Credits (Applied Credit Memos) Import Workflow

The Credits (Applied Credit Memos) import workflow lets you:

• Create credit memo records and apply to invoices previously exported from OpenAir to NetSuite, and then import the credit memos into OpenAir as credit invoices with negative charges.

  Note:

  You can also create credit invoices in OpenAir and export them to NetSuite as credit memos. See Send OpenAir Credits (Negative Invoices) as NetSuite Credit Memos Export Workflow.

• Update credit memo records in NetSuite and use the NetSuite <> OpenAir integration to update the corresponding invoices and negative charges in OpenAir.

Important:

Changes made to the invoice and charge records in OpenAir after the initial import are not exported back to NetSuite.

When you import a new credit memo record from NetSuite into OpenAir:

• OpenAir NetSuite Connector creates a credit invoice in OpenAir matching the credit memo in NetSuite.

• OpenAir NetSuite Connector adds a credit line on the original invoice in OpenAir corresponding to the invoice against which you applied the credit memo in NetSuite.

When the Import taxes applied to exported invoices box is checked on the settings form for the Invoices (Invoices) export workflow, the tax for items included on the credit memo is also imported onto the credit invoice in OpenAir. See Import taxes applied to exported invoices.

For more information about applying a credit memo in NetSuite, see Applying a Customer Credit Memo (External link to NetSuite SuiteAnswers | Answer ID: 9108).

For information about workflow specific settings, see Credits (Applied Credit Memos) Import Workflow Settings.

For information about field mapping definitions for this workflow, see Credits (Applied Credit Memos) Import Field Mapping Definition.

Requirements and Downstream Dependencies

Matching customer, project, service item and invoice transaction records must exist in both NetSuite and OpenAir before you can import applied credit memos from NetSuite into OpenAir.

Credit memos can only be imported into OpenAir if they were applied to invoices that were exported from OpenAir to NetSuite.

Supported Features

Workflow Settings	Filters	Advanced Mapping	Real-Time	SuiteSignOn	Monitored Fields

• Run the integration manually, use a scheduled integration run to create or update the OpenAir credit invoice and charge records after you create or update the credit memo 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 invoice and charge records when the Credit Memo form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir invoice record from the NetSuite UI using the SuiteSignOn integration. See Enabling Access to OpenAir From Within NetSuite.

Setting up the Credits (Applied Credit Memos) Import Workflow

Use the following steps to set up the Credits (Applied Credit Memos) import workflow.

No additional setting is required in NetSuite.

Note:

Before you set up the workflow make sure the Credit and Rebill Invoices optional feature is enabled in OpenAir. For more information, see Credit and Rebill Functionality for Invoices.

To enable the Credit and Rebill Invoices feature, contact OpenAir Customer Support.

To set up the Credits (Applied Credit Memos) 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 Credits (Applied Credit Memos) box under the Imports section.

4. Click Save then Close.

5. Go to Administration > NetSuite Connector > Mapping.

6. Click New workflow then Credits (Applied Credit Memos).

7. Click Credits (Applied Credit Memos) in the list of integration workflows.

8. Click Workflow settings to view and modify the settings specific to this workflow. For more information about the workflow settings, see Credits (Applied Credit Memos) Import Workflow Settings.

9. Modify the field mapping definition table for the Credits (Applied Credit Memos) import workflow as required. See Mapping OpenAir Fields and NetSuite Fields and Credits (Applied Credit Memos) 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 Credits (Applied Credit Memos) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.