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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
NetSuite’s standard AP reporting doesn’t provide automated email alerts for payment term violations, requiring manual monitoring of vendor aging reports. This means payment term breaches often go unnoticed until it’s too late.
Here’s how to create an automated email notification system that alerts you the moment vendors exceed their specific payment terms, eliminating the risk of missed follow-ups.
Enable automated email notifications for payment term violations using Coefficient
Coefficient enables automated email notifications by combining live NetSuite data with spreadsheet-based alert systems. You’ll import vendor bills using the Records & Lists method, including payment terms, due dates, and current status fields.
The automated refresh ensures email alerts are sent as soon as vendors exceed their payment terms, providing proactive payment terms monitoring that NetSuite’s native functionality simply cannot deliver.
How to make it work
Step 1. Import NetSuite vendor transaction data with automated refresh.
Use Coefficient’s Records & Lists import to pull vendor bills from NetSuite, including payment terms, due dates, vendor contact information, and current payment status. Set up daily automated refresh to ensure your monitoring system captures new violations as they occur.
Step 2. Create payment terms compliance calculations.
Build calculated columns that compare the current date to payment terms deadlines for each vendor. Use formulas like =TODAY()-([Due Date]+[Payment Terms Days]) to determine if vendors have exceeded their specific payment terms. Create a flag column that marks violations clearly.
Step 3. Implement conditional logic for violation flagging.
Set up conditional logic that flags vendors exceeding their specific payment terms, not just generic overdue status. This accounts for different payment terms (Net 30, Net 60, etc.) across vendors. Use IF statements to create violation severity levels based on how many days past terms each account is.
Step 4. Configure email notification triggers.
Use Google Sheets’ Apps Script or Excel’s Power Automate to monitor flagged violations and trigger email alerts. Configure email templates that include vendor details, overdue amounts, specific payment terms violated, and vendor contact information. Set up escalation rules for repeat violations.
Never miss a payment term violation again
This solution provides proactive payment terms monitoring with immediate email alerts, eliminating the manual AP aging report reviews that cause missed follow-ups. Set up your automated payment term monitoring system today.
