
   
    
6. Review the payment details.
7. Enter default values for:
   
   • Bank Payment Reference
   • Reason
8. Select the subsidiaries to which the beneficiary applies. You can select more than one.
9. Select Save.

The beneficiary appears in the Airwallex Beneficiary Details subtab after it is created. Select Edit there to update its details.

Beneficiary records do not sync between Airwallex and NetSuite. NetSuite is the source of truth for beneficiary information created through this plugin.

Make a single bill payment

1. Open a bill with OPEN status and select Make a Payment.
2. On the bill payment page, select or enter the required payment details:
   
   • Bill currency
   • NetSuite account to pay from
   • Airwallex account that funds the payment
   • Payment reference
   • Beneficiary
   • Payment reason
3. Review the available wallet balance and indicative Airwallex FX rate, if applicable.
4. Select Save.

Saving the bill payment instructs the plugin to send a payment request to Airwallex.

The selected NetSuite account must be marked as an Airwallex account. Otherwise, Airwallex-specific payment fields do not appear.

After a successful payment:

• The bill is marked Paid In Full.
• A transfer record is created in the Airwallex Transfer tab.
• You can find the Airwallex Transfer ID on the confirmation page and match it to the transfer record.

Payments that require approval

If Airwallex Approval Workflow is enabled, the payment is created in Pending Approval status. It is dispatched after the designated reviewer approves it.

If the reviewer rejects the payment, the payment record is voided and the bill returns to OPEN status.

If your account requires transfer approvals, confirm with your Airwallex Account Manager that API-initiated payments are enabled for approvals.

Make bulk bill payments

You can make multiple bill payments in one batch. The plugin processes the batch of NetSuite payments and sends payment requests to Airwallex.

Multiple bills are reflected as one payout item in the Airwallex wallet transaction. Bulk payments use the default Airwallex account for the applicable NetSuite subsidiary.

FAQs

When do payments leave my account?

Payments leave your account on the date selected for the bill payment in NetSuite. If that date is a holiday or non-working day for the recipient currency, the transfer is sent on the next working day.

For more information, consult our guide on when you can make a transfer.

What payment methods can I use?

Payments are deducted from the selected Airwallex wallet balance. The payment method available to the vendor depends on the destination country and currency.

For more information, consult our payout guide.

What FX rate is used for an international bill payment?

When a bill is paid in a different currency, the FX rate is set at the time of payment. FX rates cannot be locked when the bill is created.

The plugin is not working. What should I do?

Contact Airwallex Support if you cannot pay a bill from the selected wallet balance.

How do I upgrade the plugin?

Go to Customization > SuiteCloud Development > SuiteApp Marketplace, find the Airwallex Payables app, and select Upgrade.