POs (Vendor Bills) Import Workflow

The POs (Vendor Bills) import workflow lets you:

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

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

When importing a vendor bill into OpenAir as purchase order, the following records are created in OpenAir:

• Purchase order — A single purchase order is created or updated in OpenAir to match the NetSuite vendor bill.

• Purchase items — Each vendor bill line item marked for export on the NetSuite vendor bill imports into a purchase item.

• Purchase requests —A purchase request record is created for each vendor bill line item marked for export on the NetSuite vendor bill. This is because in OpenAir, purchase request and request item in OpenAir must be associated to a single project, whereas in NetSuite, vendor bills can reference multiple projects.

• Request items — Each purchase request includes one request item.

• Fulfillments — A fulfillment record is created for each purchase item.

Note:

You can also import vendor credits from NetSuite into OpenAir as purchase orders with negative purchase items. See POs (Vendor Credits) Import Workflow.

You can import purchase orders instead of vendor bills from NetSuite into OpenAir as purchase orders using the POs (Purchase Orders) import workflows. The POs (Vendor Bills) and POs (Purchase Orders) import workflows are mutually exclusive. See POs (Purchase Orders) Import Workflow.

Important:

Changes made to purchase order records in OpenAir after the initial import are not exported back to NetSuite.

For information about vendor bills in NetSuite, see Vendor Bills (External link to NetSuite SuiteAnswers | Answer ID 11156).

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

Requirements and Downstream Dependencies

This workflow is mutually exclusive with the POs (Purchase Orders) import workflow.

The following workflows must also be enabled:

• Products (Purchase Items) Import Workflow

• Vendors (Vendors) Import Workflow

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

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

Note:

You can use the POs (Vendor Bills) import workflow and Expense Reports (Expense Reports) export workflow in conjunction to import vemdor bills from NetSuite into OpenAir as purchase orders and to export expense reports from OpenAir to NetSuite as vendor bills. See Expense Reports (Expense Reports) Export Workflow.

Exporting expense reports from OpenAir to NetSuite as vendor bills requires the associated user record in OpenAir being matched with a vendor record in NetSuite. To use both workflows in conjunction, enable the Employees (Vendors) import workflow and 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). See Employees (Vendors) Import Workflow.

After you import vendor bills from NetSuite into OpenAir as purchase orders, you can use project billing rules to create product charges based on purchase items and fulfillments, add these charges to your invoices in OpenAir, and export the invoices to NetSuite. Markups can be used.

• The NetSuite vendor bill billable [netsuite_vb_billable] box is checked on the purchase item in OpenAir if the vendor bill line item is billable in NetSuite. When exporting invoices with product charges for purchase items imported into OpenAir using the POs (Vendor Bills) import workflow, these charges export as billable line items on the NetSuite invoice Billable Items subtab.

  • Use the Bill Line mapping group to export information on the product charges created from purchase items. See Bill Line Mapping Group.

  • Use the Vendor Bill Line mapping group to export information on the purchase items. See Vendor Bill Line Mapping Group.

• If the NetSuite vendor bill billable [netsuite_vb_billable] box is NOT checked on the purchase item in OpenAir or if you are using Invoices (Invoices) workflow settings modifying the default behavior, charges export as invoice line items on the NetSuite invoice Items subtab, and not as billable line items on the Billable Items subtab.

  The following Invoices (Invoices) workflow settings modify the default behavior:

  • You can check the Disable vendor bill linkage on invoices in NetSuite integration to remove the vendor bill reference on the invoice line item. See Disable vendor bill linkage on invoices in NetSuite integration.

  • You can also check the Use Service item instead of Product item during invoices export for purchase charges to reference a service item instead of a product item on the invoice line item. See Use Service item instead of Product item during invoices export for purchase charges

  The following Invoices (Invoices) import workflow mapping groups are used to export billable purchase items imported from a NetSuite vendor bill:

  • Use the Invoice Line mapping group to export information on the product charges created from purchase items. See Invoice Line Mapping Group.

  • Use the Purchase Line mapping group to export information on the purchase items. See Purchase Line Mapping Group.

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

• View and edit the OpenAir purchase order 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 POs (Vendor Bills) Import Workflow

Use the following steps to set up the workflow.

To set up the POs (Vendor Bills) import workflow in NetSuite

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 Vendor Bill to OpenAir PO Integration box.

3. Click Save.

4. Go to Setup > Company > Enable Features, and click the Transactions subtab.

5. Check the Advanced Receiving box under the Shipping & Receiving section. The Advanced Receiving feature is required to create purchase item receipts in NetSuite.

6. Click Save.

7. Go to Setup > Accounting > Invoicing Preferences and clear the Combine Billable Items on Invoices box. this feature is not compatible with the POs (vendor Bills) import workflow.

8. To let employees view projects and items and check the Billable and Export to OpenAir boxes for vendor bill line items and vendor bill records, go to Home > Set Preferences and check the Validate OpenAir PO/Vendor Bill box on the Custom Preferences tab.

To set up the POs (Vendor Bills) 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 POs (Vendor Bills) box under the Imports section.

4. Click Save then Close.

5. If the purchaser integration is not enabled, designate a purchaser to use when importing vendor bills into OpenAir as purchase orders. To do so:

   1. Go to Administration > Application Settings > Purchases > Purchasers > [ Select a purchaser].

   2. Check the NetSuite Purchase Order Integration purchaser [netsuite_purchaser] box.

   3. Click Save.

   Note:

   To create a purchaser, you must create at least one record for each of the following record types in Administration > Application Settings > Purchases > Accounts payable locations, Receiving locations, Carriers, Shipping terms, and F.O.B. locations.

   If the purchaser integration is enabled, matching employee records must exist in OpenAir and NetSuite for employees creating purchase orders in NetSuite, and purchaser records marked as NetSuite purchaser must exist for these employees in OpenAir. For more information about the purchaser integration, see Enable purchaser integration

6. Go to Administration > NetSuite Connector > Mapping.

7. Click New workflow then POs (Vendor Bills).

8. Click POs (Vendor Bills) in the list of integration workflows.

9. Modify the field mapping definition table for the Tasks (Project Tasks) import workflow as required. See Mapping OpenAir Fields and NetSuite Fields and POs (Vendor Bills) 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 POs (Vendor Bills) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.