Employees (Vendors) Import Workflow

The Employees (Vendors) import workflow lets you:

• Create new vendor records in NetSuite first and then import them into OpenAir as employee records.

• Update vendor records in NetSuite and use the NetSuite <> OpenAir integration to update the corresponding employee record in OpenAir.

You can also use the Vendors (Vendors) import workflow to import NetSuite vendor records into OpenAir as vendor records. Both workflows can be used in conjunction. Additional setup is required to enable the Vendors (Vendors) import workflow, if the Employees (Vendors) import workflow is already enabled. See Setting up the Vendors (Vendors) Import Workflow.

Important:

NetSuite is the primary application for vendor records. Changes made to employee records in OpenAir after the initial import are not exported back to NetSuite.

For information about workflow specific settings impacting this workflow, see Employees (Vendors) Import Workflow Settings.

For information about field mapping definitions for this workflow, see Employees (Vendors) Import Field Mapping Definition.

Requirements and Downstream Dependencies

Matching NetSuite vendor records and OpenAir employee records must exist before you can export expense reports from OpenAir to NetSuite as vendor bills.

Using the Vendors (Vendors) and Employees (Vendors) import workflows in conjunction enables you to import vendor bills or purchase orders from NetSuite into OpenAir as purchase orders, which requires matching vendor records in both applications and to export expense reports from OpenAir to NetSuite as vendor bills, which requires the associated employee record in OpenAir being matched with a vendor record in NetSuite. See POs (Vendor Bills) Import Workflow, POs (Purchase Orders) Import Workflow and Expense Reports (Expense Reports) Export Workflow.

When using the Vendors (Vendors) and Employees (Vendors) import workflows in conjunction, use the OpenAir: User or Vendor [custentity_oa_user_or_vendor] field on the vendor record in NetSuite to determine whether the vendor should be imported into OpenAir as a vendor or as an employee (user).

Note:

You can only set the OpenAir: User or Vendor [custentity_oa_user_or_vendor] on the vendor record in NetSuite if the following conditions are all met. The field is read-only otherwise.

• The Expense Report – Vendor Bill Integration box is checked in the integration preferences.

• Either the Vendor Bill to OpenAir PO Integration box or the Enable OpenAir Purchase Integration box is checked in the integration preferences.

• The Export to OpenAir [custentity_oa_export_to_openair] box is checked on the vendor record.

For more information about setting integration preferences, see Configuring Integration Preferences and Terminology Preferences in NetSuite.

Supported Features

Workflow Settings	Filters	Advanced Mapping	Real-Time	OpenAir Within NetSuite	Monitored Fields

• Run the integration manually, use a scheduled integration run to create or update the OpenAir employee record after you create or update the vendor record in NetSuite. See Running the Bulk Import and Export Integration on Demand and Scheduling the Integration to Run Automatically.

• Setup the real-time integration to create or update the OpenAir employee record when the Vendor form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir employee record from the NetSuite UI using the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) feature. See Enabling Access to OpenAir From Within NetSuite.

Setting up the Employees (Vendors) Import Workflow

Use the following steps to set up the workflow.

To set up the Employees (Vendors) import workflow in NetSuite

1. (Optional) To mark new vendor records for export to OpenAir by default:

   1. In NetSuite, do one of the following:

      • Go to Setup > Company > General Preferences (Custom Preferences), if you are using the SuiteScript 1 versions of NetSuite OpenAir SRP Integration (Bundle ID 369637) bundle scripts.

      • Go to Customization > Lists, Records and Fields > Records > [View list forOpenAir: SRP Integration Settings] > [View OpenAir SRP Integration Settings Record] , if you are using the SuiteScript 2 versions of NetSuite OpenAir SRP Integration (Bundle ID 369637) bundle scripts.

   2. Check the Export Vendors by Default box.

   After you enable this preference, the Export to OpenAir [custentity_oa_export_to_openair] box is checked by default when a user creates a new vendor record. Users with the relevant permissions can clear the box on individual records if required.

To set up the Employees (Vendors) import workflow in OpenAir

1. In OpenAir, go to Administration > NetSuite Connector.

2. Click the Tips button then NetSuite Connector Administration.

   The OpenAir NetSuite Connector administration form appears.

3. Check the Employees (Vendors) box under the Imports section.

4. Click Save then Close.

5. Go to Administration > NetSuite Connector > Mapping.

6. Click New workflow then Employees (Vendors).

7. Click Employees (Vendors) in the list of integration workflows.

8. Review the workflow settings impacting this workflow. For more information, see Employees (Vendors) Import Workflow Settings.

9. Modify the field mapping definition table for the Employees (Vendors) import workflow as required. See Mapping OpenAir Fields and NetSuite Fields and Employees (Vendors) Import Field Mapping Definition.

10. Click the switch next to the workflow name to activate or to deactivate the workflow.

    

11. Click Save.

12. (Optional) Add the Employees (Vendors) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.