Vendor Prepayment Application API

Apply vendor prepayments to bills.

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Endpoints

Method	Endpoint	Description
GET	/record/v1/vendorPrepaymentApplication	List prepayment applications
GET	/record/v1/vendorPrepaymentApplication/{id}	Get specific application
POST	/record/v1/vendorPrepaymentApplication	Create application
PATCH	/record/v1/vendorPrepaymentApplication/{id}	Update application
DELETE	/record/v1/vendorPrepaymentApplication/{id}	Delete application

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Key Fields

Field	Type	Description	Required
id	string	Internal ID	-
tranId	string	Application number	Auto-generated
entity	object	Vendor	Yes
tranDate	string	Application date	Yes
subsidiary	object	Subsidiary	Yes (OneWorld)
currency	object	Currency	Yes
exchangeRate	number	Exchange rate	Auto-calculated
total	number	Total applied amount (read-only)	-
memo	string	Application memo	No
department	object	Department	No
class	object	Class	No
location	object	Location	No
apply	collection	Bills to apply prepayment to	Yes

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Example: Create Prepayment Application

POST /record/v1/vendorPrepaymentApplication
Content-Type: application/json

Request Body

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2026-01-15",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "department": {
    "id": "10"
  },
  "memo": "Apply prepayment to equipment invoice",
  "apply": {
    "items": [
      {
        "doc": { "id": "4010" },
        "apply": true,
        "amount": 10000.00
      }
    ]
  }
}

Response

{
  "id": "9001",
  "tranId": "VPA-2026-001",
  "entity": {
    "id": "789",
    "refName": "Acme Suppliers Inc"
  },
  "tranDate": "2026-01-15",
  "subsidiary": {
    "id": "1",
    "refName": "Parent Company"
  },
  "currency": {
    "id": "1",
    "refName": "USD"
  },
  "exchangeRate": 1.0,
  "total": 10000.00,
  "department": {
    "id": "10",
    "refName": "Operations"
  },
  "memo": "Apply prepayment to equipment invoice",
  "apply": {
    "items": [
      {
        "doc": { "id": "4010", "refName": "Bill INV-100" },
        "apply": true,
        "amount": 10000.00,
        "due": 10000.00
      }
    ]
  },
  "links": [
    {
      "rel": "self",
      "href": "https://account.suitetalk.api.netsuite.com/services/rest/record/v1/vendorPrepaymentApplication/9001"
    }
  ]
}

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Example: Update Prepayment Application

PATCH /record/v1/vendorPrepaymentApplication/9001
Content-Type: application/json

Request Body

{
  "memo": "Apply prepayment to equipment invoice - Partial application",
  "apply": {
    "items": [
      {
        "doc": { "id": "4010" },
        "apply": true,
        "amount": 7500.00
      },
      {
        "doc": { "id": "4011" },
        "apply": true,
        "amount": 2500.00
      }
    ]
  }
}

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Apply Sublist

Apply Sublist Fields

Field	Type	Description	Required
doc	object	Bill to apply prepayment to	Yes
apply	boolean	Apply flag	Yes
amount	number	Amount to apply	Yes
due	number	Amount due on bill (read-only)	-
total	number	Bill total (read-only)	-

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Query Filters

Find by Vendor

GET /record/v1/vendorPrepaymentApplication?q=entity='789'

Find by Date Range

GET /record/v1/vendorPrepaymentApplication?q=tranDate BETWEEN '2026-01-01' AND '2026-12-31'

Find Applications Over Amount

GET /record/v1/vendorPrepaymentApplication?q=total > 5000

Find by Department

GET /record/v1/vendorPrepaymentApplication?q=department='10'

Find by Subsidiary

GET /record/v1/vendorPrepaymentApplication?q=subsidiary='1'

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Application Workflow

1. Vendor Requires Prepayment - Create Vendor Prepayment
2. Receive Invoice - Vendor sends bill
3. Create Bill - Record vendor bill in NetSuite
4. Apply Prepayment - Create Vendor Prepayment Application
5. Bill Offset - Bill balance is reduced by prepayment amount
6. Pay Remaining - If bill exceeds prepayment, pay the difference

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Example: Partial Application

Apply prepayment to multiple bills:

POST /record/v1/vendorPrepaymentApplication
Content-Type: application/json

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2026-01-20",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "memo": "Apply prepayment across three invoices",
  "apply": {
    "items": [
      {
        "doc": { "id": "4012" },
        "apply": true,
        "amount": 4000.00
      },
      {
        "doc": { "id": "4013" },
        "apply": true,
        "amount": 3000.00
      },
      {
        "doc": { "id": "4014" },
        "apply": true,
        "amount": 3000.00
      }
    ]
  }
}

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Important Notes

• Vendor Prepayment Applications link prepayments to bills
• The total applied amount cannot exceed the available prepayment balance
• Applications reduce both the prepayment balance and bill amounts due
• Multi-currency applications use the exchange rate from the application date
• Applications cannot be made between different currencies
• Prepayments and bills must be for the same vendor
• Partial applications are supported - apply less than the full prepayment
• Multiple applications can be made against a single prepayment
• Once applied, the bill's amountRemaining is reduced
• Deleting an application reverses the offset and restores balances
• Application date must be within an open accounting period
• The total field is calculated automatically from the apply sublist
• Applications can span multiple bills from the same vendor
• Department, class, and location are optional and used for reporting
• The application does not affect cash - it only offsets assets and liabilities

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See Also

• Vendor Prepayment - Record prepayments
• Vendor Bill - Bills to apply to
• Vendor Payment - Pay remaining bill balance
• Vendor - Vendor records