Overview
Every Tesorio Pay payment moves on two tracks:
The data track posts the payment into NetSuite and clears the invoice.
The funds track moves the money from your Tesorio Pay balance to your bank.
The payout report connects the two, line by line, so you can match each bank deposit to the payments in NetSuite.
The two tracks run on their own schedules. An invoice usually shows as paid in NetSuite before the money reaches your bank. Undeposited Funds (or a clearing account) holds those payments until the payout arrives and you record the deposit.
The Data Track: How Payments Post to NetSuite
Your customer pays through the portal, an emailed pay link, or AutoPay, by card or bank transfer. If you've turned on surcharging, the fee is added at checkout. The invoice shows Payment Processing.
The payment is confirmed, usually within seconds. Your customer gets a receipt, and the invoice shows Payment Received. Tesorio prepares the NetSuite payment and creates a separate fee record if a surcharge applies.
Your review (optional). If you hold portal payments for review, AR approves them before they post. Otherwise, they post automatically.
Tesorio posts to NetSuite. Tesorio creates a Customer Payment, applies it to the invoices your customer paid, and codes it to your chosen account and dimensions.
NetSuite confirms. On the next sync, Tesorio reads the payment back, links it, and records its NetSuite payment number (for example, ARP…). NetSuite shows the invoice as Paid In Full, and Tesorio marks it Cleared.
The Funds Track: How Money Reaches Your Bank
Charged. Your customer is charged the invoice amount plus any surcharge, as one transaction.
Settled. The funds settle to your Tesorio Pay balance, net of processing fees. Card payments typically settle in about 2 business days. Bank payments take a few days longer.
Paid out. Everything that has settled since the last payout is swept to your bank together.
Deposited. The payout appears as one line on your bank statement. It equals the total of that payout's report.
Recorded in NetSuite. Your team records the deposit in NetSuite using the payout report (see Recording the Deposit in NetSuite below).
Statuses You'll See
Invoice status in Tesorio
Status | What it means |
Open | Awaiting payment. |
Payment Processing | Your customer has submitted a payment. |
Payment Received | The payment is confirmed for the full balance. This keeps the invoice from being paid twice while NetSuite catches up. |
Cleared | NetSuite shows the invoice as paid on the next sync. |
Partial payments post for the amount paid. The invoice stays Open with the remaining balance from NetSuite.
NetSuite posting status
Status | What it means |
Ready | Waiting for your approval if you hold payments for review. |
Pending | Approved and queued for posting. Payments can also post immediately if you prefer. |
Posting | Sent to NetSuite. |
Posted | Confirmed in NetSuite. The NetSuite payment number is recorded. |
If NetSuite can't accept a payment (for example, because the accounting period is closed), Tesorio flags it with the reason so your team can fix it and resend.
How Payments Are Coded in NetSuite
Account: Undeposited Funds by default, or any account you choose.
Department, class, and location: taken from your defaults or routing rules, or carried over from the invoice and customer.
Routing rules: can vary by currency, payment method, and invoice payment vs. surcharge.
Finding Tesorio payments: every payment Tesorio posts carries a Tesorio external ID, so a single saved search can list them all.
Surcharges in NetSuite
At checkout: the percentage you set is added to card payments. Your customer sees one charge.
In NetSuite: the invoice payment and the surcharge post as two separate records. The payment is applied to the invoices, and the surcharge posts on its own.
Your rules: the surcharge can go to its own account, department, class, or location, and can be held for review separately while invoice payments post automatically.
In the portal: surcharge records are hidden from your customers.
In your bank: the payment and surcharge arrive together in the normal payout. There's no separate surcharge deposit.
Example
This example uses a 3% surcharge and a processing cost of 2.8% + $0.30. Your rates may differ.
Posted to NetSuite | Applied to | Amount |
Customer Payment | INV-1042 | $1,000.00 |
Surcharge record | Surcharge account | $30.00 |
Collected from customer |
| $1,030.00 |
NetSuite Deposit | Amount |
Both records above | $1,030.00 |
Processing fee (Cash Back line): 2.8% × $1,030 + $0.30 | −$29.14 |
Matches the bank deposit | $1,000.86 |
For more on processing costs, see Tesorio Pay: Network Fees & Reconciliation.
Recording the Deposit in NetSuite
Tesorio posts the Customer Payments. When each payout reaches your bank, your team records the deposit in NetSuite using that payout's report. Most teams use one of these two setups.
Option 1: Undeposited Funds and Make Deposits
Payments post to Undeposited Funds.
When the payout reaches your bank, download its payout report from Tesorio.
In NetSuite, go to Transactions → Bank → Make Deposits and select the payments whose NetSuite payment numbers appear in the report's ERP Payment Number column.
Enter the processing fees in the Cash Back section, coded to your merchant fee expense account. Enter any refunds or returns from the report as additional lines.
Confirm the deposit total matches the bank line, then save.
With this setup, each payment shows as Deposited in NetSuite.
Option 2: Clearing account and one journal entry per payout
Set up a routing rule so Tesorio payments post to a dedicated clearing account.
For each payout, create one Journal Entry that moves the net amount from the clearing account to your bank account and records the fees to expense.
Use Bank Reconciliation to match that journal entry to the bank statement line.
With this setup, you make one entry per payout, and the clearing account balance shows what's still in transit.
Using the Payout Report
Each payout has its own report, with one row for every item in that payout. The Amount column totals to your bank deposit.
Column | What it tells you |
Amount | What reached your bank for this row, after processing fees. The column totals to the bank deposit. |
ERP Payment Number | The NetSuite payment number. Use it to select payments in Make Deposits. It's blank if the payment hasn't posted to NetSuite yet. |
Payment Amount | The amount applied to invoices, not including any surcharge. |
Processing Fee Amount | The surcharge your customer paid, if surcharging is on. |
Transfer Date | The settlement date, which decides which payout a payment lands in. |
Category, Transfer Type, Description | Whether the row is a payment, fee, adjustment, refund, or return. |
Transaction Number, Payment Reference | Tesorio's and the payment processor's IDs, for tracing a single payment. |
Customer, Invoice Numbers, Payment Method, Bank | Who paid, which invoices they paid, how they paid, and which of your bank accounts received the funds. |
Processing fee per payment: Payment Amount + Processing Fee Amount − Amount. Add these up for the Cash Back line in Make Deposits, or for the fee side of your journal entry.
Month-End Checklist
Bank to payout: each bank deposit equals the total of one payout report.
Payout to NetSuite: every payment on the report has a NetSuite payment number and is included in a deposit.
In transit: payments made in the last few days of the month land in next month's first payout. They stay in Undeposited Funds (or your clearing account) until then.
Refunds and Chargebacks
Refunds, chargebacks, and bank returns appear on the payout report as negative rows, along with any related fees, so the payout still ties to your bank. For details, see Process Refunds with Tesorio Pay and Chargebacks with Tesorio Pay.
Need Help?
If you have questions about posting, deposits, or the payout report, or would like help setting up routing rules or a review step, contact Tesorio Support.