Pay When Paid

Overview of Functionality

SuiteSolutions – Pay When Paid offers project users a utility for holding project related bills until funds received against the project are sufficient to cover the bill payment. If Oracle project applications are not used, a custom record named PWP_ID can be used to link receivables and payables. Vendors can be exempt from payment holds. If the vendor is not exempt when one or more projects or PWP_IDs are entered against the approved bill it is placed on payment hold. Before bill payment processing, a UI screen displays all the held, due bills along with the accumulated cash, credits and released bills associated with the project or PWP_ID. Bills are listed in order of due date for each record.

If payments against the Project or PWP_ID can cover the bill, the bill is marked to pay. The proposed bills to pay can be overwritten in the screen. When the review is completed and the results submitted, the payment holds are removed. Non-project use cases employing the PWP_ID include holding payments for any products or services delivered to customers conditional on payment. For example, a bill for goods on consignment can be held and monitored until sales to customers have been realized. Unlike a project, the receivables considered using a PWP_ID can be linked to multiple customers and Pay When Paid functionality can be extended without consideration of project functionality.

This SuiteSolution has the following features:

  • When bills are entered with multiple projects or PWP_IDs, the transaction is identified as split.
    In the UI bill review screen, a split bill must be manually marked to pay for all projects or PWP
    IDs for release of payment hold.
  • A preference determines whether the UI bill review screen shows bills in Project/PWP_ID
    currency or in the currency of the record’s subsidiary.
  • Vendor bills can be manually released for payment regardless of funds available, by users with
    authorized roles.
  • Specific vendors and projects can be marked exempt from the Pay When Paid processing.
  • Employee expense reports are exempt from payment hold and reduce the funds available once approved.
  • Partial sales invoice payments and credits are prorated for Project/PWP_ID Credit/Payment balances.
  • Payment Hold can be replaced if unpaid after a configurable number of days for Project and PWP_ID scenarios.


  • Delegation is not available for role-based approvals.
  • Approval rules can only trigger in sequential order.
  • Approvals are for the entire transaction.
  • Users cannot approve /reject transactions using NetSuite Mobile applications.
  • All standard NetSuite Service usage and governance limits apply.

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