Enable expense charge linkage with sales order lines
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 enable sales order line item references on expense charges exported to NetSuite. The Disable Expense report references on invoices in NetSuite integration box must also be checked — see Disable expense report references on invoices in NetSuite integration.
When checked, all expense charges on the OpenAir invoice export as line items listed on the Items subtab instead of billable line items listed on the Billable Items subtab.
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Expense charges on the NetSuite invoice that reference sales order line item roll up by sales order line item on the NetSuite invoice the same way time and fixed-fee charges are rolled up when the Enable charges to map to NetSuite description items box is checked. See also Enable charges to map to NetSuite description items.
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Expenses exported to NetSuite are not billable. The standard billable expense functionality in NetSuite cannot be used. You should contact OpenAir Professional Services to discuss your requirements before changing this setting.
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Expense billing rules must be created manually in OpenAir. Expense billing rules are not created automatically as part of this feature.
Note:Your OpenAir account configuration must let you set a service on expense charges. To enable this feature, contact OpenAir Customer Support.
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The Adjust quantity based on % invoiced for time charges related to NetSuite sales order lines with quantities that do not reflect hours setting is supported. This is useful when the Quantity is set to
1on sales order line items used for expenses. The Calculate Quantity From % Invoiced box must be also checked on the Customer PO record in OpenAir.
Billing Project Expenses Full Amount
The sales order includes a line item for expenses with Rate set to 1 and the Quantity set to the full amount for your project expenses. You can create a customer PO in OpenAir to match this sales order line item and an expense billing rule associated with both this customer PO and with a service. When running the billing rule, expense charge reference the customer PO. When you export the invoice to NetSuite, OpenAir NetSuite Connector rolls up the expense charges by sales order line item and associate it to the sales order line item in NetSuite.
You can associate the sales order line item with a supported billing rule type to create the customer PO automatically when importing the Sales Order into OpenAir. When you do so, delete the billing that was created automatically by the integration before you create the expense billing rule.
Billing Percentage of Project Expenses
For this example, the Adjust quantity based on % invoiced for time charges related to NetSuite sales order lines with quantities that do not reflect hours must be checked on the Invoices (Invoices) workflow setting form.
The sales order includes a line item for expenses with Rate set to the full amount for your project expenses and the Quantity set to 1. You can create a customer PO in OpenAir to match this sales order line item and check the Calculate Quantity From % Invoiced box. You can then create a time billing rule associated with both the customer PO and with a service. When running the billing rule, expense charge reference the customer PO. When you export the invoice to NetSuite, OpenAir NetSuite Connector rolls up the expense charges by sales order line item and associate it to the sales order line item in NetSuite. The quantity will be calculated based on the percentage of the sales order line item full amount you are invoicing.
You can associate the sales order line item with a supported billing rule type to create the customer PO automatically when importing the Sales Order into OpenAir. When you do so, delete the billing that was created automatically by the integration before you create the expense billing rule.