Vendors (Vendors) Import Workflow

The Vendors(Vendors) import workflow lets you:

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

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

You can also use the Employees (Vendors) import workflow to import NetSuite vendor records into OpenAir as employee records. Both workflows can be used in conjunction. See Employees (Vendors) Import Workflow.

Important:

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

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

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

Requirements and Downstream Dependencies

Matching vendor records must exist in both NetSuite and OpenAir before you can import purchase orders or vendor bills from NetSuite into OpenAir as purchase orders.

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 vendor record after you create or update the vemdor 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 vendor record when the vendor form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir vendor 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 Vendors (Vendors) Import Workflow

Use the following steps to set up the workflow.

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

1. If the Employees (Vendors) import workflow is already enabled, additional setup is required before you can enable the Vendors (Vendors) import workflow.

   1. In OpenAir, go to Administration > Global Settings > Custom Settings.

   2. Locate the custom field name netsuite_vendor_id associated with the Employee form.

   3. Click netsuite_vendor_id.

   4. Change the custom field Name to netsuite_vendor2_id.

   5. Click Save

   Important:

   If this custom field is used in any reports or integrations, make sure you make all necessary changes.

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

3. Click the Tips button then NetSuite Connector Administration.

   The OpenAir NetSuite Connector administration form appears.

4. Check the Vendors (Vendors) box under the Imports section.

5. Click Save then Close.

6. Go to Administration > NetSuite Connector > Mapping.

7. Click New workflow then Vendors (Vendors).

8. Click Vendors (Vendors) in the list of integration workflows.

9. Click Workflow settings to view and modify the settings specific to this workflow. For more information about the workflow settings, see Vendors (Vendors) Import Workflow Settings.

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

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

    

12. Click Save.

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