Posting Customer Deposits in NetSuite 2025.1

Starting in NetSuite 2025.1, a new feature for posting customer deposits has been introduced, designed specifically to enhance the handling of Shopify B2B orders. This update allows for greater flexibility in how orders are processed and invoiced, moving away from immediate invoicing to a more structured approach. Under this system, sales orders are created with a 'Pending Approval' status, enabling businesses to manage customer deposits more effectively, especially in scenarios involving staggered payments.

Key Features of Customer Deposit Posting

With the new deposit posting feature, several significant changes and advantages are brought into play:

• Pending Approval Status: Sales orders are initiated with a 'Pending Approval' designation, ensuring that orders can be reviewed before finalizing. This helps in maintaining oversight and control over the sales process.
• Customer Deposits: Instead of generating an invoice immediately upon payment, customer deposits are recorded for the amounts received. This aligns better with B2B payment practices, which often include deposits or installment payments.
• Facilitates Partial Fulfillment: Businesses can now manage partial fulfillments more effectively. This addresses a common need in B2B transactions where full payment is not always received upfront.
• Aligned with Payment Terms: This new feature aligns sales order processing with typical B2B payment terms, allowing companies to tailor their financing strategies according to their cash flow needs.

Example Workflow

Let’s consider a scenario to illustrate how this feature works:

1. A B2B customer places an order on Shopify.
2. Instead of generating an invoice, a sales order with 'Pending Approval' is created in NetSuite.
3. The customer pays a deposit, which is recorded as a customer deposit in the system.
4. Once the order meets predefined criteria or payment stages, fulfillment can be executed progressively, allowing the company to manage inventory and cash flow efficiently.

Who This Affects

This enhancement will impact several roles within an organization:

• Administrators: They will need to adjust settings and permissions for the new posting processes.
• Developers: They may be required to integrate these changes with existing workflows or custom scripts.
• Accountants: With altered invoicing practices, accountants will need to adapt to new financial reporting timelines.
• Sales Teams: Knowledge of this flexibility is essential, as it allows them to align offerings with customer expectations and business terms.

Key Takeaways

• Starting in NetSuite 2025.1, customer deposits can now be posted with a 'Pending Approval' status.
• This feature supports flexible order management in B2B contexts, promoting partial fulfillments and staggered payments.
• The approach enhances alignment with typical B2B payment practices, helping to improve cash flow management.