Credit Memo Mapping Group

Use the Credit Memo mapping group to map information on credit (negative invoice) records in OpenAir with information about credit memos applied to invoice transaction 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 credit memo number, date, customer internal ID in OpenAir, notes, 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`]
Credit Memo [`CreditMemo`] Schema: CreditMemo (2020.1)\|CreditMemo (2023.1) XSD: `TransactionSearchRowBasic` — platformCommon (2020.1)\|platformCommon (2023.1)	Invoice [`invoice`] Data Dictionary: invoice	Credit Memo [`CREDIT_MEMO_TO_CREDIT`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Credit Memo [CreditMemo]

Schema: CreditMemo (2020.1)|CreditMemo (2023.1)

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

Invoice [invoice]

Data Dictionary: invoice

Credit Memo [CREDIT_MEMO_TO_CREDIT]

Default and Custom Filters

By default, applied credit memo records are imported from NetSuite into OpenAir if the invoice records to which the credit memo was applied in NetSuite were imported from OpenAir.

Important:

The Credits (Applied Credit Memos) import returns an error if one or more of the invoices the credit memo was applied to in NetSuite did not originate from an OpenAir invoice.

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 Credit Memo mapping group tab.

NetSuite Field	OpenAir Field	Notes
`Transaction.tranDate`	`Invoice.date`	[Initial Only]
Looked up OpenAir field value — `id` of OpenAir customer record matching the customer entity associated with the credit memo in NetSuite.	`Invoice.customer_id`	[Initial Only]
`="1"`	`Invoice.status`	[Initial Only] By default, the status of the invoice is set to “Not sent”.
`'Created from NetSuite credit memo' + Transaction.tranId` `'Applied credit to Invoice:' + <invoicenumber1, invoicenumber2, ...>`	`Invoice.notes`	[Initial Only] By default, the Credit # of the credit memo in NetSuite and the Invoice # of the OpenAir invoices matching the NetSuite invoices to which the credit memo was applied in NetSuite is recorded in the Notes field on the invoice record in OpenAir.
`'<datetime stamp> : Invoice <number> created by NetSuite integration'`	`Invoice.access_log`	Not visible in mapping definition table [Initial Only] The negative invoice creation is recorded in the invoice history.
—	`Invoice.number`	Not visible in mapping definition table [Initial Only] The invoice number generated automatically by OpenAir.
—	`Invoice.prefix`	Not visible in mapping definition table [Initial Only] The invoice prefix generated automatically by OpenAir.
`Transaction.currency`	`Invoice.currency`	[Initial Only] If the Multicurrency feature is enabled for your OpenAir account, the Currency on the invoice record in OpenAir is set to the Currency on the credit memo transaction record in NetSuite.
`="A"`	`Invoice.approval_status`	Active and visible only if the Enable approvals for invoices box is checked Om the Approval Options form in OpenAir (Administration > Global settings > Organization > Approval Options). [Initial Only] By default, the Approval status of the negative invoice in OpenAir is set to “Approved”.
`Transaction.internalId`	`Invoice.netsuite_credit_memo_invoice_id__c`	[Initial Only] When you import a new credit memo record from NetSuite into OpenAir, OpenAir stores the internal ID of the credit memo in the NetSuite Credit Memo ID [`netsuite_credit_memo_invoice_id`] custom field on the invoice record in OpenAir. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`Transaction.tranId`	`Invoice.netsuite_credit_memo_number__c`	[Initial Only] The credit memo number Credit # in NetSuite.
—	`Invoice.credit`	Not visible in mapping definition table Calculated value — Sum of all negative charges. Includes negative tax if applicable.
`Transaction.taxTotal`	`Invoice.tax`	Not visible in mapping definition table The total tax calculated in NetSuite for the credit memo imports to the negative invoice record OpenAir if the Import taxes applied to exported invoices box is checked on the Invoices (Invoices) export workflow settings form. See Import taxes applied to exported invoices.
Comma separated list of `CreditMemoApply.doc + ' : ' + CreditMemoApply.amount` for all invoices the credit memo is applied to in the `applyList` sublist.	`Invoice.netsuite_credit_memo_applied_to_list__c`	Not visible in mapping definition table List of internal IDs and credited amount for all invoices to which the credit memo is applied to in NetSuite.

NetSuite Field

Direction

OpenAir Field

Notes

Transaction.tranDate

Invoice.date

[Initial Only]

Looked up OpenAir field value — id of OpenAir customer record matching the customer entity associated with the credit memo in NetSuite.

Invoice.customer_id

[Initial Only]

="1"

Invoice.status

[Initial Only]

By default, the status of the invoice is set to “Not sent”.

'Created from NetSuite credit memo' + Transaction.tranId

'Applied credit to Invoice:' + <invoicenumber1, invoicenumber2, ...>

Invoice.notes

[Initial Only] By default, the Credit # of the credit memo in NetSuite and the Invoice # of the OpenAir invoices matching the NetSuite invoices to which the credit memo was applied in NetSuite is recorded in the Notes field on the invoice record in OpenAir.

'<datetime stamp> : Invoice <number> created by NetSuite integration'

Invoice.access_log

Not visible in mapping definition table

[Initial Only] The negative invoice creation is recorded in the invoice history.

—

Invoice.number

Not visible in mapping definition table

[Initial Only] The invoice number generated automatically by OpenAir.

—

Invoice.prefix

Not visible in mapping definition table

[Initial Only] The invoice prefix generated automatically by OpenAir.

Transaction.currency

Invoice.currency

[Initial Only] If the Multicurrency feature is enabled for your OpenAir account, the Currency on the invoice record in OpenAir is set to the Currency on the credit memo transaction record in NetSuite.

="A"

Invoice.approval_status

Active and visible only if the Enable approvals for invoices box is checked Om the Approval Options form in OpenAir (Administration > Global settings > Organization > Approval Options).

[Initial Only] By default, the Approval status of the negative invoice in OpenAir is set to “Approved”.

Transaction.internalId

Invoice.netsuite_credit_memo_invoice_id__c

[Initial Only] When you import a new credit memo record from NetSuite into OpenAir, OpenAir stores the internal ID of the credit memo in the NetSuite Credit Memo ID [netsuite_credit_memo_invoice_id] custom field on the invoice record in OpenAir. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

Transaction.tranId

Invoice.netsuite_credit_memo_number__c

[Initial Only] The credit memo number Credit # in NetSuite.

—

Invoice.credit

Not visible in mapping definition table

Calculated value — Sum of all negative charges. Includes negative tax if applicable.

Transaction.taxTotal

Invoice.tax

Not visible in mapping definition table

The total tax calculated in NetSuite for the credit memo imports to the negative invoice record OpenAir if the Import taxes applied to exported invoices box is checked on the Invoices (Invoices) export workflow settings form. See Import taxes applied to exported invoices.

Comma separated list of CreditMemoApply.doc + ' : ' + CreditMemoApply.amount for all invoices the credit memo is applied to in the applyList sublist.

Invoice.netsuite_credit_memo_applied_to_list__c

Not visible in mapping definition table

List of internal IDs and credited amount for all invoices to which the credit memo is applied to in NetSuite.

OpenAir NetSuite Connector updates automatically the OpenAir invoice records corresponding to the NetSuite invoice transactions to which the credit memo is applied. The following information is updated:

Invoice.credit — total amount credited against the invoice.
Invoice.credit_reason — appended with text 'NetSuite credit memo' + Transaction.tranId.
Invoice.balance — outstanding balance on the invoice.

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