Initialize invoices from corresponding sales orders when exporting invoices to NetSuite

Important:

This feature is available when the Invoices (Invoices) export workflow is used in conjunction with the Customer POs (Sales Orders) import workflow. See Customer POs (Sales Orders) Import Workflow.

Check this box to retrieve invoice information sourced from the sales orders in NetSuite and include this information when exporting invoices from OpenAir to NetSuite.

When checked, the Invoices (Invoices) export workflow initializes the invoice to be exported by retrieving information from NetSuite.

In NetSuite, when you click Next Bill on a sales order record, an invoice form appears and NetSuite sources information from the sales order to populate fields automatically on the invoice form. You can then review and modify the information as required before you click Save to create the invoice.

OpenAir NetSuite Connector follows a similar process to initialize the invoice. It retrieves information from NetSuite similar to the information populated when creating an invoice from the sales order. This information includes fields and values that would not be available otherwise. OpenAir NetSuite Connector then adds, removes or modifies line items to match the charges on the OpenAir invoice before exporting the invoice to NetSuite.

Note:

Review the following guidelines:

• The extra step to initialize the invoice before export by retrieving information from NetSuite increases the time required to export an invoice from OpenAir to NetSuite.

• This feature reduces the need to use field mapping definitions. It also makes it possible to include header information from the sales order on the exported invoice header.

• You can use field mapping definitions instead of this feature to save information from the NetSuite sales order on the customer PO record in OpenAir, and include this information on line items when exporting Invoices from OpenAir to NetSuite. This lets you include exactly the information you need on the exported invoices.

Tax Code Override on Sales Order Line Items

NetSuite populates the tax information automatically for sales order line items but lets users override the line item tax by selecting a different tax code. When this feature is enabled, OpenAir NetSuite Connector retrieves the tax information for each sales order line item from NetSuite and uses the tax code overrides to create the invoice in NetSuite. Otherwise, you need to set field mapping definitions to import the tax code from the sales order line items into the OpenAir customer POs, and to source the tax code on the invoice line items from the customer POs when exporting the invoice to NetSuite.

Information from transaction body and transaction line custom fields on the NetSuite sales order is included on the exported invoice in NetSuite.

• By default, NetSuite sources custom field values from the default values on the sales order. “Default values” here refers to the values that are automatically populated when creating the sales order — a transaction line custom field value sourced from an item pricing, for example. that sources its value unless you use field mapping definitions to set custom field values on the NetSuite invoice. This is adequate unless users can override the custom field default value on the NetSuite sales order.

• If users can override the custom field default value on the NetSuite sales order, you can include the override value using advanced mapping and field declaration. See Field Declarations (NS_CUSTOM_FIELDS_FROM_SO_INVOICE_HEADER and NS_CUSTOM_FIELDS_FROM_SO_INVOICE_LINE_ITEM ).

  Important:

  Review the following guidelines:

  • When you use the NS_CUSTOM_FIELDS_FROM_SO_INVOICE_HEADER and NS_CUSTOM_FIELDS_FROM_SO_INVOICE_LINE_ITEM field declaration, OpenAir NetSuite Connector attempts to set the declared custom field explicitly to the value on the sales order. An integration error occurs if the value is no longer active (if users can no longer set the custom field to this default or override value on the sales order). Field declaration should only be used if users can override the custom field on the sales order.

  • If the declared field is used in another field mapping definition, the value will be set according to that other field mapping definition instead of the value from the sales order.