Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders

Important:

You should not enable this feature unless having the same reference numbers in NetSuite and OpenAir is a hard requirement. This feature could cause problems with purchase request and purchase order numbers in OpenAir. Contact OpenAir Professional Services to discuss possible implications before you enable this feature.

Check this box to map the purchase order number (PO # ) or the vendor bill or credit reference number (Reference No. ) in NetSuite to the purchase request name (Purchase request #) and purchase order name (PO #) in OpenAir when importing purchase order, vendor bills or vendor credits from NetSuite into OpenAir as purchase orders.

When checked, the Purchase request # and PO # for the purchase orders and purchase requests created in OpenAir are the same as the purchase order number (PO # ) or the vendor bill or credit reference number (Reference No. ) in NetSuite under the following conditions.

• The PO # [tranID] or the vendor bill or credit Reference No. [tranID] must use the following format — <prefix><number>, where:

  • <prefix> is an optional prefix. If used, it must contain only non-numeric characters. The purchase request number (Purchase request #) and purchase order number (PO #) in OpenAir include the prefix set in the mapping definition table (NS-, NS-VB-, or NS-VC-, by default) followed by the <prefix>.

  • <number> is an integer greater than 0 and less than or equal to 1000000000.

    • It must contain only numeric characters.

    • The <number> may contain leading zeros. Leading zeros will be stripped in the purchase request number (Purchase request #) and purchase order number (PO #) in OpenAir.

  • tranID may include another part starting with a non-numeric character immediately to the right of <number> is ignored. For example, if the NetSuite PO # is purchase126A1B2, the PO # for the purchase order imported into OpenAir will be NS-purchase126.

• The number part of the Purchase request # or PO # in OpenAir must be unique.

  • When a purchase request record and a purchase order record are created in OpenAir by the integration, the number part of the Purchase request # or PO # is generated automatically if a Purchase request # or PO # with the NetSuite <number> already exists in OpenAir, or if the <number> is less than or equal to the last number generated by OpenAir. For example, if the NetSuite PO # is purchase126 and the last PO # generated in OpenAir was PO-126, the PO # for the purchase order imported into OpenAir will be NS-purchase127.

  • When a purchase request record and a purchase order record are updated in OpenAir by the integration, the number part of the Purchase request # or PO # is generated automatically if Purchase request # or PO # with duplicate number part exists in OpenAir.

Note:

By default, OpenAir generates the Purchase request # or PO # automatically when a purchase order or purchase request record is created. The Purchase request # and PO # values include a constant prefix and a unique number:

• The prefix [purchaserequest.prefix or purchaseorder.prefix] is set on the purchase request layout (Administration > Application Settings > Purchases > Purchase request layout) and purchase order layout (Administration > Application Settings > Purchases > Purchase request layout) in OpenAir. All purchase requests and purchase orders created manually in OpenAir

• The number is generated automatically with an increment of 1 when a record is created. You can set the starting number on the purchase request and purchase order layouts. This ensures that each purchase request or purchase order have a unique Purchase request # or PO #.

When purchases requests and purchase orders are created in OpenAir by the POs (Purchase Orders), POs (Vendor Bills), or POs (Vendor Credits) import workflow, by default (when the Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders is not checked):

• The prefix is set by the field mapping definition. By default, the prefix is NS- when importing NetSuite purchase orders into OpenAir, NS-VB- when importing NetSuite vendor bills into OpenAir as purchase orders, or NS-VC- when importing NetSuite vendor credits into OpenAir as purchase orders.

• The number is generated automatically in the same way as when records are created manually.