The ZP Payment Profile record manages the integration between a third-party payment provider account and a NetSuite subsidiary. This record also contains general payment preferences and settings.
This record allows an Administrator to perform the following:
- Setup an integration between NetSuite and a third-party payment provider. See General and API Key fields.
- Enable payment methods offered by the payment provider. See General fields.
- Customize customer notifications. See Email Notification fields.
- Design the customer payer experience with a variety of themed pages and brand settings. See Payment Pages fields.
- Specify how payments collected through your payment provider, without a NetSuite transaction are reconciled. See Standalone Charge fields.
Keep In Mind
- Each Payment Profile is connected to a specific subsidiary and account within your payment provider.
- If you create multiple Payment Profiles, each Profile must be linked to a separate account through your payment provider (Stripe account). See multi-subsidiary considerations for details.
- Payment Profile settings will supersede settings on the Preferences record. A more detailed explanation of the settings hierarchy can be found under Settings Hierarchy.
Payment Profile Fields
By default, the ZonePayments Administrator role has access to create and edit Payment Profile records. These preferences can be updated at any time under Setup > Zone Payments Setup > ZP Payment Profiles. The available fields to set on the Payment Profile are listed below.
Payment Profiles - General
Name: This is a required field used to give a name to the Payment Profile. ‘Payment provider - Subsidiary' is a helpful naming convention to consider.
Payment Provider: The payment provider for which this payment profile will be configured. Currently supported payment providers are - Stripe.
Subsidiary: This is a required field used to populate the subsidiary field on transactions created when payments are processed using this Payment Profile. Note that a single Payment Profile corresponds to a single subsidiary. If you have multiple subsidiaries, it is required that you create a separate Payment Profile, and associate it with a separate ‘Account’ within your payment provider.
Default Fees Account: This is the expense account to be used to record fees associated with processing payments through your payment provider. Fees Account set on Account Mapping will supersede Default Fees Account settings on the Payment Profile. A more detailed explanation of the settings hierarchy can be found under Settings Hierarchy.
Partial Refund Credit Item: Select an item to be used on Credit Memos automatically created from multi-line invoices when a refund is initiated directly in the Payment Service Provider. See additional information under Customer Refunds.
Last Payout Download Time: This field will be updated each time the ‘Retrieve Payouts’ Automation completes. It shows the date and time of the last sync of Payout records from your payment provider, and is the ‘start date’ the process will use when it executes next.
Last Payment Download Time: This field will be updated each time the ‘Reconcile Payments’ Automation completes. It shows the date and time of the last sync of Payment records from your payment provider, and is the ‘start date’ the process will use when it executes next.
Inactive: Determines if the Payment Profile is active and in-use or not.
Provider Payment Methods: Select which payment method options are available for your customers when submitting payments. Credit Card is the default method. Be aware that there may be additional configuration required in your Payment Provider when enabling new payment methods.
Payment Profiles - API Keys
Public API Key: This field contains the Public API Key generated from your payment provider. This key will only function in the Netsuite ‘Prod’ (production) context.
Private API Key: This field contains the Private API Key generated from your Payment Provider. Once populated, this field is encrypted when the record is saved. You will not be able to view the unencrypted private key again within Netsuite after saving the ZP Payment Profile. This key will only function in the Netsuite ‘Prod’ (production) context.
Test Public API Key: This field contains the Public API Key generated from your Payment Provider, to be used for connecting to a testing or sandbox environment. This key will only function in the NetSuite ‘Sandbox’ context. See ‘Obtaining API Keys’ for more information on how to get an API Key from your Payment Provider.
Test Private API Key: This field contains the Private API Key generated from your Payment Provider, to be used for connecting to a testing or sandbox environment. Once populated, this field is encrypted when the record is saved. You will not be able to view the unencrypted private key again within NetSuite after saving the ZP Payment Profile. This key will only function in the NetSuite ‘Sandbox' context.
See Obtaining an API Key for more details.
Payment Profiles - Standalone Charges
Standalone Charge Processing Method: Use this field to specify how standalone charges are processed.
Generic Item: Use this field to select the item that will be added to invoices created during standalone charge processing using ‘Invoice’ method.
Generic Customer: Use this field to select the customer record associated with Standalone "Invoice Method". This will be used when your third-party payment provider does not have a customer identified for the payment or invoice (sometimes referred to as a guest checkout).
See Standalone Charges for more details.
Payment Profiles - Email Notifications
Payment Confirmation Email Template: This is the template that will be used in the payment confirmation email message sent to a Customer once they’ve submitted a payment.
Autopay Confirmation Email Override: This is the template that will be used in the payment confirmation email message sent to a Customer when an automatic payment has occurred.
Payment Profiles - Payment Pages
Payment Page Theme: This is a required field used to select the display theme to be used on your customer payment page. There are 4 standard themes available to choose from. You also have the option to create your own themes to incorporate elements of your brand - including colors, fonts, images, etc.
Company Logo: Use this field to select an image file of your company logo to display on your customer payment page.
Customer Facing Message: Populate text in this field to display to the customer on their payment page. This field is often used to provide contact information if a customer has questions or issues.
Auto-Payment Auth Language: Populate text in this field to display to the customer when they check the box to save their card for automatic payment during payment processing.
See Payment Pages for more details.
Creating a Payment Profile
Payment Profiles allow you to connect a third-party payment provider to NetSuite, which is essential to ZonePayments functionality. Visit Creating a Payment Profile to learn more.
If you have multiple subsidiaries linked to one or more payment providers, it is required that you create separate Payment Profiles. Each Payment Profile must be associated with a unique account within your payment provider.
This allows for effective management of multiple accounts under a single provider. In multi-subsidiary scenarios, you will likely have separate Stripe accounts for each line of business and thus separate Payment Profiles.
In this example, a business has set up ZonePayments for three different lines of business (3 different subsidiaries). Each subsidiary is linked to a separate Payment Profile and account within Stripe. Learn more about managing multiple accounts within Stripe here.
Payment Profiles FAQ
Q: What if I only have one business entity or subsidiary, but I have multiple bank accounts set up to receive payouts in different currencies, do I need to set up a Payment Profile for each bank account?
A. No. You only need one Payment Profile for each subsidiary. If you receive payouts in different currencies to different bank accounts in your provider for that subsidiary, you would create a ZP Account Mapping Profile for each of those accounts, associated with the same Payment Profile. See Account Mapping Profiles.
Q: We just acquired a new subsidiary and set up a new Payment Profile. Can we start collecting payments?
A. Because Payment Links are specific to a particular Payment Profile, it is important to run both of these processes if you add new Payment Profiles. Similarly, when you deactivate/delete Payment Profiles it is important to run both of these processes to remove payment links.