The quick answer
Create the Sales Order, fulfill the ordered quantity, bill the shipment, and apply the received customer payment from the invoice. Confirm the relationship by checking the fulfillment quantity, invoice amount due, payment application, and final invoice balance.
The screenshots show sample data. Person and operating-company names are fictional. Use your own records and values when following the steps.
Before you start
Confirm that you can create Sales Orders, Item Fulfillments, Invoices, and Customer Payments. Have the customer, item, location, quantity, rate, remittance details, and correct deposit treatment available; use Undeposited Funds unless the check has already been deposited.
01. Enter the sales order line
On the Sales Order form, select the customer and location, then add the item to the Items sublist. In this example, the line uses A4 recycled paper, quantity 24, and rate 12.50. Review the configured tax, shipping, and calculated amount before saving; the visible line amount is 300.00, while the form summary may depend on the account configuration. Save the order and inspect its status. Complete any required approval before fulfillment.
02. Confirm the saved order
The saved order shows Pending Fulfillment in this account. Confirm the customer and 300.00 total before choosing Fulfill.
03. Check the fulfillment details
Choose Fulfill from the sales order and compare the customer, location, item, and quantity 24. In this pick-pack-ship configuration, select Shipped once the shipment is ready to record, then save. Confirm Shipped on the saved fulfillment; available statuses depend on account settings.
04. Check the open invoice
Choose Bill from the fulfillment when available; otherwise open the originating sales order and use Next Bill or its billing action. Review and save the invoice. This example has zero tax and shipping and shows Open with 300.00 due for 24 units. Saving does not send an invoice email.
05. Match the remittance before entering payment
Review the customer remittance before creating the payment. Match the payer and payee, check number CHK-6841, USD 300.00 amount, and intended invoice INV-6842. This remittance is input for manual entry, not proof of a bank event, deposit, clearance, or available funds.
06. Enter the customer payment
After the check has actually been received, open the intended invoice and select Accept Payment and confirm the customer and payment amount. Clear Auto Apply if enabled. Apply 300.00 to that invoice only, choose Check as the payment method, and enter the check number from the remittance. Use Operating Checking only when the check has already been deposited; otherwise select Undeposited Funds. Review the application and save the payment.
07. Record the received check details
On Payment Method, choose Check and enter CHK-6841. This example assumes the check was already deposited and uses Operating Checking. Use Undeposited Funds when it has not been deposited. Review the application and save.
08. Check the final invoice balance
Open the linked invoice after saving the payment and compare its final balance with the earlier amount due. The replay shows the invoice as Paid In Full with Amount Due 0.00. This confirms the recorded application in NetSuite, not bank clearance or reconciliation of the check.
Check the result
- The Item Fulfillment contains the same customer, location, item, and quantity of 24 as the Sales Order.
- The invoice shows the expected 300.00 total and the payment is applied to the intended invoice for 300.00.
- The saved invoice shows Paid In Full and Amount Due 0.00; this verifies the NetSuite application, not bank clearance.
Common questions
How do Sales Orders, fulfillments, invoices, and customer payments connect?
A Sales Order records the customer’s commitment and is non-posting. An Item Fulfillment records shipped quantities, an Invoice records the receivable, and a Customer Payment reduces that receivable when applied to the invoice. Available links and statuses depend on your role, enabled features, approval workflow, subsidiaries, and transaction configuration.
Does shipping an order also invoice it?
No. Shipping creates or updates an Item Fulfillment; invoicing is a separate billing event. Depending on account configuration, you may bill from the fulfillment, use a billing action on the Sales Order, or follow an automated billing process.
How can I trace one order through the entire process?
Open the Sales Order and review its related transactions, then verify the same customer, items, quantities, and location on the Item Fulfillment. From the related invoice, confirm the amount due; then inspect the Customer Payment application and the invoice’s updated balance. The exact tabs and actions vary by form customization, permissions, and enabled features.
How do I confirm that a payment was applied to the correct invoice?
Open the saved Customer Payment and verify the customer, payment amount, payment method, reference or check number, and applied invoice. Then reopen the invoice and confirm that the applied amount reduced its balance, typically to zero with a Paid In Full status for a full payment. This confirms the NetSuite application, not bank clearance; use Undeposited Funds for a received but not-yet-deposited payment, subject to your account’s payment process.