Ordermentum’s auto-reconciliation feature helps ensure that customer payments are accurately recorded in NetSuite. When a customer pays for an order through Ordermentum, the system automatically attempts to match that payment to the correct invoice, order, or customer in NetSuite.
This article explains how the matching works, what happens if a payment can’t be matched, and how deposits are handled.
🔁 How Matching Works
Auto-reconciliation runs every hour and behaves slightly differently depending on whether you are syncing orders or invoices.
🧾 If you are syncing invoices:
Ordermentum searches for the invoice in NetSuite using the invoice number.
If the invoice exists, the payment is applied to it.
If the invoice does not exist, the payment is recorded as an unapplied customer payment.
📦 If you are syncing orders:
Ordermentum looks for the order in NetSuite using the external ID.
If the order has an associated invoice, the payment is applied to the invoice.
If the order exists but hasn’t been invoiced, the payment is recorded as an unapplied customer payment.
If the order doesn’t exist, Ordermentum attempts to match the payment to the customer.
👤 Matching to a Customer Record
If the system cannot match the payment to an order or invoice, it will try to match it to a customer record in NetSuite.
If the customer exists, the payment is recorded as a customer payment and left unapplied.
If the customer does not exist, the payment cannot be recorded and the reconciliation fails.
In this case, the payment is flagged as unmatched and logged in Ordermentum for manual review.
🚨 Unmatched Payments
If a payment can’t be matched to an order, invoice, or customer in NetSuite:
It will not be recorded in NetSuite.
It will be flagged as unmatched in the Ordermentum logs.
The batch is considered incomplete, and no deposit will be created.
Your finance team can review unmatched payments in the integration logs and manually apply them in NetSuite if needed.
🏦 Deposits and Bank Reconciliation
When all payments in a batch are matched successfully:
NetSuite creates a deposit record for the total amount.
This deposit is used to match the transaction in your bank statement.
If any payments in the batch are unmatched:
No deposit is created.
An error appears in the integration logs to alert you.
This ensures that NetSuite deposits only reflect successfully matched transactions, helping you reconcile bank records more accurately.