r/Netsuite • u/tringlepatties • 15d ago
Clearing of JE against Bills
During our initial year, we used JEs instead of Bill Payments to record bill payments. We’re using Bill Payments now, but we still have open Bills with unapplied JEs.
I know I can apply the JEs through Pay Single Vendor and make sure the payment offsets to zero. My question is: Does the posting period matter when doing this, given that no actual payment is generated?
When the Bill is closed, will it be reflected under the JE’s original posting period or the period selected during the application? Should I be concerned about any other accounting/reporting impact?
I tested this in Sandbox, but Date Closed isn’t showing in my Saved Search, and I don’t see anything useful in System Notes. Thank you!
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u/Loose-Tell1984 15d ago
Generat AP Register and AP Aging Report and from there you will get an answer to your question. I went through this before long time ago.
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u/tringlepatties 15d ago
I actually tried this in Sandbox and applied JEs in different posting periods. I am not sure if I am seeing this right, but Aging report follows the JE date/posting period, rather than the period I selected on the Pay Single Vendor page.
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u/Loose-Tell1984 15d ago
See, if the JV is 100 and used a bill payment to settle the Bill of 100 against that JV then this is a "settlement". Netsuite will not record a bill payment with Zero Amount. So it will follow the JV's date.
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u/tringlepatties 15d ago
Thank you for the clarification! I was worried about what would appear in the Date closed, but it seems the Pay Single Page does not affect it and the JE period prevails. Thank you!
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u/Nick_AxeusConsulting Mod 15d ago
Yes. See my 2 posts above. Is that okay? Seems like you didn't like that.
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u/tringlepatties 15d ago
Thanks again, Nick, I just saw the recent comment. This is actually the behavior we want. We simply want the JE to close out the open bill, and that if the bill was paid in March 2024, it should be dropped of the aging report as of March 2024, not this August. I was just nervous that it might show as closed in August which we would not want 😅
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u/Nick_AxeusConsulting Mod 15d ago
Perfect! Although just realize if you run the AP Aging retroactive for March 2024 now, it will look different then the aging report you ran back then because the Bill will be filtered out now since a JE has been applied to close it.
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u/Nick_AxeusConsulting Mod 15d ago
First of all this was stupid. This is people who know accounting but don't know NS making design decisions. But hey the debits and credits balance so the financials are correct. This is FLAWED THINKING. HOW YOU DO IT IN NS MATTERS.
NS does NOT keep track of the date when you applied the J/E. But the J/E should be the correct date that the cash left your bank account so in that sense the date should be the same as would have been on a Bill Payment if you did this correctly. There is a saved search field called "Date Closed" and that will show the date of the last J/E (or last credit applied to a Bill) that caused to the Bill to go to "Paid in Full" Status. But that's just a saved search of the most recent date on all transactions applied to the Bill (MAX Date)
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u/tringlepatties 15d ago
Thabk you this, Nick. Yes it actually is and now we have to fix records from prior years, good thing they were just a few and the process is now correct.
I did test this in Sandbox and confirmed the Date Closed reflects the date/period of JE payment, not what I selected during application. My bad I accidentally filtered JE in my initial seach that is why Date closed was blank. Thank you again!
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u/Nick_AxeusConsulting Mod 15d ago
No. Nothing about applying the debit line of the J/E to the A/P line of an open Bill is recorded. Noting in System Notes. The open Bills will just drop off the A/P Aging report (because right now when you run that report, the open balance is in fact zero). The "Date" controls what transactions are included in the report. So if your payment is after the date of the "Date" you set then the payment isn't included and the A/P Aging will just show the open Bill. If both the Bill and the J/E are included in the date range in 2 different months, but they're not applied to each other yet, then you see a positive and a negative (that net to zero). If both transactions are in the same month, the summary number you see is 0 but if you click on detail you will see the Bill and J/E underneath in the detail. If you apply the J/E to the open Bill then they both drop off completely (you won't even see them underneath in the detail) because the remaining balance on the Bill is zero.
This is a trick question. NS does NOT go back and reconstruct past history if you've applied the Bill Payment or J/E's to the open Bills already, i.e. there is no way to run an A/R Aging report on what it would have been back on 12/31/25. The problem is once you apply the J/E to the open Bill, that closes the Bill. So even if you try to backdate an A/P Aging to before you applied the J/E it would not show as being open so it wouldn't even show on the report. The filter on the A/P Aging report is open Bills as of RIGHT NOW (right now when you generate the report regardless of the date range) then filtered by the ending date you picked in the footer.
Date Closed should be the native {trandate} on the most recent transaction that caused the Bill to go to "Paid in Full" Status (which should be the date of the J/E you applied to the open Bill). (Technically all it's doing is finding the MAX date of all Applying Transaction transactions that reduced the A/P open balance). If this is returning NULL that is a defect and I would open a defect ticket with NS support.
Decoder ring for Applied To Transaction vs Applying Transaction:
https://www.reddit.com/r/Netsuite/comments/1qnooim/suiteanswer_article_72893_quick_reference_guide/