PO Mapping Group

Use the PO mapping group to map information on purchase order records in OpenAir with information on vendor bill 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 Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes task name, associated customer and project, start date, currency, and planned hours.
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 Bill [`VendorBill`] Schema: VendorBill (2020.1)\|VendorBill (2023.1) XSD: `TransactionSearchRowBasic` — platformCommon (2020.1)\|platformCommon (2023.1)	PO [`Purchaseorder`] Data Dictionary: purchaseorder	PO [`VENDORBILL_TO_ PURCHASEORDER`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Vendor Bill [VendorBill]

Schema: VendorBill (2020.1)|VendorBill (2023.1)

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

PO [Purchaseorder]

Data Dictionary: purchaseorder

PO [VENDORBILL_TO_ PURCHASEORDER]

Default and Custom Filters

By default, vendor bill records are imported from NetSuite into OpenAir as purchase orders if the following conditions are met:

The Status of the vendor bill in NetSuite must be one of the following: Open or Paid in Full. Vendor bills that are not approved do not import to OpenAir.
The Export to OpenAir [custbody_oa_export_to_openair] box is checked on the project task 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 Mappings

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

NetSuite Field	OpenAir Field	Notes
`Transaction.tranDate`	`Purchaseorder.date`
Looked up OpenAir field value — `id` of OpenAir vendor record with `netsuite_vendor_id` equal to `Transaction.entity`	`Purchaseorder.vendor_id`
Looked up OpenAir field value — `terms` of OpenAir vendor with `netsuite_vendor_id` equal to `Transaction.entity`, if the field is not empty default terms, otherwise	`Purchaseorder.terms`
`Transaction.currency`	`Purchaseorder.currency`	Active and visible only if the Multicurrency feature is enabled for your OpenAir account . Multiple currency — The Currency on the purchase order record in OpenAir is set to the Currency on the vendor bill record in NetSuite.
Looked up OpenAir field value If the purchaser integration is enabled, `id` of the OpenAir employee with `user.netsuite_user_id` equal to `Transaction.createdBy`, if the employee record is associated with a purchaser record with NetSuite Purchase Order Integration purchaser [`netsuite_purchaser`] box checked. Otherwise, `user_id` of the OpenAir purchaser record with NetSuite Purchase Order Integration purchaser [`netsuite_purchaser`] box checked.	`Purchaseorder.user_id`	Internal ID of the employee associated with the purchaser in OpenAir. If the Enable purchaser integration box is checked on the Employees (Employees) import workflow settings form, the employee who created the purchase order in NetSuite is set as the Purchaser and Requester on the purchase order in OpenAir. Matching records for this employee must exist in OpenAir and NetSuite, and the employee must be associated with a purchaser record marked as a NetSuite purchaser in OpenAir. See Enable purchaser integration. Otherwise, a purchaser designated as the universal NetSuite purchaser is used.
`="NS-VB"`	`Purchaseorder.prefix`	The prefix part of the PO # is `NS-VB` to identify purchase orders imported from NetSuite vendor bills. If the Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders box is checked on the OpenAir NetSuite Connector administration form, the Reference No. on the vendor bill in NetSuite is used to generate the prefix and number part of the PO #. See Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders.
`Transaction.tranId` generated automatically in OpenAir	`Purchaseorder.number`	By default, the number part of the PO # on the OpenAir purchase order record is generated automatically when the record is created. If the Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders box is checked on the OpenAir NetSuite Connector administration form, the Reference No. on the vendor bill in NetSuite is used to generate the prefix and number part of the PO #. See Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders.
`="NS-" + Transaction.tranId` `="NS-" + <generated PO number>`	`Purchaseorder.name`	The default mapping definitions for `Purchaseorder.prefix` (the prefix part of the PO #) and `Purchaseorder.number` (the number part of the PO #) are used to generate the PO # [`Purchaseorder.name`].
`"1"`	`Purchaseorder.auto_track_payable_with_fulfilled`	[Initial only] The Automatically track payability with fulfillment field is set to `Yes` by default.
`="A"`	`Purchaseorder.approval_status`	[Initial only]
<current date>	`Purchaseorder.date_approved`	[Initial only]
Looked up OpenAir field value — `carrier_id` of OpenAir purchaser	`Purchaseorder.carrier_id`	[Initial Only]
Looked up OpenAir field value — `accounts_payable_id` of OpenAir purchaser	`Purchaseorder.accounts_payable_id`	[Initial Only]
Looked up OpenAir field value — `receiving_id` of OpenAir purchaser	`Purchaseorder.receiving_id`	[Initial Only]
Looked up OpenAir field value — `ship_complete_only` of OpenAir	`Purchaseorder.ship_complete_only`	[Initial Only]
`Transaction.internalId`	`Purchaseorder.netsuite_vendorbill_purchaseorder_id__c`	Not visible in mapping definition table When you import a new purchase order record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite vendor bill in the NetSuite Vendor Bill ID [`netsuite_vendorbill_purchaseorder_id`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`Transaction.tranId`	`Purchaseorder.netsuite_vendorbill_purchaseorder_tranid__c`	Not visible in mapping definition table When you import a new purchase order record from NetSuite into OpenAir, OpenAir stores the PO # of the NetSuite vendor bill in the NetSuite Vendor Bill Number [`netsuite_vendorbill_purchaseorder_tranid`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`="1"`	`Purchaseorder.netsuite_from_vendorbill__c`	Not visible in mapping definition table When you import a vendor bill from NetSuite into OpenAir as a purchase order, the From NetSuite Vendor Bill [`netsuite_from_vendorbill`] box is checked on the purchase order record in OpenAir.

NetSuite Field

Direction

OpenAir Field

Notes

Transaction.tranDate

Purchaseorder.date

Looked up OpenAir field value — id of OpenAir vendor record with netsuite_vendor_id equal to Transaction.entity

Purchaseorder.vendor_id

Looked up OpenAir field value — terms of OpenAir vendor with netsuite_vendor_id equal to Transaction.entity, if the field is not empty
default terms, otherwise

Purchaseorder.terms

Transaction.currency

Purchaseorder.currency

Active and visible only if the Multicurrency feature is enabled for your OpenAir account

Multiple currency — The Currency on the purchase order record in OpenAir is set to the Currency on the vendor bill record in NetSuite.

Looked up OpenAir field value

If the purchaser integration is enabled, id of the OpenAir employee with user.netsuite_user_id equal to Transaction.createdBy, if the employee record is associated with a purchaser record with NetSuite Purchase Order Integration purchaser [netsuite_purchaser] box checked.
Otherwise, user_id of the OpenAir purchaser record with NetSuite Purchase Order Integration purchaser [netsuite_purchaser] box checked.

Purchaseorder.user_id

Internal ID of the employee associated with the purchaser in OpenAir.

If the Enable purchaser integration box is checked on the Employees (Employees) import workflow settings form, the employee who created the purchase order in NetSuite is set as the Purchaser and Requester on the purchase order in OpenAir. Matching records for this employee must exist in OpenAir and NetSuite, and the employee must be associated with a purchaser record marked as a NetSuite purchaser in OpenAir. See Enable purchaser integration.
Otherwise, a purchaser designated as the universal NetSuite purchaser is used.

="NS-VB"

Purchaseorder.prefix

The prefix part of the PO # is NS-VB to identify purchase orders imported from NetSuite vendor bills.

If the Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders box is checked on the OpenAir NetSuite Connector administration form, the Reference No. on the vendor bill in NetSuite is used to generate the prefix and number part of the PO #. See Map NetSuite transaction number to OpenAir number when importing vendor bills or purchase orders.

Transaction.tranId
generated automatically in OpenAir

Purchaseorder.number

By default, the number part of the PO # on the OpenAir purchase order record is generated automatically when the record is created.

="NS-" + Transaction.tranId
="NS-" + <generated PO number>

Purchaseorder.name

The default mapping definitions for Purchaseorder.prefix (the prefix part of the PO #) and Purchaseorder.number (the number part of the PO #) are used to generate the PO # [Purchaseorder.name].

"1"

Purchaseorder.auto_track_payable_with_fulfilled

[Initial only]

The Automatically track payability with fulfillment field is set to Yes by default.

="A"

Purchaseorder.approval_status

[Initial only]

Purchaseorder.date_approved

[Initial only]

Looked up OpenAir field value — carrier_id of OpenAir purchaser

Purchaseorder.carrier_id

[Initial Only]

Looked up OpenAir field value — accounts_payable_id of OpenAir purchaser

Purchaseorder.accounts_payable_id

[Initial Only]

Looked up OpenAir field value — receiving_id of OpenAir purchaser

Purchaseorder.receiving_id

[Initial Only]

Looked up OpenAir field value — ship_complete_only of OpenAir

Purchaseorder.ship_complete_only

[Initial Only]

Transaction.internalId

Purchaseorder.netsuite_vendorbill_purchaseorder_id__c

Not visible in mapping definition table

When you import a new purchase order record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite vendor bill in the NetSuite Vendor Bill ID [netsuite_vendorbill_purchaseorder_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

Transaction.tranId

Purchaseorder.netsuite_vendorbill_purchaseorder_tranid__c

Not visible in mapping definition table

When you import a new purchase order record from NetSuite into OpenAir, OpenAir stores the PO # of the NetSuite vendor bill in the NetSuite Vendor Bill Number [netsuite_vendorbill_purchaseorder_tranid] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

="1"

Purchaseorder.netsuite_from_vendorbill__c

Not visible in mapping definition table

When you import a vendor bill from NetSuite into OpenAir as a purchase order, the From NetSuite Vendor Bill [netsuite_from_vendorbill] box is checked on the purchase order record in OpenAir.

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