Products (Purchase Items) Import Field Mapping Definition

The Products (Purchase Items) import workflow includes one mapping group:

Product [Integration point: ITEM_TO_PRODUCT] — See Product Mapping Group.

Product Mapping Group

Use the Service mapping group to map information about service records in OpenAir with information on service item records in NetSuite.

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 Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes service name, rate, and income and deferred revenue account. 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`]
Item [`Item`] Schema: <Type><Subtype>Item (2020.1)\|<Type><Subtype>Item (2023.1) XSD: `ItemSearchRowBasic` — platformCommon (2020.1)\|platformCommon (2023.1)	Product [`product`] Data Dictionary: product	Service [`ITEM_TO_PRODUCT`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Item [Item]

Schema: <Type><Subtype>Item (2020.1)|<Type><Subtype>Item (2023.1)

XSD: ItemSearchRowBasic — platformCommon (2020.1)|platformCommon (2023.1)

Product [product]

Data Dictionary: product

Service [ITEM_TO_PRODUCT]

Note:

The relevant SOAP objects as described in the NetSuite Schema Browser include:

<Type><Subtype>Item objects, where <Type> is the item Type (Inventory, NonInventory, Service, Kit, or OtherCharge) and <Subtype> is the item Subtype (Resale, or Purchase).

Default and Custom Filters

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

The Inactive box is NOT checked on the item record in NetSuite.
The Export to OpenAir Product [custitem_oa_export_to_openair_product] box is checked on the item record in NetSuite. You can modify this behavior — See Disable Export to OpenAir filtering for services in NetSuite integration.
Note:
Item for purchase and for resale records may include both the Export to OpenAir [custitem_oa_export_to_openair] and Export to OpenAir Product [custitem_oa_export_to_openair_product] boxes.
- Check the Export to OpenAir [custitem_oa_export_to_openair] to import the item into OpenAir as a service.
- Check the Export to OpenAir Product [custitem_oa_export_to_openair_product] to import the item into OpenAir as a product.
- Check both boxes to import the item into OpenAir as both a service and a product.

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

Default Field Mappings

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

NetSuite Field	OpenAir Field	Notes
`Item.internalId`	`Product.netsuite_product_id__c`	When you import a new service item record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite service item in the NetSuite Service Item ID [`netsuite_category_id`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`="1"`	`Product.active`	[Initial Only] By default, the Active box is checked when the Products (Purchase Items) import workflow creates a new product record in OpenAir. If the Inactive box is checked on the item record in NetSuite, OpenAir NetSuite Connector does not import the purchase item into OpenAir — the record is excluded from the integration. If you clear the Inactive box on the NetSuite purchase item record, OpenAir NetSuite Connector will import the purchase item record in the next integration run, and create or update the corresponding product record in OpenAir according to the field mapping definitions set for the workflow. Checking the Inactive box on the NetSuite purchase item record does not clear the Active box automatically on the OpenAir product record. If you check the Inactive box on the NetSuite purchase item record, clear the Active box manually on the product entity form in OpenAir.
`Item.itemId`	`Product.name`	—
`Item.type`	`Product.netsuite_product_type__c`	Not visible on mapping definition table The NetSuite item type is stored in the NetSuite Product Type [`netsuite_product_type`] custom field on the product record in OpenAir.
`Item.isFulfillable`	`Product.netsuite_product_fulfillable__c`	Not visible on mapping definition table If the Fulfillable box is checked on the item record in NetSuite, the NetSuite Product Is Fulfillable [`netsuite_product_fulfillable`] box is checked on the product record in OpenAir.
`Item.incomeAccount`	`Product.netsuite_product_inc_acct_id__c`	Income Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports income account information into the NetSuite Income Account ID [`netsuite_product_inc_acct_id`] custom field on the service or product record in OpenAir by default. Required when you use revenue recognition or advanced revenue management in NetSuite. You cannot add the item to sales transaction otherwise. If you use the Invoices (Invoices ) export workflow to export invoices from OpenAir to NetSuite, each service or product associated to a charge on exported invoices must include income account information.
`Item.deferredRevenueAccount`	`Product.netsuite_product_def_rev_acct_id__c`	Deferred Revenue Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports deferred revenue account information into the NetSuite Deferred Revenue Account ID [`netsuite_product_def_rev_acct_id`] custom field on the service or product record in OpenAir by default. Required when you use revenue recognition or advanced revenue management in NetSuite, unless you use Direct Revenue Posting. In NetSuite, when a deferred revenue account is selected on the item record Accounting subtab and you use revenue recognition or advanced revenue management, the revenue from the sale of this item is deferred.
`Item.expenseAccount`	`Product.netsuite_product_expense_acct_id__c`	Expense Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled and the custom field exists, the Products (Purchase Items) workflow imports income account information into the NetSuite Income Account ID [`netsuite_product_expense_acct_id`] custom field on the product record in OpenAir by default. Create the NetSuite Income Account ID [`netsuite_product_expense_acct_id`] custom field manually in OpenAir (text field associated with the Product entity form) to import this information — The custom field is not created automatically.
`Item.deferredExpenseAccount`	`Product.netsuite_product_def_expense_acct_id__c`	Deferred Expense Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled and the custom field exists, the Products (Purchase Items) workflow imports deferred revenue account information into the NetSuite Deferred Expense Account ID [`netsuite_product_def_expense_acct_id`] custom field on the product record in OpenAir by default. Create the NetSuite Deferred Expense Account ID [`netsuite_product_def_expense_acct_id`] custom field manually in OpenAir (text field associated with the Product entity form) to import this information — The custom field is not created automatically.
`Item.subType`	`Product.netsuite_product_subtype__c`	If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports subtype information (“For Resale” or “For Purchase”) into the NetSuite Product [`netsuite_product_subtype`] custom field on the product record in OpenAir by default.

NetSuite Field

Direction

OpenAir Field

Notes

Item.internalId

Product.netsuite_product_id__c

When you import a new service item record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite service item in the NetSuite Service Item ID [netsuite_category_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

="1"

Product.active

[Initial Only] By default, the Active box is checked when the Products (Purchase Items) import workflow creates a new product record in OpenAir. If the Inactive box is checked on the item record in NetSuite, OpenAir NetSuite Connector does not import the purchase item into OpenAir — the record is excluded from the integration.

If you clear the Inactive box on the NetSuite purchase item record, OpenAir NetSuite Connector will import the purchase item record in the next integration run, and create or update the corresponding product record in OpenAir according to the field mapping definitions set for the workflow.
Checking the Inactive box on the NetSuite purchase item record does not clear the Active box automatically on the OpenAir product record. If you check the Inactive box on the NetSuite purchase item record, clear the Active box manually on the product entity form in OpenAir.

Item.itemId

Product.name

—

Item.type

Product.netsuite_product_type__c

Not visible on mapping definition table

The NetSuite item type is stored in the NetSuite Product Type [netsuite_product_type] custom field on the product record in OpenAir.

Item.isFulfillable

Product.netsuite_product_fulfillable__c

Not visible on mapping definition table

If the Fulfillable box is checked on the item record in NetSuite, the NetSuite Product Is Fulfillable [netsuite_product_fulfillable] box is checked on the product record in OpenAir.

Item.incomeAccount

Product.netsuite_product_inc_acct_id__c

Income Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports income account information into the NetSuite Income Account ID [netsuite_product_inc_acct_id] custom field on the service or product record in OpenAir by default.

Required when you use revenue recognition or advanced revenue management in NetSuite. You cannot add the item to sales transaction otherwise. If you use the Invoices (Invoices ) export workflow to export invoices from OpenAir to NetSuite, each service or product associated to a charge on exported invoices must include income account information.

Item.deferredRevenueAccount

Product.netsuite_product_def_rev_acct_id__c

Deferred Revenue Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports deferred revenue account information into the NetSuite Deferred Revenue Account ID [netsuite_product_def_rev_acct_id] custom field on the service or product record in OpenAir by default.

Required when you use revenue recognition or advanced revenue management in NetSuite, unless you use Direct Revenue Posting. In NetSuite, when a deferred revenue account is selected on the item record Accounting subtab and you use revenue recognition or advanced revenue management, the revenue from the sale of this item is deferred.

Item.expenseAccount

Product.netsuite_product_expense_acct_id__c

Expense Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled and the custom field exists, the Products (Purchase Items) workflow imports income account information into the NetSuite Income Account ID [netsuite_product_expense_acct_id] custom field on the product record in OpenAir by default.

Create the NetSuite Income Account ID [netsuite_product_expense_acct_id] custom field manually in OpenAir (text field associated with the Product entity form) to import this information — The custom field is not created automatically.

Item.deferredExpenseAccount

Product.netsuite_product_def_expense_acct_id__c

Deferred Expense Account — If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled and the custom field exists, the Products (Purchase Items) workflow imports deferred revenue account information into the NetSuite Deferred Expense Account ID [netsuite_product_def_expense_acct_id] custom field on the product record in OpenAir by default.

Create the NetSuite Deferred Expense Account ID [netsuite_product_def_expense_acct_id] custom field manually in OpenAir (text field associated with the Product entity form) to import this information — The custom field is not created automatically.

Item.subType

Product.netsuite_product_subtype__c

If the Revenue Transactions (Revenue Recognition Transactions) export workflow is enabled, the Products (Purchase Items) workflow imports subtype information (“For Resale” or “For Purchase”) into the NetSuite Product [netsuite_product_subtype] custom field on the product record in OpenAir by default.

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.

The following table describes additional field mapping definitions for the Product mapping group tab that may be required or useful in some cases.

NetSuite Field	Direction	OpenAir Field	Notes
`Item.directRevenuePosting`		`Product.netsuite_product_direct_revenue posting`	Direct Revenue Posting — In NetSuite, checking this box on the item record Revenue Recognition / Amortization subtab disables advanced revenue management for this item. When checked, posting transactions that include this item post directly to the item revenue account. Required when you use revenue recognition or advanced revenue management in NetSuite and no Deferred Revenue Account is selected on the item record Accounting subtab. If the box is checked on the item record in NetSuite, the NetSuite Direct Revenue Posting box must be checked on the service or product record in OpenAir to use direct revenue posting when exporting invoices to NetSuite using the Invoices (Invoices) export workflow.

NetSuite Field

Direction

OpenAir Field

Notes

Item.directRevenuePosting

Product.netsuite_product_direct_revenue posting

Direct Revenue Posting — In NetSuite, checking this box on the item record Revenue Recognition / Amortization subtab disables advanced revenue management for this item. When checked, posting transactions that include this item post directly to the item revenue account.

Required when you use revenue recognition or advanced revenue management in NetSuite and no Deferred Revenue Account is selected on the item record Accounting subtab. If the box is checked on the item record in NetSuite, the NetSuite Direct Revenue Posting box must be checked on the service or product record in OpenAir to use direct revenue posting when exporting invoices to NetSuite using the Invoices (Invoices) export workflow.