Employees (Vendors) Import Field Mapping Definition

The Employees (Vendors) import workflow includes one mapping group:

• Vendor [ Integration point: VENDOR_TO_USER] — See Vendor Mapping Group Tab.

Vendor Mapping Group Tab

Use the Vendor mapping group to map information on employee records in OpenAir with information on vendor records in NetSuite. The mapping group supports filters.

For reference information and best practice guidelines, review the following topics:

• References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.

• Default and Custom Filters — Overview of default filters and how to modify the default behavior, and custom filters. Custom filters are supported for this mapping group.

• Default Field Mapping — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes name, email, tax nexus, NetSuite vendor ID and parent vendor ID, and currency. Filters are supported.

• Additional Field Mappings — There are no specific guidelines for custom field mapping definitions in this mapping group.

References

The following table gives reference information about the records and fields available for custom field mapping definition with links to the relevant reference material. See also Schema Reference Documentation.

NetSuite Record type [SOAP object]	OpenAir Record Type [table]	Mapping Group [Integration point]
Vendor [Vendor] Schema: Vendor (2020.1)|Vendor (2023.1) XSD: VendorSearchRowBasic platformCommon (2020.1)|platformCommon (2023.1)	Employee [user] Data Dictionary: user	Vendor [VENDOR_TO_USER]

Default and Custom Filters

By default, vendor records are imported from NetSuite into OpenAir as employees if the following conditions are all met:

• The Inactive box is NOT checked on the vendor record in NetSuite.

• The Export to OpenAir [custentity_oa_export_to_openair] box is checked on the vendor record in NetSuite. You can modify this behavior — See Disable Export to OpenAir filtering for vendors in NetSuite integration.

• If the Vendors (Vendors) import workflow is also active, the OpenAir: User or Vendor [custentity_oa_user_or_vendor] field is set to User on the vendor record in NetSuite.

Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.

Default Field Mapping

The following table describes the default field mapping definitions for the Vendor mapping group tab.

NetSuite Field	Direction	OpenAir Field	Notes
Vendor.internalId		User.netsuite_vendor2_id__c, if the Employees (Vendors) import workflow is used in conjunction with the Vendors (Vendors) import workflow. User.netsuite_vendor_id__c, otherwise.	When you import a new vendor record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite vendor in the NetSuite Vendor ID [netsuite_vendor_id OR netsuite_vendor2_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
="1"		User.active	[Initial Only] By default, the Active box is checked when the Employees (Vendors) import workflow creates a new employee record in OpenAir. If the Inactive box is checked on the vendor record in NetSuite, OpenAir NetSuite Connector does not import the vendor into OpenAir — the record is excluded from the integration. If you clear the Inactive box on the NetSuite vendor record, OpenAir NetSuite Connector will import the vendor record in the next integration run, and create or update the corresponding employee record in OpenAir according to the field mapping definitions set for the workflow. Checking the Inactive box on the NetSuite vendor record does not clear the Active box automatically on the OpenAir employee record. If you check the Inactive box on the NetSuite vendor record, clear the Active box manually on the demographic form for the corresponding employee in OpenAir. Important: The number of active employee records you can have in your OpenAir account at any one time. When creating or updating employee records in OpenAir, the Employees (Vendors) import workflow clears the Active box if you have reached the limit of active employee records authorized for your account. To review the number of active employee records authorized for your OpenAir account, contact your OpenAir account manager. Limits are enforced to prevent you from creating or activating users in OpenAir if doing so would exceed the number of user licenses purchased for your account. When creating or updating employee records in OpenAir, the Employees (Vendors) import workflow clears the Active box if no user licenses of the appropriate type are available. To review OpenAir licensing or purchase additional user licenses, contact your OpenAir account manager. For more information about OpenAir licensing and compliance, see Licenses.
Vendor.entityId		User.nickname	[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in OpenAir.
Vendor.email		User.email	—
Vendor.lastName		User.last	—
Vendor.firstName		User.first	—
Vendor.currency		User.currency	Not visible on the field mapping definition Multiple currency — If the Multicurrency feature is enabled for your OpenAir account, the Currency on the employee record in OpenAir is set to the Currency on the vendor record in NetSuite.
Vendor.custentity_oa_ vendor_tax_nexus One of the following values: ="USA" ="Canada" ="VAT"		User.netsuite_user_tax_nexus__c	Not visible on the field mapping definition Required and active only if the Enable tax export on expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. NetSuite Tax Nexus Type — If you export tax information with expense reports exported from OpenAir to NetSuite as vendor bills, you can select a tax nexus type (OpenAir: User Tax Nexus Type) on the vendor record in NetSuite and import this information into OpenAir. If OpenAir: User Tax Nexus Type [custentity_oa_ vendor_tax_nexus] is blank on the NetSuite vendor record, the NetSuite Tax Nexus Type on the employee record in OpenAir is determined based on the shipping address or billing address for the NetSuite vendor. See Enable tax export on expense reports.
Vendor.custentity_oa_vendor_parent		User.netsuite_vendor_parent_id__c	Not visible on the field mapping definition Active only if the Enable OpenAir expense reports to NetSuite vendor bill integration box is checked on the OpenAir NetSuite administration form. NetSuite Vendor ID — If you use the Expense Reports (Expense Reports) to export expense reports from OpenAir to NetSuite as vendor bills, you can select a parent vendor on the vendor record in NetSuite and import this information into OpenAir.
Vendor.custentity_oa_expense_to_vendorbill		User.netsuite_export_envelope_to_vendorbill__c	Not visible on the field mapping definition Active only if the Enable OpenAir expense reports to NetSuite vendor bill integration box is checked on the OpenAir NetSuite administration form. Export expense reports from this user as NetSuite vendor bills — If you use the Expense Reports (Expense Reports) to export expense reports from OpenAir to NetSuite as vendor bills, check this box on the vendor record in NetSuite if you want expense reports for the corresponding employee in OpenAir to be exported to NetSuite as vendor bills.
Vendor.custentity_oa_vendor_parent		User.netsuite_expense_map_parent_vendor__c	Not visible on the field mapping definition Active only if the Enable OpenAir expense reports to NetSuite vendor bill integration box is checked on the OpenAir NetSuite administration form. Export expense reports from this user to the NetSuite parent vendor — If you use the Expense Reports (Expense Reports) to export expense reports from OpenAir to NetSuite as vendor bills, check this box on the vendor record in NetSuite if you want expense reports exported to NetSuite as vendor bills to be associated with the parent vendor referenced by NetSuite Vendor ID.

Additional Field Mappings

Important:

Review the following guidelines

• You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.

• For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.

• Familiarize yourself with the NetSuite and OpenAir technical documentation before attempting to set field mapping definitions using the advanced notation — See Schema Reference Documentation.

No specific guidelines